What we do
We run document control as a monthly service.
Three service lines. Most practices start with the first two together, and add the third only if they still hold paper that matters.
Service line one
Put it in order.
The starting state is almost always the same: paper in cupboards, scans on a shared drive, the rest in people's mailboxes, and a naming convention that three people interpret differently.
We work through it once, properly. Back-scanning where there is paper, capture set up for whatever arrives next, and an index built around how your practice actually asks for documents rather than how a system wants them stored.
- Back-scanning, on your premises or at a scanning facility.
- Capture from scanners, email and the systems you already run.
- Classification and indexing agreed with you, not imposed.
- A document register you can read and check.
Service line two
Keep it in control.
Once the record is in order, the job is keeping it that way, which is the part that quietly fails when it is nobody's actual job.
Your document controller captures what arrives, files it, handles retrieval requests, and keeps the index accurate. Every version is kept, every access is recorded, and permissions match who should see what.
- A managed repository, run for you.
- Version and approval history on every document.
- Controlled access, with a full audit trail of who opened what.
- Retrieval views built around the job you actually do.
Service line three
Keep track of the paper.
Some originals have to stay paper. Signed agreements, wills, notarised documents, drawings a client insists on holding.
Those keep a chain of custody: where the original is, who has it, when it moved and who signed for it, linked to the scan so the two never drift apart.
The honest answers
What we do not do.
Do you enforce our retention schedule?
No. We can tell you what you hold, what it is, and who has touched it, and we keep every version. Deciding what may be destroyed and when is your call with your attorney, and we do not automate that decision.
Is this an AI product?
No. Classification and extraction are rules based, which means they are deterministic, explainable and auditable. If a document is filed a particular way we can show you exactly why. That matters more in regulated work than a model that cannot show its reasoning.
Do you route approvals and sign-offs?
The platform holds the record. The routing is a person: your document controller runs the process, chases what is outstanding, and records the outcome. We do not claim the software does it for you.
Do you take custody of our paper?
Only if you want us to. Most practices keep their originals and we track them. If you would rather move them to storage, we will help you arrange it, but that is a storage contract and not what Provelis is.
What happens to our documents if we stop?
You take them with you, in a structured export with the index intact. That is written into the service agreement, and it is worth asking every supplier you talk to.
Who we work with
Four practices, one problem.
Someone with authority asks for a specific document, and it has to be produced, in full, that day.
Health practices
A patient file requested for a claim, a complaint or a referral, split across paper, the practice system and email.
Health practices →
Legal
The matter file, and the chronological bundle built by hand from years of correspondence.
Legal →
Financial services
The client record an auditor or a compliance review asks for, held across whatever systems the practice grew into.
Financial services →
Engineering
The current revision of a drawing, the transmittal record proving it was issued, and a handover that has to be complete.
Engineering →Start here
Find out what you actually hold.
Two weeks, a fixed price, and three things you keep: a register of your documents, a list of what you cannot produce, and a costed plan to put it right.
Book an assessment