Feature · Document Management Automation

Document management automation that keeps the signed artifact findable years after sign-off.

Document generation gets most of the vendor attention. Document management (where the signed artifact lives, how versions track, how discovery works years later, how retention fires) gets left as a folder structure in a shared drive. Strkr builds management as a first-class surface: signed documents store against the typed record, version history runs on the record, discovery search runs on typed metadata plus full-text, retention cycles fire on schedule with audit receipts, and the audit log carries every access.

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What management actually covers

Seven management jobs the vendors tend to skip.

Document management is more than storing a PDF. It is version tracking, discovery search, retention cycles, access audit, legal hold, cross-reference, and withdrawal. The seven jobs below cover the production needs that go beyond uploading a file to a folder.

Typed-record storage

Signed doc lives on the account.

Every signed document stores against the typed record (the account, the project, the employee, the vendor) rather than in a shared drive folder. Retrieval is a filter on the record. The common failure where a critical contract gets filed under the wrong folder (and the renewal team cannot find it) gets avoided because the record is the file system.

Version history

Every revision tracked on the record.

Every revision of a document lands on the record with the editor, the timestamp, and the delta. A redlined contract carries the version chain so legal can inspect what changed between v1 and v4. The common failure where a Word doc lives on three laptops with no shared version history gets avoided when the versions live on the record.

Discovery search

Typed metadata plus full-text.

Discovery search runs on typed metadata (document type, signer, effective date, expiration date, dollar amount) plus full-text search on the body. A query listing every contract above 100k signed in 2024 with a renewal in Q2 is a filter on the search page. The common failure where discovery takes a week on a shared drive gets avoided.

Retention cycle

Scheduled deletion with audit receipt.

Retention cycles fire on the configured horizon per document type. The body deletes, the audit receipt stays. The audit trail survives the body deletion. The common failure where retention policy exists on paper but never actually fires (and the tenant carries years of expired document bodies) gets avoided when retention is a scheduled platform cycle.

Access audit

Every view, download, share logged.

Every access event (view, download, print, share, forward) lands on the audit log keyed on the document and the actor. A compliance query identifying who downloaded the Acme MSA last Thursday is a filter on the audit page. The common failure where document access events live in scattered vendor logs (and a compliance query takes a week to stitch) gets avoided.

Legal hold

Retention pauses on hold flag.

A legal hold flag on a document pauses the retention cycle until the hold releases. The common failure where a retention cycle fires on a document under legal hold (and destroys evidence) gets avoided because the hold is a first-class flag. The hold application and release land on the audit log.

Withdrawal

Signed doc can be voided with receipt.

A withdrawal flow voids a signed document with a receipt (why it was voided, who voided it, when). The void is a record event, not a file delete. The audit chain carries the void. A later audit asking about the voided document reads the chain rather than reconstructing from backups.

What ships out of the box

Six management primitives configured on day one.

A new tenant lands with six management primitives configured. The ops lead adjusts the retention horizons and the access roles and promotes to live after a dry-run week.

Document types

Categorized store with per-type policy.

Documents land on typed categories: proposal, MSA, SOW, change order, BAA, invoice, SOW addendum, compliance attestation. Each category carries its own retention horizon, access policy, and metadata schema. The common failure where every document gets the same treatment (and regulated documents get the same retention as scratch forms) gets avoided.

Expiration tracking

Record carries the clock.

Every document with an expiration (contracts, BAAs, SOWs with end dates) carries the clock on the typed record. The admin home surfaces upcoming expirations so the renewal team acts before the lapse. The common failure where a contract silently expires and the account relationship goes legally unprotected gets avoided.

Cross-reference

Documents link to each other.

A change order links to its parent SOW. A renewal links to its predecessor. An addendum links to the master. The links are typed references on the record so navigation traces the full document chain. The common failure where a renewal cannot find its predecessor because the shared drive folder structure lost the link gets avoided.

Signed PDF archive

Encrypted at rest in tenant storage.

