Document archive that auditors accept on the first attempt

Documents are stored unchangeable with SHA-256 hash checksum, time stamp and audit trail. Any change to the original is technically impossible — only a new version is allowed, the history remains complete. Retention periods per document type pre-configured (10 years for booking documents, 6 years for business letters, 30 years for patents and personnel files). After expiry, documents are automatically suggested for deletion — you confirm in the four-eyes principle, the system documents the deletion with audit entry including hash of the deleted file. Auditor export at the press of a button with all documents, audit trails and hash verification for machine-readability under GoBD.

Every uploaded PDF, image or scan is searched and full-text indexed via OCR (Tesseract, EU on-prem). You search for 'delivery note 2024 Müller GmbH' and the system finds all matching documents — even in attachments from mails, in scanned contracts and in handwritten notes (with limited hit rate). Search supports wildcards, Boolean operators, phrase search and search in metadata (author, creation date, file, keywords). Hits are highlighted in the document, you jump directly to the right page. OCR quality for standard scans over 98 percent, for poor scan quality the AI helper suggests corrections. Multilingual OCR (German, English, French, Italian) included by default.

On every change to a document a new version is created — the original version remains unchangeable archived. Comparison view shows two versions side by side with highlighted changes (Word diff, Excel diff, PDF diff). You see per version who changed what when. Rollback to an older version per click — the old version becomes the new one, the intermediate versions remain untouched in the history. Important for contracts: you can prove that the signed version is unchanged, the hash of the original file is documented in the audit log. For eIDAS-signed documents the signature is re-validated on every version change.

Organise documents in files — per customer, per project, per employee, per supplier. File structures are templates, you create a new customer file and all standard folders are created (contracts, correspondence, invoices, delivery notes, complaints). Permissions per file or per folder — sales rep sees only their customers, HR sees only employee files, external partners get time-limited read-only access to a specific file. The AI helper suggests file and folder automatically on upload — based on content, sender and document type. Multi-tenant isolation via Postgres Row-Level Security ensures no data leaks between tenants.

Outlook and Gmail plugin: with one click you archive mails including attachments directly into the right file — the AI helper suggests the file based on sender, subject and mail thread. Word, Excel and PowerPoint you open directly from DARION-AI, save back, a new version is created automatically — co-editing for multiple users at the same time via Microsoft 365 or Google Workspace. Microsoft 365 and Google Workspace are connected via OAuth, no third-party copying of documents. Web clipper as browser extension archives web pages as PDF including source URL and date — important for research documentation and compliance records.

Upload a document, the AI helper (Mistral, EU-hosted) classifies it automatically by document type (invoice, contract, delivery note, letter, quote), extracts metadata (date, sender, amount, document number) and suggests keywords. Hit rate for standard documents typically over 90 percent, the AI helper learns from your corrections. Contract clause analysis shows you critical points (notice periods, liability limitations, price adjustment clauses, confidentiality agreements). For sensitive files you can switch off AI processing per file — then only OCR is run, without AI models. Sensitive data does not leave the EU, the model is trained exclusively on your anonymised data.