{"id":4491,"date":"2026-10-12T12:58:34","date_gmt":"2026-10-12T10:58:34","guid":{"rendered":"https:\/\/www.klytic.com\/guides\/documents-document-management\/"},"modified":"2026-10-12T13:31:30","modified_gmt":"2026-10-12T11:31:30","slug":"documents-document-management","status":"publish","type":"page","link":"https:\/\/www.klytic.com\/en\/guides\/documents-document-management\/","title":{"rendered":"Documents and document management"},"content":{"rendered":"\t\t<div data-elementor-type=\"wp-page\" data-elementor-id=\"4491\" class=\"elementor elementor-4491 elementor-4305\" data-elementor-post-type=\"page\">\n\t\t\t\t<div class=\"elementor-element elementor-element-b6b1c1e e-con-full kly-g e-flex e-con e-parent\" data-id=\"b6b1c1e\" data-element_type=\"container\" data-e-type=\"container\" data-settings=\"{&quot;ekit_has_onepagescroll_dot&quot;:&quot;yes&quot;}\">\n\t\t<div class=\"elementor-element elementor-element-8c7fc3a e-con-full kly-g-hero e-flex e-con e-parent\" data-id=\"8c7fc3a\" data-element_type=\"container\" data-e-type=\"container\" data-settings=\"{&quot;ekit_has_onepagescroll_dot&quot;:&quot;yes&quot;}\">\n\t\t<div class=\"elementor-element elementor-element-14c377d e-con-full kly-g-hero-in e-flex e-con e-parent\" data-id=\"14c377d\" data-element_type=\"container\" data-e-type=\"container\" data-settings=\"{&quot;ekit_has_onepagescroll_dot&quot;:&quot;yes&quot;}\">\n\t\t\t\t<div class=\"elementor-element elementor-element-1a81075 elementor-widget elementor-widget-text-editor\" data-id=\"1a81075\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p class=\"kly-g-crumb\"><a href=\"\/en\/\">Home<\/a><span>\u203a<\/span><a href=\"\/en\/guides\/\">Guides<\/a><\/p><p class=\"kly-g-pill\" style=\"--pill:#2dd4bf\">Documents &amp; document management<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-14fab44 elementor-widget elementor-widget-heading\" data-id=\"14fab44\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h1 class=\"elementor-heading-title elementor-size-default\">Documents and document management<\/h1>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-c9d34ed elementor-widget elementor-widget-text-editor\" data-id=\"c9d34ed\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p class=\"kly-g-lead\">This section brings together what you need to know to manage a company\u2019s documents. The \u201cUnderstand\u201d pages help you decide, whether or not you are a Klytic customer. The \u201cUse Klytic Docs\u201d pages explain the settings, for teams that already have the service.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-787c566 elementor-widget elementor-widget-text-editor\" data-id=\"787c566\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p class=\"kly-g-meta\"><span>Updated <b>October 2026<\/b><\/span><span><b>3 min<\/b><\/span><span>Understand and use<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t<div class=\"elementor-element elementor-element-cc1c897 e-con-full kly-g-body e-flex e-con e-parent\" data-id=\"cc1c897\" data-element_type=\"container\" data-e-type=\"container\" data-settings=\"{&quot;ekit_has_onepagescroll_dot&quot;:&quot;yes&quot;}\">\n\t\t<div class=\"elementor-element elementor-element-901311c e-con-full kly-g-article e-flex e-con e-parent\" data-id=\"901311c\" data-element_type=\"container\" data-e-type=\"container\" data-settings=\"{&quot;ekit_has_onepagescroll_dot&quot;:&quot;yes&quot;}\">\n\t\t\t\t<div class=\"elementor-element elementor-element-a8d916b elementor-widget elementor-widget-text-editor\" data-id=\"a8d916b\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<h2>What this section covers<\/h2><p>A company handles two kinds of documents. There are everyday files: drafts, presentations, tracking sheets, site photos. They must be available everywhere and shared quickly. There are also documents that commit the company: contracts, invoices, personnel files, quality procedures. For these, the question is no longer just access. It is which version is authoritative, the approval workflow, the retention period and the ability to go back after a mistake or an attack.<\/p><p>The same words are often used for both: storage, sharing, sync, DMS. They do not promise the same thing. The guides below separate them, then the how-tos show how each need is handled in Klytic Docs.