Document systems for Riyadh head offices, ministries' suppliers and regional HQs.

Secretaries assemble agendas, papers and minutes in one workspace, publish them to members on a set date and withdraw access once the meeting closes. Members read and annotate on a tablet, and the final signed minutes are locked with their version history for future reference. Members travelling between Riyadh and other capitals can read papers offline on a managed device, with access revoked remotely if the device is lost.

Approval paths follow your delegation matrix, so a contract of a certain type or value goes to the right level automatically. When the matrix changes after a restructure, administrators update the rules once rather than retraining every department head. A change to the matrix is itself approved and logged, so internal audit can see when authority levels moved and who agreed it.

For companies bidding on government work through Etimad, the system keeps reusable company documents, past technical proposals and team CVs in one place, tracks expiry of commercial registration, Zakat and GOSI certificates, and assembles each bid pack against the tender checklist before the deadline. Lessons from lost bids can be attached to the tender record, so the next proposal team in Riyadh starts with what evaluators said last time.

Letters to and from ministries and authorities receive internal reference numbers, are linked to the matter they concern, and carry response deadlines. Managers see which replies are overdue and who holds them, and the full exchange stays attached to the file long after the people involved have changed roles. Scanned incoming letters are read by Arabic OCR so the subject and sender fill in automatically.

Group policies and procedures are published in Arabic and English side by side, with a single approval for both versions. Staff confirm they have read updates, and compliance can report who has not acknowledged a change before an inspection. Superseded versions remain available to compliance but disappear from everyday search, so staff in branches outside Riyadh never follow an old procedure by mistake.

Finance houses and advisory firms in KAFD hold sensitive customer information under SAMA or Capital Market Authority supervision. We separate client workspaces, restrict export and printing, record every view, and support the evidence your cyber security team gathers against the regulator's framework.

Signed contracts, amendments and related correspondence sit together, with key dates extracted into fields. Owners receive alerts before notice periods and renewals, and legal can report on every agreement with a given counterparty in one search. Arabic and English contract versions are compared so a mismatch in key clauses is flagged before signature.

Records managers see volumes by department, files awaiting classification, overdue retention actions and unusual access patterns. Reports can be exported for internal audit committees and parent company reviews in Arabic or English.

When a Riyadh office shares files with outside counsel, auditors or a joint venture partner, it creates a time limited room with watermarking and download controls. Every action by guests is logged, and the room closes automatically on the agreed date.

Large Riyadh employers keep contracts, Qiwa records, GOSI registrations, iqama copies for expatriate staff and training certificates for every employee. We give HR a structured employee file with expiry alerts, restricted access to identity documents and a clean export when a ministry inspection or internal audit asks for evidence.