Finally—A Document Management System That's More Than Just A Digital Filing Cabinet
SharePoint folders and network drives can't tell you when documents were last reviewed, who has access to sensitive files, or which version is current. Onos provides intelligent document management with approval workflows, version control, shareable links for external access, and automatic folder creation for projects and modules—ensuring your quality documents, policies, and project files are organised, controlled, and accessible when you need them.
Who Benefits From Intelligent Document Management?
From site workers to executives, Onos delivers controlled, accessible documents
For Site-Based Staff
Problem:
You need to find the latest RAMS for drainage works, but SharePoint has three versions from different dates with filenames like "RAMS_drainage_v2_final_UPDATED.docx." You're not sure which is current, whether it's been approved, or who's allowed to edit it—so you waste 20 minutes searching and end up calling the office to ask which version to use.
Solution:
Onos organises documents in familiar folder structures with automatic project folders created when new projects start. Every document shows its current version, approval status, and who has edit access. Search functionality finds documents in seconds by filename, project, or document type—eliminating uncertainty and saving time.
For Office Admin Staff
Problem:
You're managing critical documents across multiple systems—quality procedures on SharePoint, project-specific files in site folders, audit records in different locations—with no systematic review process, no version control preventing multiple people editing simultaneously, and no audit trail showing who accessed sensitive documents when, creating GDPR risks and ISO non-conformances.
Solution:
Onos centralises document storage with granular access controls, version control preventing simultaneous editing conflicts, and complete audit trails. Enable document control workflows requiring approval before new versions become current—meeting ISO 9001 document control requirements. Set review reminders ensuring policies are updated regularly.
For Senior & Board-Level Staff
Problem:
Poor document management creates compliance risk (outdated policies, uncontrolled documents), operational inefficiency (workers can't find information), and quality failures (people working from superseded procedures). You need confidence that critical documents are controlled, current, and accessible—but generic file storage systems provide no such assurance.
Solution:
Onos provides enterprise-wide document analytics showing which documents are overdue for review, which are accessed frequently, and which haven't been opened in months. Demonstrate systematic document control to ISO auditors with comprehensive evidence of approval workflows, version control, and review cycles.
How It Works
Four steps to intelligent document management with version control, approval workflows, and external sharing
Organise In Familiar Folder Structures
Create folder hierarchies matching your organisational structure—by division, project, document type, or any custom taxonomy. Onos automatically creates dynamic folders for projects and modules.
Upload & Control Documents
Upload files via drag-and-drop or bulk upload. Set access permissions, enable version control, and configure approval workflows for document control compliance.
Share With Internal & External Users
Grant access via permissions, or generate shareable links for external users without requiring accounts. Links can be time-limited, password-protected, and revocable.
Review, Audit & Improve
Set review reminders for critical documents. Complete audit trails support GDPR audits. Analytics reveal document usage patterns and identify overdue reviews.
Real-World Use Cases
See how intelligent document management solves specific challenges
ISO Document Control
Benefits:
ISO Compliance
Systematic document control meets ISO 9001, 14001, and 45001 requirements
Quality Assurance
Workers always access current, approved procedures—not outdated versions
Audit Confidence
Complete evidence of document control processes during certification audits
External Collaboration
Benefits:
Secure Sharing
Share RAMS, drawings, and specifications with contractors without granting system access
Efficiency
Eliminate email attachments (version control nightmares) and FTP sites (technical barriers)
Audit Trail
Know exactly who accessed sensitive documents if information is misused
Project Document Organisation
Benefits:
Organisation
Documents organised systematically without manual folder creation
Context
Incident photos linked to incident records provide context missing from generic file storage
Efficiency
Find project documents in seconds instead of minutes navigating chaotic folder structures
Why Organisations Choose Onos Document Manager
"Much more than just a secure file storage! Manage attachments in one central place with links to view source records. Generate shareable links to provide access for external staff. Document control - enable approval process on new revisions and uploads."
— Onos Document Manager Description, 2025
Version Control
Prevent simultaneous editing conflicts and maintain historical versions
Shareable Links
External access without account creation
SharePoint / Network Drives vs Onos Document Manager
| Criteria | SharePoint / Network Drives | Onos Document Manager |
|---|---|---|
| Finding Documents | Finding last year's audit report takes 10-15 minutes | Search retrieves documents in under 5 seconds |
| Version Control | Multiple versions with confusing filenames (v2_final_UPDATED) | Clear version numbering with approval status indicators |
| Review Process | No systematic review process—documents years out of date | Automated review reminders ensure regular updates |
| External Sharing | Requires granting system access or email attachments | Generate secure links with time limits and password protection |
| Audit Trail | No audit trail showing who accessed sensitive documents | Complete activity logs supporting GDPR and security audits |
Schedule Document Manager Demo
We'll demonstrate uploading documents, configuring approval workflows, creating shareable links, and searching the document library.
Book DemoDownload Document Control Template
Get our ISO 9001-compliant document control procedure template. Customise to your organisation and upload to Onos.
Download TemplateCalculate Document Efficiency ROI
Estimate time saved by eliminating document searching, reducing version control confusion, and automating review processes.
Calculate Savings