See what document management changes at your institution
Before vs. after adding document management to iVake
Where you are today
Holding you back
Evidence spread across inboxes
Seminar reports, BoS minutes and activity photographs sit in shared drives, email threads and a cupboard until the peer team visit.
Pain point
An old version still in use
One department keeps working from last year’s form or circular because nobody could tell which copy was current.
Pain point
Files leave with the person
When a coordinator moves on, the folder on their laptop and the attachments in their inbox go with them.
Pain point
Staff papers in three cupboards
Checking that every teacher’s qualification and appointment papers are on file means opening cupboards in two buildings.
Pain point
- 4+Places a document might be
- 2+Copies of one file, not quite alike
- WeeksTo gather evidence for one visit
Your institution, transformed
Everything connected
Filed against the record
A document sits on the student, staff member, activity or criterion it belongs to, so it is found from where you already are.
Solved
The current copy is obvious
A replaced file keeps its history, so staff open the latest version and earlier ones stay on record.
Solved
Owned by the institution
Documents belong to the record, not a personal drive, and closing an account from your directory ends access at once.
Solved
Access follows role
Staff see documents by campus, department, programme and role, and financial and health papers are restricted separately.
Solved
- 1Place each document lives
- 0Copies kept per department
- 1Audit trail for every change
Ready to make the switch? See how it works for your institution.
Find any document from the record it belongs to
Documents are attached to a student, a staff member, a vehicle or an accreditation activity rather than dropped into a shared folder. Open the record and its papers are there, along with a list of what is still missing.
- Admission documents arrive by upload or DigiLocker and land on the student file
- Files checked against a requirement list, with incomplete ones named each morning
- Documents tagged by type, department and academic year, and searchable
Never work from an outdated circular or form again
When a policy, form or template is replaced, the new version becomes the one staff open, and the old one stays in its history marked as superseded. Nobody has to ask which copy is current.
- Replacing a file keeps every earlier version, with who uploaded it and when
- Approval chains set by your administrators run before a revision is published
- Staff who rely on a document are told when it changes
Control who sees a document and log everything done to it
Access is set by campus, department, programme and role, so the accounts office sees fee papers and a class teacher sees their own sections. Every upload, view, download and replacement is written to the audit trail.
- Financial and health documents restricted separately from everything else
- Marksheet and certificate downloads use signed links that expire
- View-only access for a peer team or auditor that ends on a set date
Document management features
Everything you need to manage documents effectively
Document repository
Documents filed against students, staff, activities and criteria, not loose folders.
Parent & student app
Issued certificates and notices in the app, with one login per family.
Document reports
Incomplete files, certificates due and missing evidence, by class or criterion.
Role-based access
Access by campus, department, programme and role, with sensitive papers restricted.
DigiLocker & certificates
DigiLocker documents with the issuer’s signature; certificates issued digitally.
Approval chains
Revisions routed through the approvals your administrators set.
Audit trail
Every upload, view and replacement logged with the actor and time.
Version history
Replaced files keep earlier versions, marked as superseded.
Frequently asked questions
Get answers to common questions about document management
Can several departments use one document without keeping copies?
Yes. A document is stored once, on the record it belongs to, and each department reaches it through that record. A seminar report sits with the activity, and the same file is read by the department and by the NAAC criterion it evidences, so a correction is seen everywhere.
What happens to documents when a staff member leaves?
Documents belong to the institution’s records, not to a personal drive. Staff accounts are closed from your directory through Google Workspace, Microsoft Entra ID or SAML, so access ends the day they leave, and what they uploaded stays on the record with its history.
Can an auditor or peer team view documents without downloading them?
Yes. Named evidence can be shared view-only for a set period, after which access ends on its own. Marksheet and certificate downloads use signed links that expire, and every view and download is written to the audit trail.
How do we move documents out of shared drives and cupboards?
Documents in your current system come across during migration as files attached to the right student or staff record. Folders from shared drives are mapped to records, and anything that cannot be matched is listed for a person to place. Reconstructing records from paper archives is quoted separately.
Is document management part of the ERP or a separate file store?
Part of the ERP. Admission documents sit on the student record, staff papers on the staff record, vehicle documents with transport and accreditation evidence against its criterion. Open the person or activity, and their documents are there.
How does version control work when a document is revised?
Uploading a revision keeps the earlier version in the document’s history, with who replaced it and when, and staff open the current one by default. Where a document needs sign-off, the approval chain your administrators set runs before the new version is published.
Does it work with DigiLocker?
Yes. With their consent, applicants share marksheets and certificates straight from DigiLocker, and each arrives with the issuer’s signature intact. Marksheets and certificates you issue go back into the student’s DigiLocker and Academic Bank of Credits.
Where are documents stored, and can we take them with us?
Documents and backups are held in encrypted storage in your own region. You get every record and document in open formats whenever you ask, including after the contract ends.
Cloud, hosted in your region
REST API & webhooks- SSO: Google, Microsoft & SAML
Encrypted, backed up daily- Built for the DPDP Act
- Full security details
Built for your institution type
See how this feature works for your specific institution
CBSE, ICSE & state-board schoolsTransfer certificates and admission papers on each child’s file
UniversitiesAccreditation evidence filed by criterion across campuses
Degree collegesNAAC and NBA evidence filed as the year happens
ITIs, polytechnics & skill centresCertification papers kept against each learner
Playschools & pre-primaryBirth certificates and guardian papers in one place
School groups & trustsEach branch’s files, with access set by role
Integrations, comparisons & tools
Extend document management with integrations, see how iVake compares, and run the numbers
Related features
Admission Management
Enquiries, applications, DigiLocker documents and fees on the record that becomes the student.
Student Management
One student record from enquiry to alumni, read by every module.
Faculty Management
Staff records, teaching load and substitutions on one profile.
E-Signature
Offer letters, consent forms and contracts sent for signing and filed on the record.
Multi-Level Approvals
Approval chains set by your administrators, versioned and visible.
Secure Transcripts
Marksheets and certificates shared through signed links that expire.
More in strategic capabilities
Explore other features in this category
Ready to transform your document management?
See how iVake files every document against the record it belongs to, so evidence is found when it is asked for, not rebuilt.
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