Do we need a separate document system?

Often not for transaction evidence — ERP attachment with proper indexing suffices. Dedicated systems earn their place for controlled documents with formal review and approval cycles.

How is retention enforced?

Through retention rules on document type with automated action and exception handling. A written policy without system enforcement does not survive contact with practice.

How does a document management engagement start?

With a short discovery conversation and a written view of scope, risk and the decisions to be made. That view is useful to you whether or not the work continues.

How is a document management engagement priced?

Scope and, where relevant, rules of engagement are agreed in writing before any work begins, and the engagement is a fixed fee for that scope or phased with a cost envelope per phase — so you know the cost and the boundaries up front. Larger pieces of work are broken into phases with findings delivered early rather than a single invoice at the end.

ERP · Build

Document Management

We connect documents to the ERP records they evidence — invoices, contracts, certificates, drawings — so the supporting paperwork is available with the transaction rather than filed somewhere separate. Capture from email and scanning is indexed so documents can actually be found, not merely stored. Version and access control keep the current document authoritative and sensitive material appropriately restricted. Retention is enforced through rules on document type with automated action, because a written retention policy without system enforcement does not survive contact with daily practice.

In short

ERP document management stores and links documents to the transactions and records they support. The point is retrieval at the moment of need: the supporting evidence appearing with the transaction, rather than being hunted for across shared drives when an auditor asks.

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What we do

The work inside document management.

Document linkage

We link each document to the transaction, master record or asset it evidences, so the proof sits with the thing it supports. Evidence attached at source is what makes an audit a retrieval exercise rather than an investigation.

Capture and indexing

We capture documents from email and scanning and index them so they can be retrieved by the attributes people actually search on. Indexing is the difference between a document store and a filing cabinet nobody can find anything in.

Version and access control

We control versions so the current document is unambiguous, and restrict access according to sensitivity. This keeps superseded contracts from circulating and confidential material from being seen by those who should not.

Retention and retrieval

We enforce retention through rules on document type with automated action and exception handling, and make audit retrieval quick. System-enforced retention is what turns a retention policy from an aspiration into something that actually happens.

What you receive

Deliverables, in writing.

Documented output your teams keep and can act on without us in the room.

Document type and linkage design
Capture and indexing configuration
Version and access control setup
Retention schedule and retrieval procedure

When this work helps

You may be facing this.

Supporting documents are searched for in shared drives
Audit requests take days to fulfil
Multiple versions of contracts circulate

How an engagement runs

Discover, assess, design, deliver.

01
Discover
Understand the business drivers, decision rights, existing systems, and what the programme must genuinely change. We separate the outcomes that justify the investment from features that only sound useful, so the programme has a purpose to steer by.
02
Assess
Review process, data, integration, controls, governance, and change readiness against the plan. We report plainly where the plan holds and where it depends on assumptions that need evidence before commitment.
03
Design
Set out target processes, control requirements, data approach, integration model, and adoption plan. Each is documented well enough to build to and to hold a delivery partner accountable against.
04
Deliver
Support configuration, testing, cutover, and stabilisation, with independent oversight throughout. We hold the line on scope, data readiness, and controls, and surface drift while there is still time to correct it.

Where we work

Delhi, India — and wherever the work is.

Fidova provides ERP consulting from Delhi, India, and supports multi-entity and multi-country ERP programmes internationally, including businesses with different statutory and reporting requirements per region.

Engagements run in English, are scheduled around your time zone, and can be delivered remotely end to end, with on-site time planned where a phase genuinely benefits from being in the room.

Related services

Often needed alongside this.

Multi-Company & Multi-Branch Management

Multi-company and multi-branch management handles several legal entities, locations and currencies within one ERP. Handled properly, group reporting comes out of the system; handled poorly, it is reassembled in spreadsheets every period while intercompany balances refuse to agree.

ERP Data Migration

ERP data migration moves master and transactional data into the new system with cleansing, validation and reconciliation. It is where go-lives most often fail, which is why it deserves to be run as a workstream with a business owner rather than handled as a technical afterthought.

ERP Testing & Quality Assurance

ERP testing and quality assurance verifies that configuration, integrations and processes work end to end before go-live. It is the discipline most often compressed to protect a date, which is precisely why the exceptions it should catch instead surface in production.

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