Document Management

Scanned images sitting in the scan folder can be attached directly into OSP with a single click. For standard documents, OSP provides one-button auto-load — Attach, View, Delete or Move back to the scan folder. These single-click buttons apply specifically to standard documents only. For other document types, simply select the Form and Document Type and click Attach — the system files everything to the correct client, entity and category automatically.

Drop multiple documents into OSP from the C:\\SCAN_BULK folder or the Desktop and the system processes each one individually — reading the filename to identify and categorise the document automatically. Recognised files are moved directly into the correct DMS folder structure with review dates updated immediately. Any document with an unrecognised filename is moved back to the scan folder, prompting the user to rename it accurately before re-processing.

Every document in OSP is filed under a structured category and document type — covering all standard compliance, incorporation and ongoing maintenance documents. Country code abbreviations, company type abbreviations and document type definitions are all maintained within the system appendix, ensuring consistent classification across all users and departments. This structure makes retrieval instant and audit preparation straightforward, with every document traceable to its category, client and date.

Every document loaded into OSP carries a review date, and the system continuously monitors these against the current date. As documents approach expiry — whether passports, vessel licences, director appointments or compliance certificates — they are flagged automatically so the relevant team can act before the deadline. Reports show exactly which documents are expiring, giving compliance officers visibility without manual checking.