The signed PDF archive lives in tenant storage encrypted at rest with a per-tenant key. The document never leaves the tenant perimeter. BAA-covered tenants run on the HIPAA-compliant storage profile. The audit log carries the encryption key version used so a key rotation is traceable.

Share link policy

Expiring links with viewer identification.

Share links to signed documents carry an expiration and require viewer identification. The common failure where a share link lives on indefinitely (and leaks the document years later) gets avoided because the link carries a configurable expiration. The viewer identification lands on the audit log so a later audit can inspect who viewed.

Export control

Download gated by record permission.

Download of a signed document gates on the viewer's record permission. A rep can download their own account documents, a sales lead can download the team, a VP can download the division. The common failure where a document management tool allows free download (and the signed artifact leaks the business) gets avoided when download gates on record permission.

The engineering underneath

What keeps the management holding across years.

Document management holds across days easily. Holding across years, as teams change, policies drift, and compliance evolves, requires specific primitives: immutable audit, versioned retention policy, versioned access policy, cryptographic storage integrity, open API. Strkr ships each.

Immutable audit

Append-only with cryptographic chain.

The audit log is append-only with cryptographic integrity. No role (including root admin) can disable or redact. A late-arriving regulator can trust the audit chain years after the fact. The common failure where a vendor allows admin-level audit redaction (and the audit log cannot survive compliance review) gets avoided.

Versioned retention

Policy drift tracked, not silent.

The retention policy is versioned. When the policy updates (new regulated horizon, new document type), the previous version stays on the audit log. A document retention event records which policy version was in effect. The common failure where a policy drift silently changes retention outcomes gets avoided.

Versioned access

Permission scope drift tracked.

The access policy is versioned. When permissions update (a role gets added, a scope changes), the previous version stays on the audit log. A document access event records which access policy was in effect. The common failure where a permission expansion retroactively obscures who could access what gets avoided.

Storage integrity

Cryptographic checksum on every write.

Every storage write carries a cryptographic checksum. A reader can verify the stored body matches the checksum on retrieval. The common failure where a storage corruption silently alters a document body (and no reader catches the alteration) gets avoided because the checksum is on every write.

Open API

External systems read with permission.

Every management primitive exposes on the open API. External systems can read documents with the viewer's permission scope applied, submit new documents, trigger a retention event, or inspect the audit log. Strkr does not require every management action to come through the UI.

Legal hold integrity

Hold flag resists destruction.

The legal hold flag is a first-class record property, not a tag on a folder. A hold prevents retention cycle execution and prevents accidental deletion. The common failure where a legal hold lives as a note on a shared drive folder (and someone deletes the folder anyway) gets avoided because the flag is enforced at the storage layer.

Where management deploys

Three live customer management patterns.

A 70-seat regional firm, a 230-seat enterprise SaaS, and a 510-seat healthcare provider each configure document management differently. The platform plumbing stays the same. The retention horizons and the access policies flex to the business.

Regional firm

Seven-year retention on all contracts.

A 70-seat regional firm sets seven-year retention on every signed contract per the finance policy. The retention cycle fires monthly. The audit log carries the deletion receipts. Legal can inspect the retention chain for a document to confirm the deletion followed policy.

Enterprise SaaS

Mixed retention by document type.

A 230-seat enterprise SaaS sets mixed retention: proposals retain two years, MSAs retain seven, SOWs retain seven, invoices retain ten, compliance attestations retain indefinitely. The retention policy per type is a configuration on the admin surface rather than a vendor engagement.

Healthcare provider

HIPAA retention on BAAs and PHI docs.

A 510-seat healthcare provider sets regulated retention on every BAA and every document that touched PHI. The audit log carries the full chain. The storage profile is HIPAA-compliant. The BAA covers every management primitive. Legal hold is in use for documents under active litigation.

Monthly discovery

Legal team runs search filters.

Monthly, the legal team runs discovery searches for upcoming renewals, lapsing BAAs, and documents under hold. The search runs on typed metadata and full-text in one query. The common failure where discovery takes a week on a shared drive gets avoided when the search is a filter.

