Business Document Systems
Review sourced search and Q&A, version and approval management, or document automation.
We reply within 24 working hours. No commitment.
Do not send document contents, passwords, tokens, or personal data. Send a need summary only.
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Company Document System: scattered documents pass 3 gates into an indexed archive
// problems we solve
Problems we often find.
Staff ask the same question every day. The answer sits in a document, but no one can find it.
Sourced search answers from documents you allow, and names the document and version behind each answer. With no matching source, the assistant answers "not found".
4 versions of 1 SOP circulate in your company. No one knows which version applies now.
Version and approval control keeps 1 active document per topic. The system records the version history, and every change waits for approval from the right person.
Payment proof, contracts, and incoming mail sit in a manual archive. Documents often go missing.
Automation reads each incoming document, names and labels it, then files it in the right place. A person checks the result before the document counts as done.
Your documents hold personal data for staff and customers. You worry about a wrong upload to AI.
We write role-based access before 1 document enters the system. Passwords, tokens, raw identity data, and payroll data stay excluded. The data path follows the Indonesian Personal Data Protection Law.
// how it works
The steps we run.
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Send a need summary
Fill in the form: document types, storage locations, the approver, and the route you want. Do not send document content, passwords, or personal data.
Output: The need summary is on record. We reply within 24 working hours.Review and offer
We check your document sources, access rights, and scope. We pick the route that fits: sourced search, version and approval control, or automation.
Output: A written offer states the route, price, duration, and data rules.Map sources and access
We map each document type, its location, its owner, and who may read it. Duplicate documents and old versions get flagged for cleanup before the system loads them.
Output: A document source map and an approved access matrix.Build the chosen route
We build sourced search, version and approval control, or automation to match the approved map. We test each route with document samples you choose. Document changes wait for your approval.
Output: The route runs on sample documents, with a test log.Test, SOP, handover
Your team tests the system with real questions and documents. The SOP states how to add a document, change access, and approve a new version.
Output: The SOP, the final access matrix, and the handover documents.// what you get
A clear scope. Useful handover.
Review sourced search and Q&A, version and approval management, or document automation.
- Sourced search and Q&A
- Version and approval management
- Document automation
- Scope-specific testing
Format: a document source map, an access matrix, your chosen route running in your tools, a test log, and an SOP.
Choose a document route
Sourced search and Q&A
Proposed answers include sources within the agreed scope.
Check source coverage and access before launch.Version and approval management
The proposed workflow tracks versions, owners, and approval status within the agreed scope.
Check access, versions, history, and approval steps.Document automation
Proposed document steps run with review within the agreed scope.
Check inputs, outputs, human approval, and failure handling.// price and inclusions
What the price covers.
| Included | Not included | Billed apart |
|---|---|---|
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Ground rules
- Revision: 1 round of access and approval-flow changes after testing with real documents. Extra rounds go in the written offer.
- Rescheduling: move the kick-off or a test session up to 2 working days in advance. Work already completed is not refunded if you cancel.
- Data and access: your documents and data stay yours. We do not receive document content before you approve the offer. After that, access follows the written roles and ends at handover.
- Warranty limit: we guarantee the route runs to scope and every answer names its source. We do not guarantee an answer for a document outside the approved sources.
What we guarantee
- We answer your message within 24 hours on a working day.
- Accounts, code, and data stay in your name from day 1.
- Every handover includes a test report or written notes.
- No renewal fee to Rama Digital. You pay domain, hosting, and third-party subscriptions to the vendor directly.
- A fixed price on this page is the price we invoice. A "From" price becomes fixed in the written quotation you approve.
// is this for you
Good fit for
- Your company documents are scattered and hard to find.
- You want document versions and approvals recorded.
- You have a person who approves documents.
Not a fit for
- You need a new application with its own way of working. Choose Web Application Development.
What you prepare
- A list of document types and where they are stored.
- A list of people and their access rights.
- A summary of the need, without document content and without personal data.
What the price excludes
- Storage and third-party tool fees.
- Document changes without your approval.
How it differs: OS Module: Content Ops handles content for release, while Business Document Systems handles internal documents.
// how this differs
Compare with other services.
| Business Document Systems | OS Module: Content Ops | Web Application Development | |
|---|---|---|---|
| Duration | Set at the 1 working day review | 3–6 weeks | 6–8 weeks |
| Price | Pricing after scope review | From IDR 12M | From IDR 25M |
| Result | Documents you can search, track by version, or file through automation | Scheduled public content, ready for reuse | A new application that matches your team workflow |
| When to pick | Internal documents are hard to find, split across versions, or archived by hand | Public content needs a schedule and approval | You need a new application with its own workflow |
// evidence and sources
Evidence we checked.
