Document systems for New York firms that answer to regulators and clients.

For banks, insurers and other DFS regulated entities, the system enforces multi-factor authentication, least privilege roles, periodic access reviews and encryption of nonpublic information at rest and in transit. Reports show who holds which privileges, ready for your CISO's annual compliance work. Dormant accounts are flagged and disabled, and privileged administrator actions carry their own log.

Law firms and advisory practices get a workspace per client and matter, created from intake with the right team and permissions. Ethical walls block screened users from search results and folders, and every attempt to cross a wall is logged for your risk committee. Closed matters move to an archive state with read-only access and their own retention clock.

Contracts, policies and offering documents keep every version with author and time. Users compare drafts in redline, add comments tied to a specific version and mark which copy was executed. Rolled back changes are themselves recorded, so the history is complete. Clause libraries can feed approved language into new drafts, so the starting point is already current.

Each document type carries a retention rule and trigger. Disposal requires approval, and private information is destroyed securely, which supports the reasonable safeguards New York's SHIELD Act expects of any business holding data about state residents. Disposal certificates and logs are kept. Breach response is faster too, because the system can list exactly which residents' data sat in an affected area.

Counsel can place holds on custodians, matters, projects or date ranges. Held material cannot be altered or deleted, retention clocks stop, and custodians acknowledge the notice inside the app. Exports for review platforms include the metadata and audit history requested. Hold reports show counsel every custodian, the date each acknowledged and any outstanding reminders.

Engagement letters, leases, vendor agreements and HR forms are signed inside the system with consent capture, signer authentication and tamper evident sealing. Document types that New York law keeps outside electronic signing, such as wills and certain powers of attorney, are blocked from the signing flow. Each signer receives a copy, and unsigned packets are chased automatically.

Since New York's electronic notarization law took effect in 2023, notaries registered with the Department of State can notarize remotely by audio and video. We connect the document system to a compliant notarization platform so notarized records, certificates and session records file back to the right matter. Your staff never handle the notary's credentials.

Full text and metadata search runs across scans, email exports, PDFs and Office files, with OCR for older paper. Filters cover client, matter, entity, property and date. Results are filtered by permission before they are shown, so search never leaks a restricted title. Saved searches and alerts tell a team when a new document matching their criteria arrives.

Property managers and owners keep leases, certificates, inspection reports, violation notices and contractor insurance certificates per building and unit. Expiry dates for insurance and permits are stored as fields with alerts, so a lapsed certificate is caught before a contractor starts work in a Manhattan or Brooklyn building. Tenant files stay separated from owner and lender records.

Staff who split the week between the office and homes in Brooklyn, Queens, New Jersey, Long Island or Westchester open and approve documents from phones and laptops with the same controls. Downloads to unmanaged devices can be blocked, and offline copies expire on schedule. Approvals queued on the train sync once a connection returns.