Bespoke Document Management

Bespoke & Tailor Made specific Document Management Solutions

PIA’s Document Management System (DMS) has been developed around our existing corporate and government customer base from over the last 15 years. In a nutshell, PIA’s solution to Document Management operates exactly like a virtual filing cabinet. Documents (emails, word & excel files, images from  digital cameras and scanned images too are stored into client-intelligent folders and subfolders and are referenced by name or unique number ( as well as full text search capability). The solution can have multiple departments and  could include, HR, Property, Insurance and Secretariat/Board etc

The PIA DMS Objective

To securely electronically-Store, control, organise and retrieve scanned Images and other electronic Files, whilst allowing Fast, Simple (but secure) access by your employees, from their desk (whether in the office, working from home, or out on location). Our system will allow you to make available all of these documents between different Branches , personnel , contracted solicitors and 3rd parties.  We pride ourselves that it is a simple process to  Add, Remove and Edit files (and the database)  in a live environment.

The bespoke solution will of course provide a flexible access/security feature which will individually control accessibility to the site, the records and what  actions can be carried out on these elements. Further on from this, the system can provide a full audit trail (document and personnel) which will log and record all activity on the site.

Our clients include Punch Taverns (over 8000 pubs - a complete paperless office for their entire portfolio inc, House, Assignments, Investment, etc) Bedales School, Halfords and the Dixons Group (DSGI) (where their living online archive is split into Title Deeds, Management, Finance, Photos and Acquisitions & Disposals as well as 16 other such defined tabs).

Features include:

  • Online (internet or intranet) or Network based Solution
  • Individual Document Audit log file
  • Personnel Audit log file
  • Drag & Drop  - add document wizard
  • Bespoke Tab/Sections Design - up to 15 different sections. Other sections may include Rating, Service Charge, Rent Review/Lease Renewal, Photographs, Landlord and General etc) as well of course as all the possible FM & Maintenance sections including Certificates
Bespoke Document Management

The Optional PIA Waystation

PIA could bespoke design a number of Waystations for your internal department and your external users. Thus a number of operatives within the Agency will be able to add, new documents (scanned images, word, excel, jpegs, emails, etc) as well as any external parties you desire.

Security and document/tab access rights are fully defined for both the website and the waystation.

The site includes full user and document audit trail (thus you can see who has added what documents, and who has looked at them etc)