Document control as a service
Every document accounted for.
We run document control for regulated practices: your documents put in order, kept under control, and produced on demand. With a named person who knows your filing.
Why practices call us
You already know which document this is about.
- 01An audit finding, or a regulator asking for a specific record.
- 02A complaint, a claim or a legal matter that needs the file.
- 03A POPIA request, or a data incident.
- 04A change of practice management or billing system that stranded years of records.
- 05The person who knew where everything was, leaving.
- 06Running out of space, with an archive room in the way of the move.
The service
What we actually do.
A scanning bureau takes custody of your paper. A software vendor hands you a tool and leaves you to run it. Provelis runs the function.
In order
One structured record, indexed on purpose, instead of folders built by habit.
In control
Who may see it, who did see it, which version is current.
On demand
Any document, with its history, produced in seconds.
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Captured from anywhere. Paper, email, and the systems you already run.
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Every version kept. A full record of what changed, and who opened it.
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Paper still tracked. Originals that must stay physical keep a chain of custody.
The part most people miss
You get a person, not a portal.
Most document projects fail in the same place. The software goes in, the training happens, and then the person who was going to keep it tidy gets busy, and within a year the filing is exactly as it was.
Provelis is built the other way around. You get a named document controller who knows your practice, does the filing, answers the retrieval requests and keeps the index honest. The platform is what they work with. It is not what you are buying.
- A named person, not a ticket queue.
- They learn your document types, your naming, your exceptions.
- When they are on leave, a second person already knows your file.
How it works
Three steps, and the first one is small.
Assess
Two weeks, fixed price. You receive a register of what you hold, a list of what you cannot currently produce, and a costed plan. All three are yours whatever you decide next.
Set up
Capture from paper, email and your existing systems. Classification and indexing agreed with you. The repository configured, and your people shown how it works.
Run
A monthly service with a named document controller. New documents captured as they arrive, retrieval on request, and a full record of who accessed what.
Who we work with
Four practices, one problem.
Someone with authority asks for a specific document, and it has to be produced, in full, that day.
Health practices
A patient file requested for a claim, a complaint or a referral, split across paper, the practice system and email.
Health practices →
Legal
The matter file, and the chronological bundle built by hand from years of correspondence.
Legal →
Financial services
The client record an auditor or a compliance review asks for, held across whatever systems the practice grew into.
Financial services →
Engineering
The current revision of a drawing, the transmittal record proving it was issued, and a handover that has to be complete.
Engineering →The platform behind the service
Built in South Africa, at scale, since 2014.
500 million+
Pages processed on the platform.
443
Organisations have had documents processed on it.
15
Industries, from healthcare and finance to mining and the public sector.
These are SmartImage's figures, for the platform Provelis runs on. We do not publish client names.
The partnership
Provelis is delivered by Zuzani Group and runs on the SmartImage platform. Zuzani contracts the service, SmartImage licenses the software, and you deal with one team.
Start here
Find out what you actually hold.
Two weeks, a fixed price, and three things you keep: a register of your documents, a list of what you cannot produce, and a costed plan to put it right.
Book an assessment