Law Number 27 of 2022 on Personal Data Protection took effect in Indonesia on 17 October 2022. It sets duties for personal data controllers and processors.
BPK regulation database, "Law No. 27 of 2022 on Personal Data Protection"Read 12 September 2026A Rama Digital article, updated 6 September 2026, states that an AI answer must name its source document and version. It also states that passwords, tokens, and payroll data must not enter a knowledge base.
Rama Digital, "Knowledge base AI lokal: cara membuat dokumen perusahaan bisa dipakai AI dengan aman"Read 12 September 2026
- Local AI knowledge base: how to make company documents safe for AI (ID)
- RAG vs Knowledge Base vs Agent Memory vs Second Brain (ID)
- Odoo Document and OpenClaw integration: tidy archives for payment proof and contracts (ID)
- Odoo Approval and OpenClaw integration: cross-team approval requests without an inbox queue (ID)
Owner: Rama Digital team · Updated 12 September 2026
// definitions
Terms we use.
- Sourced search
- Sourced search is how the assistant answers a question using only the documents you allow. It names the document and the version behind its answer. With no matching source, it answers "not found".
- Document version
- A document version is the record of each change to 1 document: who changed it, when, and which version applies now. The system keeps 1 active version per topic, plus its history.
- Approval flow
- An approval flow is the set of steps before 1 document changes or takes effect. The steps: a proposal, a check, approval from the right person, then release. Each step stays on record.
- MCP
- MCP is a standard rule set that lets an AI program use your tools and data with clear permission. The document system uses a connection like this so the assistant reads documents inside its allowed access. See in the glossary
FAQ
What is Business Document Systems?
Business Document Systems covers 3 routes for internal documents: sourced search, version and approval control, and document automation. You choose 1 route or more, based on your need. The catalogue lists no fixed price. We write the price in a written offer after a 1 working day scope review, together with the duration and data rules.
Which route should I choose?
Choose sourced search when staff often ask questions with an answer that already sits in a document. Choose version and approval control when an SOP, contract, or policy circulates in many versions. Choose automation when payment proof, contracts, and incoming mail still sit in a manual archive. The 1 working day review helps you pick the right route.
When do I receive the price for a document system?
We write the price in a written offer after a 1 working day scope review. The price follows the route you choose and the agreed scope. For context, 2 similar catalogue services: OS Module: Content Ops starts from IDR 12M, and Web Application Development starts from IDR 25M.
What are the revision and cancellation rules for Business Document Systems?
You get 1 round of access and approval-flow changes after testing with real documents; extra rounds go in the written offer. Move the kick-off or a test session up to 2 working days in advance, and completed work is not refunded on cancellation. Your documents and data stay yours, and we receive no document content before you approve the offer. We guarantee the route runs to scope and every answer names its source.
What data do I send with the request?
Send a need summary only: document types, storage locations, the approver, and the route you want. Do not send document content, passwords, tokens, or personal data for staff and customers. We review document detail after you approve the offer and access is in place.
How can I trust the assistant answers?
Every assistant answer names the document and version behind it. With no matching source, the assistant answers "not found" instead of a guess. Role-based access limits which documents the assistant can read, so an answer never goes past what you allowed for that role.
How is employee and customer personal data protected?
We write role-based access before 1 document enters the system. Passwords, tokens, raw identity data, and payroll data stay excluded from the knowledge base. The data path follows the Indonesian Personal Data Protection Law, Law Number 27 of 2022. When your company rules ban data leaving the office, a local server is a separate option.
Can the system run on an office server?
Yes. We install this route through Local AI Server when your company rules ban data leaving the office. Local AI Server starts from IDR 99M for 2–6 weeks, priced apart from the Business Document Systems scope. This option and its cost stay written in the offer after the scope review.
How does this differ from OS Module: Content Ops?
OS Module: Content Ops manages content headed for public release: a calendar, briefs, and approval before posting. Price starts from IDR 12M. Business Document Systems manages internal documents inside your company: it searches for answers inside documents, tracks versions, approves changes, and files incoming documents. Both services can run together.
How do I send a document request?
Send your need through our form and pick the route you want: sourced search, version and approval control, or automation. We reply within 24 working hours, then send a written offer after a 1 working day scope review. You carry no commitment before you approve the offer.
// next step
Documents you can find, check, and approve.
Send a summary of your document need, without document content and without personal data. We reply within 24 working hours, then send a written offer after a 1 working day review.
