4 solutions - one goal:
Manage documents easily

The document management solutions in combination
SharePoint, Buildsimple, ECLISO, and RETENTION SOLUTION

From receipt to deletion: automatically capture documents, manage them in a structured manner, and archive them securely. Here you will find a compact overview of the solution components—and how they work together to revolutionize your document logistics.

The smart quartet
for efficient document management

In everyday office life, searching for documents often takes more time than actually working with them. Unclear filing structures, manual processes, and increasing data protection and compliance requirements make daily work unnecessarily complicated. SharePoint alone is not enough here. What is missing are clear structures, automated processes, and legally compliant archiving.

This is exactly where our solution comes in: With SharePoint, Buildsimple, ECLISO, and RETENTION SOLUTION, you can manage the entire lifecycle of your documents —from initial receipt to secure deletion. The result is a digital document management system that noticeably reduces your daily workload. Learn more about the software products and how the four work together optimally here.

1.

Practical, but not a document management system (DMS)
SharePoint

Many companies rely on SharePoint to store documents, collaborate on them, or share information within teams. SharePoint is also really helpful for day-to-day collaboration—especially when things need to be done quickly.

But when it comes to managing documents in a structured, traceable, and legally compliant manner over the long term, it becomes clear that SharePoint is often not designed for your daily filing, approvals, deadlines, or archiving needs.

The most efficient solution is not either SharePoint or DMS—but both working together in clear coordination:

SharePoint for flexible, fast team editing.
DMS for structured, secure storage, archiving, and traceability.

Your advantages:

Teamwork and collaboration
Creation and editing of documents
Seamless integration with Microsoft 365

In practice, it looks like this: You work in SharePoint as usual. When a document is finished, it can be transferred directly from SharePoint to the DMS. There, all the advanced functions such as approval processes, version control, file creation, archiving, and automated deletion processes are available. The hybrid approach allows you to get the best of both worlds and create an efficient document management system that is both suitable for everyday use and future-proof.

2.

Intelligent document processing
Buildsimple

Documents come from a wide variety of sources: by email, as scans, via online forms, or in the traditional way by post. You often have to sort, rename, and file them manually and search for the relevant information—a process that is time-consuming and prone to errors.

This is exactly where Buildsimple comes in: the cloud platform takes care of these tasks for you—quickly, reliably, and intelligently. With the help of artificial intelligence (AI), Buildsimple automatically separates incoming documents, recognizes what type they are (e.g., invoice, contract, or delivery note), and reads the relevant content directly. Information in continuous text or on handwritten forms is also recognized and processed.

In just a few seconds, a simple incoming document is transformed into a digitally structured data record. Whether it's a damage report, credit application, or incoming invoice, Buildsimple ensures that documents arrive exactly where they are needed—correctly filed, with all relevant data, and ready for further processing in the DMS.

For you, this means less manual sorting work, fewer errors, and significantly more time for the tasks that really matter. And best of all, Buildsimple adapts flexibly to your requirements—no matter which department or industry you work in.

Your advantages:

Less manual sorting work
Significantly lower error rate
Customizable to your requirements

Recognize, separate, classify, extract
Buildsimple product flyer

Discover our AI "Buildsimple" for intelligent document processing and immerse yourself in the benefits it offers for your everyday work. Flyer link and image to be linked correctly when ready.

A Look at the Tool

Your incoming documents are processed intelligently using AI.

Buildsimple captures your incoming documents, separates them by document type, classifies them, and extracts important data for follow-up processes. You can purchase pre-trained models (e.g., for incoming invoices) on the Buildsimple platform or train your own models with your company documents.

3.

Structured document management
ECLISO

In everyday working life, it is often difficult to keep track of all the different documents—contracts, emails, certificates, or applications end up in different places, access rights are unclear, and there is often a feeling of unease when it comes to data protection. This is exactly where ECLISO comes in—the solution for structured and secure digital record management.

ECLISO is a powerful document management system (DMS) based on the proven IBM FileNet platform and specially designed to make the management of digital records easier, more efficient, and more traceable. You can search files, tag documents, track processes, and access the information you need. Recurring processes—such as approvals or review processes—can be automated with ECLISO. Whether you work in administration, human resources, accounting, or customer service, ECLISO helps you organize your documents clearly and find them quickly.

For you, this means structured files instead of file chaos, secure access instead of uncertainty, and more time for what matters most.