<\/p><div class='kly-g-note'><p>Looking for a specific task in your space: go straight to \u201cUse Klytic Docs.\u201d Preparing a choice or a specification: start with \u201cUnderstand.\u201d<\/p><\/div>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-4a4463d elementor-widget elementor-widget-text-editor\" data-id=\"4a4463d\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<h2>Understand<\/h2><p>Seven sourced guides. They hold true whatever tool you choose, and say when Klytic is not the right answer.<\/p><ul><li><a href='\/en\/storage-sync-sharing-dms\/'><strong>Storage, sync, sharing and DMS<\/strong><\/a>: four words used interchangeably, and what each one really promises.<\/li><li><a href='\/en\/document-collaboration-without-microsoft-365\/'><strong>Collaborating without a US office suite<\/strong><\/a>: what can be replaced well in a browser, and what remains tied to an office suite.<\/li><li><a href='\/en\/versioning-replication-document-backup\/'><strong>Versioning, replication and backup<\/strong><\/a>: three mechanisms that address three different failures, and why version history does not replace backup.<\/li><li><a href='\/en\/dms-ransomware-recovery\/'><strong>Ransomware: protecting and restoring a DMS<\/strong><\/a>: reducing what a compromised account can reach, then the order of operations to get back to a clean state.<\/li><li><a href='\/en\/document-retention-archiving\/'><strong>Retaining and archiving documents<\/strong><\/a>: what an archiving policy sets, and why the retention period comes from the obligation, not the disk.<\/li><li><a href='\/en\/integrate-dms-erp-crm-email\/'><strong>Connecting a DMS to the ERP, CRM and email<\/strong><\/a>: link, connector or custom development, and what to decide before connecting two tools.<\/li><li><a href='\/en\/ai-documents-without-external-service\/'><strong>AI and documents, without sending them outside<\/strong><\/a>: what leaves the company when a file goes through an artificial intelligence service, and the conditions for processing on site.<\/li><\/ul>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-9732295 elementor-widget elementor-widget-text-editor\" data-id=\"9732295\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<h2>Use Klytic Docs<\/h2><p>Seven how-tos for customers. They describe who acts (the user, your instance\u2019s administrator or Klytic support) and what you get.<\/p><ul><li><a href='\/en\/document-access-rights\/'><strong>Permissions by person, group and folder<\/strong><\/a>: setting who sees which documents, with groups and team folders.<\/li><li><a href='\/en\/document-sharing-links\/'><strong>Sharing links and external sending<\/strong><\/a>: password, expiry date, partners, and the protections the administrator can make mandatory.<\/li><li><a href='\/en\/documents-employee-departure\/'><strong>When an employee or a team leaves<\/strong><\/a>: recovering files, closing links and shutting off access without losing anything.<\/li><li><a href='\/en\/documents-several-companies\/'><strong>Several companies on the platform<\/strong><\/a>: one instance per company or separate scopes within one, and the case of someone who works for two subsidiaries.<\/li><li><a href='\/en\/restore-document-version\/'><strong>Recovering a version<\/strong><\/a>: going back to an earlier version, recovering a deleted file, and when to ask support for a restore, included or billed depending on the cause.<\/li><li><a href='\/en\/sync-documents\/'><strong>Syncing your devices<\/strong><\/a>: computer, phone and browser, copy conflicts and lost devices.<\/li><li><a href='\/en\/search-tags-filing-documents\/'><strong>Search, tags and classification<\/strong><\/a>: folders, tags, search and approval workflows.<\/li><\/ul>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-809a57b elementor-widget elementor-widget-text-editor\" data-id=\"809a57b\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<h2>Data location and key ownership<\/h2><p>Where documents are hosted, who operates the service and who holds the encryption keys: these questions fall under digital sovereignty, covered in a separate section. The guide <a href='\/en\/what-is-sovereign-cloud\/'>What is a sovereign cloud?