Every document in its place, in its current version, with who may see it
I assess how your documents flow, prepare the classification and requirements, and help you choose a document management platform and connect it to your ERP.
35questions on classification, expiry dates and access, in 8 minutes
Capture, classification, versions, review and retention in one repository
A document management system (DMS or ECM) stores, classifies, versions and controls access to documents, with review flows and retention rules.
What decides the outcome is the taxonomy: how each document type is named and classified. Migrating folders without it just moves the mess.
Signs your company needs one
- Documents are scattered across emails and personal folders
- Several versions of the same document coexist
- Nobody controls who sees sensitive documents
- Paper documents are scanned without indexing
- An audit means searching for documents for days
- Contracts expire without warning
Document management: who it is for and when it does not fit
A good fit for
- Companies with contracts, case files or certificates spread across shared folders and emails
- Legal, quality or HR teams that track expiry dates and versions
- Organisations facing audits or inspections that ask to find a document in minutes
Not a fit when
- Documents are born and die in the ERP: Odoo Documents or the record’s own attachments may be enough
- There is no agreement on how to name and classify documents
- The plan is to digitise the whole paper archive at once
The cost of staying as you are
Time spent searching
Finding a contract or invoice from a year ago can take hours of asking several people.
The wrong version
Signing or applying an earlier version of a contract or procedure has a direct cost.
Exposed information
Permissions inherited from old folders show salaries or contracts to people who should not see them.
How I assess document management in four steps
The platform is chosen after the taxonomy. Without agreed document types and retention rules, any repository becomes another shared folder.
I map how they flow
Document types, volume, who creates, reviews and approves them, and where they are today.
I write the taxonomy
Classification, minimum metadata, role-based permissions and a retention schedule.
I help you choose the platform
I compare two to four options against your requirements and a demo using your documents.
I coordinate the connection
With the vendor, to link documents to ERP records and migrate with reviewed permissions.
What your company provides for the document management project
Inventory of document types
Which documents each department produces or receives and where they are kept today.
Retention rules
Legal and business periods for each type, validated by your legal or accounting team.
Access matrix
Who can view, edit or delete each document type.
Vendor contract
Your company contracts the platform; the vendor assigns who configures it.
Assessment, requirements and selection
Document assessment
A map of document types, review flows and access and retention gaps.
Requirements and selection
Taxonomy, requirements, decision matrix and three-year cost of each option.
Connection coordination
With the chosen vendor, to link documents and ERP records.
Diego Muñoz
I do not implement document management platforms. I assess how your documents flow, prepare the taxonomy and requirements, help you choose the platform and coordinate the ERP connection with the vendor.
I assess and help you choose; the vendor implements
Take the assessmentMarket options
Document platforms differ in how they classify (folders or metadata), version control and their connection to the ERP and email.
Odoo Documents
Odoo Documents stores files linked to ERP records (invoices, contracts, employee files), with tags, folders and automated actions. It fits when the ERP is Odoo; for formal versioning and complex legal retention it is assessed alongside dedicated platforms.
Other platforms I assess
- Microsoft SharePoint
- OpenText
- M-Files
- Alfresco (Hyland)
- Box
- Google Drive
Selection criteria
- Document types and monthly volume
- Versioning, review flows and retention
- Text recognition and email capture
- Connection to the ERP and e-signature
- Role-based permissions and access logs
Document management: limits and alternatives
Platform implementation
I do not implement SharePoint, M-Files or OpenText. I deliver taxonomy and requirements, and coordinate with the vendor.
Bulk digitisation
Scanning and indexing the paper archive is done by a digitisation company.
Legal value of digital documents
Which paper originals may be destroyed is decided by your legal advisers, not the platform.
Which other systems it connects to
Electronic signature and digital certificates
Documents that go out for signature and come back signed into the repository.
See the systemEnterprise resource planning
Invoices, orders and contracts linked to their record.
See the systemQuality management system
Quality procedures with approved versions and obsolete ones withdrawn.
See the systemGovernance, risk and compliance
Compliance evidence stored and easy to find.
See the systemBusiness process management and workflow
Document review and approval within a workflow.
See the systemArtificial intelligence and agents
Natural-language search over company documents.
See the system35 questions and 8 minutes to see where to start
This assessment measures how your documents are issued, reviewed, classified, linked to the ERP and retained. The questions describe observable situations, such as what happens to a superseded revision or how long it takes to locate a contract.
Scored dimensions
- Review and validity. It looks at how a document moves from draft to current to superseded, and whether each revision is approved and recorded.
- Taxonomy and indexing. It looks at whether each document has a type, a code and classification data that make it findable without knowing the folder.
- Repository and ERP link. It looks at whether there is an official source per document type, whether the team uses it and whether the supporting documents of each transaction are linked to its ERP record.
- Expiry dates and search time. It looks at whether expiring documents are tracked in advance and whether the time needed to locate a document is known.
- Permissions, retention and custody. It looks at who can see each document type, how long it is kept, who is accountable for its order and whether it can be recovered after a deletion or a failure.
What you receive
When you finish, you receive your level in five document management dimensions and the gaps ranked by priority. Each gap includes the first concrete step to close it.
17 scored questions and 13 context questions (type of operation, size, current system). Context questions are not scored: they let us read the result against similar operations.
Free of charge. Only Diego Muñoz sees your answers.
Before you start
No. I assess the process, prepare taxonomy and requirements, help you choose and coordinate the ERP connection with the vendor. The vendor configures the platform.
Sometimes yes. If volume is moderate and you need no review flows or formal retention, a good taxonomy and reviewed permissions on the current tool solve much of the problem.
You decide what gets digitised, which metadata it is indexed with and what must be kept on paper by law. Scanning without indexing does not help find anything.
The online assessment and the 30-minute review with Diego are free and carry no commitment.
Only Diego Muñoz sees them, to prepare the review. They are not shared with third parties or used for bulk mailings.
Review your document management case with Diego in 30 minutes
Diego Muñoz replies in person, on Lima time. If you have taken the assessment, he comes with your answers already read.
WhatsApp +51 919 488 260 · damunoz@dmunozgroup.com