Your advantages:

Clear digital records
Clearly defined access rights and data protection
Quick access to information
Automated workflows
The ideal complement to SharePoint: collaboration there, structured storage here

A Look at the Tool

You can find your documents in your files in seconds.

ECLISO allows you to easily manage, search, and retrieve documents. It also ensures compliance with data protection regulations through secure storage and access control. It also offers features for customizing and automating workflows, helping companies increase efficiency and reduce costs.

4.

Management of retention periods
RETENTION SOLUTION

Many documents must be retained for years—whether they are contracts, invoices, or personnel records. At the same time, however, they must not be stored longer than legally permitted. This may sound like a dry topic, but it is extremely important for your company. And for you, it often means additional work: monitoring deadlines, adhering to deletion dates, documenting blocks, and checking storage space. This is exactly where RETENTION SOLUTION can help you.

The RETENTION SOLUTION is an intelligent tool for automated deadline and deletion management. It ensures that retention periods are set and adhered to correctly and that documents are automatically deleted after expiry. The whole process is GDPR-compliant and fully traceable.

The solution is based on the IBM FileNet platform and is fully integrated into IBM Content Navigator. It enhances existing archiving systems with powerful features: intuitive interfaces, automated workflows, deletion locks, extendable retention periods, and meaningful reports—everything you need to stay on the right side of the law.

For you, this means no more worrying about forgotten deadlines, no risk from data being stored for too long, and less storage space required in the system. RETENTION SOLUTION noticeably reduces your workload and protects your company from costly mistakes.

Your advantages:

Automatic compliance with statutory retention periods
GDPR-compliant and audit-proof deletion
Less storage space required thanks to systematic deletion
Protection against risks and sanctions with traceable documentation

Storing and deleting documents
RETENTION SOLUTION product flyer

Learn more about our RETENTION SOLUTION and how it can make your everyday work easier. Flyer link and image to be linked correctly when ready.

A Look at the Tool

You decide what gets deleted

This view shows you the documents that are pending deletion. You can check these (on a random basis) and approve them for deletion. If necessary, you can exclude individual documents from deletion by manually blocking them. If you do not approve them, the retention period for the document is automatically extended.

You manage temporary locks.

Do you want to protect certain documents from deletion for a certain period of time—e.g., due to legal holds? Then you can easily implement this in RETENTION SOLUTION using manual or automated locks.

You maintain an overview

The RETENTION SOLUTION provides you with comprehensive reports to ensure transparent tracking of all deletion and retention processes.

A continuous process
Interaction between the four solutions

Efficient document management occurs when all steps—from creation to archiving to deletion—are seamlessly integrated. This is precisely why SharePoint, Buildsimple, ECLISO, and RETENTION SOLUTION were developed: four solutions that are perfectly coordinated and together digitally map the entire life cycle of a document.

1.

It all starts with SharePoint —the proven platform for creating and editing documents and collaborating in a team. Especially in the development phase ("work in progress"), SharePoint enables flexible, collaborative work and integrates seamlessly into your Microsoft 365 work environment.

2.

As soon as documents are available, Buildsimple —the cloud solution for intelligent document processing—takes over. Incoming documents are automatically recognized and classified, and the relevant information (such as amounts, customer names, or contract numbers) is extracted using AI. This means you no longer have to sort or enter documents manually—everything is done automatically and accurately.

3.

The processed data is then transferred to ECLISO —the central DMS. There, the documents are digitally approved, stored in a structured manner, integrated into digital records, and made available to you and your team at any time—with clearly defined access rights.

4.

Once a document has been finally filed, the RETENTION SOLUTION integrated into ECLISO takes over retention and deletion management. It ensures that legal or internal retention periods are automatically complied with and that documents are deleted in accordance with GDPR after the retention period has expired. No manual monitoring of deadlines, no uncertainties—everything happens in the background based on rules.

For you, this means a consistent and reliable process that reduces workload, minimizes errors, and creates security. All information is stored centrally in the DMS. This creates a clear and reliable source ("single point of truth") for all important documents in the company. You no longer have to search for documents in different locations (e.g., SharePoint, FileServer), but can find everything in one place. At the same time, you are supported by a system that thinks for itself, simplifies processes, and makes document management noticeably more efficient.

Get in touch with us now
We would be pleased to advise you.

Would you like to improve something in your everyday work—and it has to do with your documents? Then get in touch with us. Whether you need initial advice or want to switch providers, we are here to support you with our in-depth expertise. Contact us with no obligation—we will be happy to advise you.