<\/a> explains what encryption protects depending on who holds the key. The <a href='\/en\/hosting-sovereignty\/'>Hosting and sovereignty<\/a> page describes Klytic\u2019s deployment options: Klytic cloud, dedicated instance or the customer\u2019s own servers, in any geographic area matching the applicable jurisdiction, subject to service availability, notably in Europe or Mauritius.<\/p><p>For backups, their frequency and restores, see also <a href='\/en\/security-backup\/'>Security and backup<\/a>. The offering itself is presented on the <a href='\/en\/klytic-docs\/'>Klytic Docs<\/a> page.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t<div class=\"elementor-element elementor-element-43a5aba e-con-full kly-g-aside e-flex e-con e-parent\" data-id=\"43a5aba\" data-element_type=\"container\" data-e-type=\"container\" data-settings=\"{&quot;ekit_has_onepagescroll_dot&quot;:&quot;yes&quot;}\">\n\t\t\t\t<div class=\"elementor-element elementor-element-d4ebbeb elementor-widget elementor-widget-html\" data-id=\"d4ebbeb\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"html.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<nav class=\"kly-g-toc\" aria-label=\"On this page\"><p>On this page<\/p><ol><\/ol><\/nav>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-4132984 elementor-widget elementor-widget-text-editor\" data-id=\"4132984\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<div class=\"kly-g-cta\"><h3>Would you like to see Klytic Docs?<\/h3><p>Tell us about your organization: we will show you the service and what it covers for your documents.<\/p><p><a class=\"kly-g-btn\" href=\"\/en\/contact\/\">Request a demo \u2192<\/a><\/p><p style=\"margin:0\"><a class=\"kly-g-btn ghost\" href=\"\/en\/klytic-docs\/\">Discover Klytic Docs<\/a><\/p><\/div>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t<div class=\"elementor-element elementor-element-1c58ebb e-con-full kly-g-related e-flex e-con e-parent\" data-id=\"1c58ebb\" data-element_type=\"container\" data-e-type=\"container\" data-settings=\"{&quot;ekit_has_onepagescroll_dot&quot;:&quot;yes&quot;}\">\n\t\t\t\t<div class=\"elementor-element elementor-element-16add48 elementor-widget elementor-widget-text-editor\" data-id=\"16add48\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<h2>Further reading<\/h2><div class=\"kly-g-grid\"><a class=\"kly-g-card\" href=\"\/en\/storage-sync-sharing-dms\/\" style=\"--cat:#0d9488\"><span class=\"c\">Understand \u00b7 Documents &amp; document management<\/span><span class=\"t\">Storage, sync, file sharing and DMS: what are the differences?<\/span><span class=\"q\">Four words used interchangeably. What each one guarantees, what it does not do, and how to tell which one you are buying.<\/span><span class=\"m\"><span>8 min read<\/span><b>Read \u2192<\/b><\/span><\/a><a class=\"kly-g-card\" href=\"\/en\/versioning-replication-document-backup\/\" style=\"--cat:#0d9488\"><span class=\"c\">Understand \u00b7 Documents &amp; document management<\/span><span class=\"t\">Versioning, replication and document backup<\/span><span class=\"q\">Three mechanisms, three failures. Why a DMS that already keeps versions must still be backed up, shown failure by failure.<\/span><span class=\"m\"><span>6 min read<\/span><b>Read \u2192<\/b><\/span><\/a><a class=\"kly-g-card\" href=\"\/en\/document-access-rights\/\" style=\"--cat:#0d9488\"><span class=\"c\">Use \u00b7 Documents &amp; document management<\/span><span class=\"t\">Controlling who sees which documents<\/span><span class=\"q\">In Klytic Docs, access is set by account, by group and by team folder. Who administers, which rights to grant, how to review access.<\/span><span class=\"m\"><span>6 min read<\/span><b>Read \u2192<\/b><\/span><\/a><\/div>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t<div class=\"elementor-element elementor-element-47ba7642 e-con e-atomic-element e-div-block-base e-default-div e-47ba7642-0a8d8cb \" data-id=\"47ba7642\" data-element_type=\"e-div-block\" data-e-type=\"e-div-block\" data-interaction-id=\"47ba7642\" data-e-type=\"e-div-block\" data-id=\"47ba7642\">\n    <div class=\"elementor-element elementor-element-1957dcf0 e-con e-atomic-element e-div-block-base e-default-div e-1957dcf0-65bb45b \" data-id=\"1957dcf0\" data-element_type=\"e-div-block\" data-e-type=\"e-div-block\" data-interaction-id=\"1957dcf0\" data-e-type=\"e-div-block\" data-id=\"1957dcf0\">\n    \t\t\t<p class=\"e-34902a51-b78d132 e-paragraph-base e-default-p\" data-interaction-id=\"34902a51\" data-e-type=\"widget\" data-id=\"34902a51\">Welcome offer<\/p>\n\t\t\t\t\t<h2 data-interaction-id=\"54c96233\" class=\"e-54c96233-632171d e-heading-base e-default-h2\" data-e-type=\"widget\" data-id=\"54c96233\">30 days free trial, migration support included<\/h2>\n\t\t\t\t\t<p class=\"e-6661c7ce-fdde46c e-paragraph-base e-default-p\" data-interaction-id=\"6661c7ce\" data-e-type=\"widget\" data-id=\"6661c7ce\">No-commitment trial. An advisor calls you back to understand your needs and prepare your Klytic workspace.