Quarterly audit

Access audit confirms compliance.

Quarterly, the compliance team pulls the access audit for the regulated documents. The audit log carries every view, download, print, and share. A compliance query asking who downloaded a BAA last quarter is a filter on the audit page. The audit log is append-only so the compliance review trusts the chain.

Annual retention

Retention cycle fires at scale.

Annually, the retention cycle fires against documents at the regulated horizon. Thousands of document bodies delete. The audit log retains the receipts. The storage layer reports the deletion count. The common failure where retention policy exists on paper but never actually fires at scale gets avoided when the retention cycle is a scheduled platform job.

Document management automation that keeps the signed artifact findable.

Typed-record storage, version history, discovery search, retention cycles, immutable audit, legal hold, cross-reference, encrypted tenant storage. Flat seat pricing with no per-document fee. HIPAA BAA available, SOC 2 Type II in progress through 2026-Q4.

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Common questions

What buyers ask about this feature.

How does document management differ from document generation on Strkr?

Generation produces the artifact. Management handles the artifact after sign-off: typed-record storage, version history, discovery search, retention cycles, access audit, legal hold, cross-reference, and withdrawal. Both run on the same platform so the generation context stays with the managed artifact. A signed proposal retains the generation provenance (template version, catalog version, clause library version, voice guardrails) alongside the signed body so a later audit reconstructs the whole chain from trigger through archive.

Can Strkr track document expirations and surface upcoming renewals?

Yes. Every document with an expiration (contracts, BAAs, SOWs with end dates) carries the clock on the typed record. The admin home surfaces upcoming expirations so the renewal team acts before the lapse. A renewal workflow fires on the expiration record event, loads the prior terms, drafts the renewal with deltas highlighted, routes approval, sends to the customer, and archives the renewed agreement against the parent. The common failure where a contract silently expires and the account relationship goes legally unprotected gets avoided because the clock is on the record and the renewal workflow fires automatically.

How does legal hold work on Strkr?

A legal hold is a first-class flag on the typed document record. When the flag is set, the retention cycle skips the document and accidental deletion is blocked at the storage layer. The hold application lands on the audit log with the hold reason, the applying actor, and the timestamp. Hold release lands similarly. The common failure where a legal hold lives as a note on a shared drive folder (and someone deletes the folder anyway, destroying evidence) gets avoided because the flag is enforced at the storage layer rather than at the folder metadata layer.

Can an external system submit a document to Strkr management?

Yes. The management primitives expose on the open API. An external system (an ERP posting signed invoices, a legal CRM posting signed contracts, a procurement tool posting signed POs) submits new documents through the API with the typed metadata and the file body. The audit log keys the submission to the originating system. Strkr does not require every document to be generated on the Strkr side to be managed by Strkr; the management primitives work on externally-submitted documents the same way they work on Strkr-generated ones.

How does Strkr handle document discovery searches?

Discovery search runs on typed metadata (document type, signer, effective date, expiration date, dollar amount, counterparty account) plus full-text search on the body. A query listing every contract above 100k signed in 2024 with a renewal in Q2 is a filter on the search page. The search honors the viewer's record permission so a user cannot discover documents they could not otherwise access. The common failure where discovery takes a week on a shared drive (because the search runs over filename and nothing else) gets avoided when the search runs on typed metadata and full-text together.

Does Strkr support regulated retention for healthcare and finance documents?

Yes. Retention is configurable per document type up to the regulated horizon per tenant. A healthcare provider sets seven-year retention on BAAs and the applicable retention on PHI documents. A finance tenant sets seven to ten year retention on contracts and invoices. Strkr signs a HIPAA BAA on request, holds SOC 2 Type I attestation with Type II in progress through 2026-Q4, and supports GDPR data residency. The retention cycle fires on schedule, deletes the body on the horizon, and leaves an audit receipt so the compliance trail survives the body deletion.

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