Secure, auditable document management at scale.
Organize and access your documents with role-based permissions, access logs and integration with your systems. Amarello brings documents, metadata and history together in a repository built for large volumes, with phased migration and defined export terms.
More documents call for control over costs, access and integrations.
- 01
Storage costs
Volume, access frequency and retention periods affect costs. Storage policies need to reflect how your operation uses its documents.
- 02
Connections to your systems
Business systems need to retrieve and store documents. Integration must account for their interfaces, permissions and workflows.
- 03
Access traceability
To review how information is used, you need to know who accessed each document and when, and have that record available when needed.
A document repository connected to your operations.
Organize documents using your business's document types and metadata. Define who can access them, retain access records and connect the repository to your systems through open APIs. Storage policies are configured around your access and retention needs.
- 1
Document organization
Organizes documents using your business's document types and metadata, making them easier to retrieve in day-to-day operations.
- 2
Access permissions
Configures permissions by role and by document according to each team's responsibilities.
- 3
Audit trail
Keeps an immutable record of who accessed each document and when, available for review and export.
- 4
API integration
Lets your systems retrieve and store documents through open APIs, according to the defined workflows and permissions.
- 5
Storage policies
Organizes storage by access frequency and retention period, with options for frequent access, infrequent access and archival storage.
Integration, verified migration and operational support.
- Integration with your systems
- Open APIs and connectors to integrate the repository with business systems, process management platforms and document capture tools.
- Verified migration
- Phased migration, integrity checks for each document and metadata verification against the source system.
- Storage management
- Storage and retention policies configured around volume, access frequency and business needs.
- Operations and support
- A dedicated team and 24/7 coverage for critical incidents, with agreed response times.
- Continuity and handover
- Exportable documents, metadata and audit logs, with documentation and handover terms defined in the contract.
Experience in live operations.
of documents in a production repository at an insurer in Mexico
recording who accessed each document and when
to retrieve and store documents from your systems
Insurance · Document repository
One of the largest insurers in Mexico
A production repository containing hundreds of millions of documents, organized using the business's own taxonomy, with an immutable access log and open APIs. The same document collection supports AI-assisted legal and fiduciary analysis. The solution also operated at a mid-sized bank.
Retail · Documents in daily operations
Membership warehouse club chain with a presence in Mexico
A production document repository for the chain's member photographs, with secure storage, retrieval through operational systems and role-based access control for personal data.
Companies Amarello has worked with
Insurance · Banking · Financial services · Retail
We move phase by phase, with verified results.
We start with an inventory and a representative sample of your documents. We agree on acceptance criteria for integrity, metadata, permissions and retrieval before expanding the migration. The plan defines the phases, integrations and operating windows required.
- 1
Inventory and scope
- What we do
- We review document types, volumes, metadata, permissions and retention rules. We define the scope and the criteria used to verify the migration.
- Your team's role
- Provide access to the current system, involve document and IT owners, and share retention and access rules.
- Criteria to proceed
- Inventory, scope and acceptance criteria agreed.
- 2
Migration test
- What we do
- We migrate a representative sample. We verify document integrity, metadata and the historical information included in scope, and test retrieval through the API.
- Your team's role
- Provide the document sample, identify metadata and history to retain, and review the results.
- Criteria to proceed
- Results checked against the source and required adjustments identified before expanding the migration.
- 3
Pilot with your systems
- What we do
- We connect the first systems and validate document retrieval, storage and permissions with operational users.
- Your team's role
- Involve operations and IT teams to validate retrieval workflows and permissions.
- Criteria to proceed
- Integrations and access validated against the agreed criteria.
- 4
Full migration and operations
- What we do
- We carry out the phased migration and transition to the new repository according to the agreed plan. We document operations and activate support under the defined service levels.
- Your team's role
- Assign an owner for the document collection and coordinate change windows with IT.
- Criteria to proceed
- Migration verified, operations validated, documentation delivered and support active. The previous system is retired according to the agreed plan.
Architecture, integrations, security and deployment.
Integration
REST APIs and events to retrieve and store documents and integrate the repository with your core systems, process management platforms and capture tools. During the technical assessment, we define the interfaces and connectors required.
Storage
Object storage with options for frequent access, infrequent access and archival storage, encryption and retention policies. We configure its lifecycle around retrieval needs and agreed retention requirements.
Security
Permissions by role and by document, an immutable operations log, and encryption in transit and at rest. During the technical assessment, we review security and data residency requirements to identify compatible deployment options.
Migration
Incremental migration with integrity checks for each document and metadata verification against the source. The plan defines how available historical information is transferred and which windows and checks are required for the transition between systems.
Deployment
Google Cloud Platform (GCP) is our primary runtime environment. Availability on Amazon Web Services (AWS) or private infrastructure is confirmed during the technical assessment, based on the environments validated for the solution.
Data export and handover
The contract defines exports of documents, metadata and audit logs, the documentation to be delivered and the terms for handover to the client's team.
Questions before getting started.
How long does a document migration take?
It depends on volume, document types, the information that can be exported from the source system, integrations and operating windows. The inventory and a test with a representative sample allow us to define a plan with timelines for each phase.
How do you maintain operations during migration?
We plan a phased migration and agree on change windows with your team. Operational continuity is validated during testing and the pilot. The migration plan defines the conditions for transition and retirement of the previous system.
What happens to document metadata and history?
During the inventory, we identify which information needs to be retained and how it can be extracted from the source system. Testing verifies the transfer of documents, metadata and history included in scope before the migration is expanded.
Can we keep using our current systems?
The repository provides open APIs for integration with other systems. We review available interfaces and required adaptations, then validate document retrieval, storage and permissions in phases.
How do we assess the cost of the solution?
We review document volume, access frequency, retention periods and integrations. The assessment considers migration, infrastructure, implementation and operations to compare the total cost with your current setup.
How is our information protected?
The solution includes permissions by role and by document, encryption and operation logging. The technical assessment covers security and data residency requirements so we can agree on a compatible deployment.
How do you support continuity without dependence on Amarello?
The contract defines exports of documents, metadata and audit logs, documentation, rights to components and handover to your team. We provide support to help your team make changes to the solution.
Who handles an incident outside business hours?
Our response team provides 24/7 coverage for critical incidents. Response, mitigation and restoration times, along with escalation levels, are defined in writing according to incident priority.
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Let's define the next step for your document management.
Together, we review document volumes, the systems that use them, and access and retention requirements. We use that information to define an initial scope and the criteria for evaluating the solution.