Question 1

What stages of a document's lifecycle does Webware cover?

Accepted Answer

All of the document lifecycle is managed in one system. A document is prepared and drafted, becomes a final clean copy with its own register number, is approved and signed, and stays in active use while it’s in force. When time comes, it then moves to the archive for its retention period, after which it’s destroyed or handed over to the National Archives. Every step is on record.

Question 2

What’s the difference between document management, records management and document lifecycle management?

Accepted Answer

Document management is about creating, finding and working on documents day to day. Records management is about how long documents are kept and what happens to them afterwards. Document lifecycle management joins the two into one controlled and compliant process, from first draft to archive. Webware covers the whole process in one system, so you don’t need a separate tool for each stage.

Question 3

Can different document types follow their own rules?

Accepted Answer

Yes. Your administrator sets up each document type in Webware Hub with its own workflows, access rights, and retention and archiving rules. A contract, an invoice and an HR record can each follow the path that fits them. Everyday users (using Portal ) might just follow the flow and be part of the processes forwarded to them.

Question 4

Can external partners approve and sign documents?

Accepted Answer

Yes. Approvals and signatures can be collected from colleagues and external partners, and each step is logged. With the DigiSign module, documents are signed with Mobile-ID, Smart-ID or ID-card, or with an eIDAS-compliant PDF signature for international partners. You can use partner secure share module.

Question 5

How does Webware track changes and versions?

Accepted Answer

Every document carries its full history: who viewed, changed or signed it, and when. While someone is editing a document, it’s locked for everyone else, who can still preview it. Once a document is final, it receives a register number and can no longer be edited, so everyone works from the same agreed copy.

Question 6

How long are documents kept, and what happens when the retention period ends?

Accepted Answer

As long as the retention rule for that document type requires. That’s often around 7 years, but the period is set by law or your own policy. When it ends, the document is prepared for destruction or, if it has archival value, for handover to the National Archives. Retention and archiving rules are set per document type in Webware Hub.

Question 7

How does document lifecycle management support GDPR and data retention?

Accepted Answer

It gives you the controls to keep personal data only as long as needed and to show who has had access to it. Retention rules are set per document type, access can be restricted on each document, and every document records who viewed, changed or signed it, and when. Your own retention policy decides the periods; Webware applies them consistently.

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04

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