Custom document management system | Bloonde Soluciones Tecnológicas

Contracts, invoices, reports, manuals, minutes, certificates — every company generates a growing volume of documents that need to be organised, protected and quickly retrieved. When document management relies on shared folders and emails, chaos is guaranteed.

A custom document management system (DMS) centralises all documentation with version control, granular permissions, intelligent search and full traceability. Every document is where it should be, accessible to those who need it.

At Bloonde we build document systems that adapt to your company's structure and processes — not the other way around.

Document management system with intelligent search

The problem it solves

Shared network or cloud folders may seem like a simple solution, but as the company grows they become a maze: inconsistent file names, duplicate versions, lost documents and no control over who accesses what.

Teams waste time searching for documents, work with outdated versions and have no change traceability — a real risk for audits and compliance.

Documents lost or hard to find

Finding a contract from 2 years ago can take minutes or hours depending on who filed it and how they named it.

Duplicate and outdated versions

Multiple copies of the same document in different folders. Nobody knows which is the definitive version.

No access control or permissions

Anyone with folder access can view, modify or delete sensitive documents without restriction.

Compliance and audit risk

Without change traceability or access logs, meeting regulations (GDPR, ISO, audits) becomes a problem.

Dependency on network folders

Access depends on the local network or the sync of cloud services that aren't designed for professional document management.

How it works

We implement your document management system in 4 phases:

01

Document audit

We analyse the volume, document types, workflows, access requirements and compliance needs of your company.

02

Taxonomy design

We define the folder structure, metadata, tags, role-based permissions and naming rules that will organise your documentation.

03

Development & integration

We build the platform with intelligent search, version control, document preview and integration with your tools (email, ERP, digital signature).

04

Migration & training

We migrate existing documentation with its taxonomy, train your team and establish document workflows.

Key benefits

Search in seconds

Find any document by name, content, metadata, date or tags in under 3 seconds.

Version control

Full version history for every document. Restore previous versions with a single click.

Granular permissions

Define who can view, edit, download or delete each document or folder. Custom roles and permissions.

Traceability & auditing

Complete log of who accessed, modified or downloaded each document. Ready for audits and GDPR compliance.

Access from anywhere

Web interface accessible from any device with a connection. No dependency on local networks.

Technologies we use

Laravel + PHP

Secure backend for file management, permissions, versioning and metadata.

Elasticsearch

Full-text search engine to find documents by content, not just by name.

AWS S3 / MinIO

Secure, scalable file storage with redundancy and encryption.

Vue.js

Interactive interface with document preview, drag & drop and smooth navigation.

Case study: law firm

Scenario

A law firm with 20 professionals stored documents in network folders with no clear structure. Finding a specific contract could take 15–30 minutes, and there were duplicates and contradictory versions across different folders.

Challenge

Centralise all documentation with fast search, version control and permissions by client/case, while complying with data protection regulations.

Solution

We developed a custom DMS with client/case-based structure, full-text search, automatic version control and role-based permissions. Integration with their case management system and digital signature.

-90%

Search time

-95%

Duplicate versions

100%

GDPR compliance

+50%

Team satisfaction

Frequently asked questions

Can I migrate my current documents?

Yes. We migrate all your existing documentation with its structure, metadata and permissions. The process includes duplicate cleanup and reorganisation according to the new taxonomy.

Is it secure for confidential documents?

Yes. The system includes encryption in transit and at rest, granular access control, audit logging and complies with GDPR and sector-specific regulations.

Can it integrate with digital signature?

Yes. We integrate with leading e-signature platforms (DocuSign, Signaturit, Autofirma) to sign documents directly from the platform.

How long does implementation take?

A basic document management system can be operational in 6–8 weeks. Projects with complex integrations or mass migration may take 10–14 weeks.

Does your company need document order?

We'll analyse your current document situation and propose a custom system. The initial consultation is free.

Other use cases you may find interesting

Enterprise ERP portal

Centralise your company's operations in a custom portal: inventory, invoicing, customers and reporting — all in a single platform.

View use case

Project management platform

Manage projects, tasks and teams with a tool tailored to your company's methodology and workflows.

View use case

Want to implement this solution in your company?

Tell us about your challenge and we'll propose a tailored solution. No strings attached.

Back to software development use cases