Document Management / Compliance
Docentra AI
Documents · Intelligence · Control
A controlled document repository built for regulated work — versioning, retention, signatures and a full audit trail — with AI search and summarisation on top.
- Live in production
- 22 documented features across 5 areas
- White-label in 4–8 weeks
Features
22
Areas
5
Overview
Docentra AI is for organisations that have to prove what happened to a file, not just store it.
Every upload, view, share, approval and signature is logged. Versions are retained. Retention policies expire, archive or delete on schedule. When an auditor, regulator or client asks who saw a document and when, the answer is a report, not a search through email.
Sharing is where most document tools become a liability. Here external links are encrypted, password-protected and time-limited; downloads can be blocked; documents can be watermarked. Inbound files arrive through secure request links with their own upload rules, so clients never need an account. The AI layer adds full-text Deep Search, summarisation of long documents and template-driven drafting — on top of the controls, never around them.
- Repository
- Search and AI
- Controlled sharing
- Workflow
- Governance
What's inside
22 features across 5 areas
Deploy the whole platform, or start with the areas that hurt most. They share one data model, so nothing needs reconciling later.
4 features
Repository
- Upload, categorise and associate documents with clients and statuses
- In-browser preview for Office, PDF, image, audio and video
- Version control with complete history
- Archive and restore
Search and AI
4
- Deep Search full-text indexing across .txt, .pdf, .doc and .docx
- AI summarisation of long documents
- AI document generation with template suggestions
- Pluggable provider — OpenAI or Google Gemini
5 features
Controlled sharing
- Internal sharing scoped by user and role
- Encrypted external links with password, expiry and download limits
- Secure file request links for inbound uploads
- Email delivery without manual attachments
- Watermarking
4 features
Workflow
- Multi-step approval workflows with assigned tasks
- Deadline tracking and automated notifications
- Recurring reminders on daily through yearly cycles
- Document signatures with audit logging
5 features
Governance
- Full audit trail of every document action
- Login audit logs with retention periods
- Retention policies that expire, archive or delete automatically
- Role-based access control
- Encrypted storage on Amazon S3
How it works
Built around what people actually do all day
Real screens
A guided look inside
Production screens from a live deployment. Pick one to see what it does.
Screen 01
Deep Search
Full-text results across the repository with filters.
Who it is for
Built for operations that look like this
If yours is close but not identical, that is usually a configuration question rather than a custom build.
- 01
Legal and accounting firms
- 02
Healthcare and insurance organisations
- 03
Financial institutions and fintechs
- 04
Education and government bodies
- 05
Any enterprise with retention, privacy or audit obligations
Security & data
Built to pass your IT and compliance review
Encryption
Encrypted storage on S3; encrypted external links.
Audit
Every document and login action logged with retention.
Retention
Policy-driven expiry, archive and deletion.
AI boundary
AI features can be disabled or pointed at a region-specific provider for data-residency requirements.
Deployment & licensing
Two ways to run it. Both yours to choose.
We do not publish implementation details of our platforms. What matters to your IT and procurement teams is how it is hosted, who operates it, where the data lives and what you are buying — so that is what this section answers.
Cloud — annual subscription
Hosted and operated by Kaidova on enterprise cloud infrastructure in your chosen region. Includes updates, monitoring, backups and support. Predictable yearly cost; no infrastructure to run.
Perpetual license — self-hosted
A one-time license to run the platform on your own infrastructure or private cloud, with full control over data residency and access. Implementation, training and optional support agreement from the team that built the platform.
In both models: your data is yours and exportable at any time · white-label branding at token level · custom modules and integrations available under the Extend route · documented administration and user training included in every deployment.
Integrations & compatibility
Shown because buyers need them to assess fit — none of these disclose how the platform is built.
- Amazon S3 for encrypted document storage
- OpenAI and Google Gemini for AI features (pluggable)
- Multi-language interface including RTL
Deploy, extend or build
- Deploy — brand, configure, launch in 4–8 weeks.
- Extend — add the modules your operation needs; upgrade path intact.
- Build — ground-up when nothing fits, reusing platform components where they save money.
See Docentra AI with your own documents
Bring one live case to the demo and we will walk it through the system in thirty minutes. No slide deck.
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