<\/p>\n\t\t<div class=\"elementor-element elementor-element-761c01f e-con e-atomic-element e-div-block-base e-default-div e-761c01f-cf11a99 \" data-id=\"761c01f\" data-element_type=\"e-div-block\" data-e-type=\"e-div-block\" data-interaction-id=\"761c01f\" data-e-type=\"e-div-block\" data-id=\"761c01f\">\n    \t\t\t<a href=\"https:\/\/www.klytic.com\/en\/30-day-free-trial\/\" target=\"_self\" class=\"e-2f43419f-52885cf e-button-base e-default-a\" data-interaction-id=\"2f43419f\" data-e-type=\"widget\" data-id=\"2f43419f\">\n\t\ud83d\ude80 Start the free trial\n<\/a>\n\t\t\t\t\t<a href=\"https:\/\/www.klytic.com\/en\/pricing\/\" target=\"_self\" class=\"e-31327e4d-45bbc1a e-button-base e-default-a\" data-interaction-id=\"31327e4d\" data-e-type=\"widget\" data-id=\"31327e4d\">\n\tSee pricing\n<\/a>\n\t\t\n<\/div>\n\n<\/div>\n\n<\/div>\n\t\t<\/div>\n\t\t","protected":false},"excerpt":{"rendered":"","protected":false},"author":1,"featured_media":0,"parent":3829,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"elementor_header_footer","meta":{"_seopress_titles_title":"Documents and document management: guides and how-tos | Klytic","_seopress_titles_desc":"Understand document storage, sharing, versions, backup and archiving, then configure Klytic Docs: permissions, links, departures, sync.","_seopress_robots_index":"","_seopress_robots_follow":"","_seopress_robots_imageindex":"","_seopress_robots_snippet":"","_seopress_robots_primary_cat":"","_seopress_robots_breadcrumbs":"","_seopress_robots_freeze_modified_date":"","_seopress_robots_custom_modified_date":"","_seopress_robots_canonical":"","_seopress_social_fb_title":"Documents and document management: guides and how-tos | Klytic","_seopress_social_fb_desc":"Understand document storage, sharing, versions, backup and archiving, then configure Klytic Docs: permissions, links, departures, sync.","_seopress_social_fb_img":"","_seopress_social_fb_img_attachment_id":0,"_seopress_social_fb_img_width":0,"_seopress_social_fb_img_height":0,"_seopress_social_twitter_title":"Documents and document management: guides and how-tos | Klytic","_seopress_social_twitter_desc":"Understand document storage, sharing, versions, backup and archiving, then configure Klytic Docs: permissions, links, departures, sync.","_seopress_social_twitter_img":"","_seopress_social_twitter_img_attachment_id":0,"_seopress_social_twitter_img_width":0,"_seopress_social_twitter_img_height":0,"_seopress_redirections_value":"","_seopress_redirections_enabled":"","_seopress_redirections_enabled_regex":"","_seopress_redirections_logged_status":"","_seopress_redirections_param":"","_seopress_redirections_type":0,"_seopress_analysis_target_kw":"","_seopress_news_disabled":"","_seopress_video_disabled":"","_seopress_video":[],"_seopress_pro_schemas_manual":[],"_seopress_pro_rich_snippets_disable_all":"","_seopress_pro_rich_snippets_disable":[],"_seopress_pro_schemas":[],"footnotes":""},"class_list":["post-4491","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/www.klytic.com\/en\/wp-json\/wp\/v2\/pages\/4491","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.klytic.com\/en\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.klytic.com\/en\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.klytic.com\/en\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/www.klytic.com\/en\/wp-json\/wp\/v2\/comments?post=4491"}],"version-history":[{"count":0,"href":"https:\/\/www.klytic.com\/en\/wp-json\/wp\/v2\/pages\/4491\/revisions"}],"up":[{"embeddable":true,"href":"https:\/\/www.klytic.com\/en\/wp-json\/wp\/v2\/pages\/3829"}],"wp:attachment":[{"href":"https:\/\/www.klytic.com\/en\/wp-json\/wp\/v2\/media?parent=4491"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}