A nationwide company with a distributed branch structure.
Lack of central control over the ongoing circulation of dozens of contracts, varied approval processes, and GDPR and legal risks in document storage and disposal.
Resivo System – flexible workflow engine, executive summaries, and a secure data retention mechanism (digital and paper).
100% control over documents from signature to destruction, elimination of approval bottlenecks, and full compliance with audit requirements.
Imagine a nationwide company operating at enormous scale. Contracts are signed practically everywhere – at headquarters, in local branches, with a wide variety of suppliers and partners. Although dozens of contracts are created each month, there are countless types of documents, and oversight of them in such a distributed structure naturally becomes an operational and legal challenge.
This was precisely the problem the client brought to us. They needed a system that would not only securely store documents, but would actually integrate into the company’s business and legal processes – automating them from the moment a draft is created through to physical and digital disposal.
We started with the fundamentals – organizing and automating the approval process itself. We built an advanced workflow engine that automatically analyzes the boundary conditions of each contract added:
Automatic escalation paths: Depending on its type, the financial limits it involves, and many other variables, the system automatically builds a dedicated approval path.
Completeness control: It ensures that all attachments are complete and that the document reaches the appropriate people in the proper sequence.
Executive summaries: Additionally, Resivo automatically generates concise summaries of the most important contract points, so decision-makers don’t have to wade through dozens of pages of legal jargon every time.
The most interesting and most critical stage of the project, however, concerned the moment when a contract reaches the end of its lifecycle. According to regulations, old documents must be destroyed at the appropriate time.
We built a data retention mechanism based on strict business rules. The system automatically monitors deadlines and identifies completed contracts, but before allowing their deletion, it meticulously checks statuses:
It verifies that there are no open legal disputes.
It checks for unsettled invoices or outstanding receivables.
Only when the system receives the green light from the business does the cleanup process begin.
At this point, it was crucial to ensure full process consistency and absolute data security. The system does not allow “loose ends” – it automatically checks whether other dependent documents are linked to the contract being deleted, which also need to be removed.
Because some documentation still exists in paper form, the system precisely indicates to administrators the physical location of binders in the archive that need to be disposed of.
The deletion from the database itself concludes with the generation of an official destruction protocol:
GDPR compliance: Importantly from a GDPR and security perspective – this protocol deliberately contains no detailed commercial or personal data from the deleted contract, as that would contradict the purpose of its deletion.
Evidence for auditors: It contains only information about the document category, operation date, and the person who authorized it. For the client, this is ironclad, clean evidence for auditors that the company has 100% control over its data from the moment of signature through to secure destruction.
This project demonstrates that order in data structure and proper process is not an unnecessary technology expense
– it is an investment that delivers returns in a short time.
— Resivo Data Engineering Team
+48 606 281 103
marcin@resivo.pl
