Every Document. Versioned, Searchable, Audited.

A hierarchical category tree with entity-linked documents across properties, buildings, assets, work orders, leases, and vendors. Versioning, retention policies, access-level enforcement, GIN-indexed full-text search, and a complete access audit trail.

Document Management Screenshot

Interface preview

Documents Lost in Shared Drives

1Documents live in shared drives organized by whichever person last touched them — not by entity or category
2Nobody knows which version of a manual or contract is current — multiple copies float around
3Access control is 'whoever has the link' — residents and technicians see cost data they shouldn't
4Retention policies exist in HR binders, not in the document system — compliance documents get accidentally deleted
5When auditors ask 'who viewed this, when', the answer is 'we don't know'

The Solution

Arkan Document Management Capabilities

Hierarchical Category Tree

Navigate documents through a tree-structured sidebar with item count badges and unlimited nesting depth. Tags layer on top for cross-cutting organization.

Entity-Linked Documents

Attach documents to any entity — properties, buildings, assets, work orders, leases, vendors — using a universal entity-type + ID linking mechanism.

Versioning & Retention

Upload new versions with change notes while preserving full file lineage. Retention types (compliance, financial, operational, temporary) with configurable expirations.

GIN Full-Text Search

PostgreSQL GIN-indexed full-text search across document titles for instant discovery. Access audit trail logs every view, download, and edit with user ID and IP.

How It Works

Simple 4-Step Process

Organize documents in a hierarchical category tree with tags layered on top

Upload documents and link them to entities (property, building, asset, WO, lease, vendor) with access levels (public, tenant-wide, building-scoped, restricted)

Track versions with change notes; classify by retention type for compliance-safe lifecycle

Every view, download, and edit is logged — the access audit trail answers 'who saw what, when, and from where'

Key Benefits

Measurable Impact

4 access levels

Public, tenant-wide, building-scoped, and restricted — visibility enforced by role and scope

4 retention types

Compliance, financial, operational, and temporary — with configurable expiration dates

GIN-indexed

PostgreSQL full-text search across document titles for instant discovery

“Versioning plus an access audit trail turns documents from a liability into an asset — you always know what's current and who's seen it.”

Knowledge Management Lead

Multi-Site Portfolio

Works seamlessly with other ArkanPM modules

Document Management integrates with Compliance & Certificates, Vendor Registry & Performance, Lease Management and more for a complete property management platform.

Ready to Get Started with Document Management?

See how document management can transform your property operations.

Bilingual EN / ARExpert implementationAll 16 modules

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