Services · Mobile app development · Document management apps
Codeeo provides document management software development USA companies use to run one records system across many offices, states and regulators. We design and build the repository, version control, permissions, retention schedules, legal holds, electronic signing and search as a single product that follows your policies. For a company with staff in several time zones and customers in every state, that means one set of rules applied the same way everywhere, with evidence ready when an auditor, regulator or court asks for it.
US records obligations come from federal agencies, state legislatures and industry rulebooks at once. A good document system turns those overlapping duties into settings your records team can manage, instead of habits each office keeps differently. When the rules change, you update a setting rather than retrain every branch.
200+ companies across the US and the UAEFrom a first store to a listed developer
What the system can include
A national document system has to do two things at once. It must apply one taxonomy, one permission model and one audit standard across every office, and it must allow differences where state law or an industry regulator requires them. A broker-dealer in several states, a hospital network and a school operator all face federal rules that set how records are stored and how long they are kept, while state privacy and breach laws add their own layer. The features below are the building blocks we combine for national clients. The first release usually covers the core repository and the strictest records class, then expands office by office. Cost is driven by the number of document types and workflows, integrations with ERP, HR, CRM and line of business systems, the regulatory controls needed, the number of locations and the volume of legacy content.
Document types, required metadata, naming and filing rules are defined once at headquarters and applied in every branch. Local administrators can add office specific fields where state law or a business unit needs them, without breaking national reporting or search. Changes to the taxonomy are versioned and approved like any other record.
A file saved in Phoenix looks the same as one saved in Atlanta.
A master retention schedule maps every document type to its period and trigger event. Where a state sets a different period, for example for medical or employment records, the rule follows the location or the person the record concerns. Disposal runs require approval and produce a certificate listing what was destroyed.
Records are kept as long as the strictest applicable rule requires, and no longer.
Under the Federal Rules of Civil Procedure, failing to preserve electronically stored information can lead to sanctions. Counsel issues holds by custodian, matter or date range, retention pauses automatically, custodians acknowledge in the app and holds are tracked until released. Collections export with metadata intact for review platforms. Hold history is kept after release for future reference.
Preservation is provable when the other side asks.
For broker-dealers, SEC Rule 17a-4 allows either non-rewriteable, non-erasable storage or an audit trail that lets any altered or deleted record be recreated. We build whichever approach your compliance team selects, and apply similar controls for FDA Part 11 records in life sciences where validated systems and electronic signatures are required.
Regulated records meet the format their regulator expects.
The federal ESIGN Act and the Uniform Electronic Transactions Act, adopted by every state except New York, which has its own statute, make electronic signatures enforceable. We capture intent and consent, add ESIGN consumer disclosures where required, authenticate signers and seal each document with a certificate stored beside it.
Agreements signed in any state carry the same evidence.
Access follows role, department, region and record class, synced from Okta, Microsoft Entra ID or Google Workspace with multi-factor authentication enforced. Regional managers see their own offices, national teams see across them, and sensitive classes such as health, payroll or student records sit behind separate approvals. Departing employees lose access the moment HR records the exit.
Access scales with the company without manual folder sharing.
Personal information is classified when a document is filed, so the system can show which state residents' data sits where. That supports consumer requests under state privacy laws such as those in California, Texas, Virginia and Colorado, and speeds the analysis required by every state's breach notification law if an incident occurs.
Privacy teams answer where data lives in minutes.
Full text, metadata and OCR search work across the whole repository with results filtered by permission. Federated connectors can include documents still held in SharePoint, Google Drive or a legacy system during migration, so staff use one search box from day one while content moves in the background. Synonyms and abbreviations used in your industry are added to the index.
One search covers every office and every source.
Screens are built to WCAG guidelines so employees and customers with disabilities can upload, review and sign documents. That matters for ADA expectations and, for agencies and their contractors, Section 508. Accessible signing flows also reduce abandoned forms from customers using screen readers or keyboard navigation. Accessibility is tested with assistive technology before each release.
Everyone can complete document tasks without help.
Each view, edit, download, share, signature, hold and disposal is logged in tamper resistant storage. National dashboards show overdue reviews, records missing metadata, open holds and upcoming disposals by office, and exports are formatted for internal audit, external auditors and regulators. Logs are retained for the period your auditors require and protected from deletion by administrators.
Compliance evidence is generated, not assembled.
Who this is for
Most US companies outgrow folder based filing when they cross state lines. Each new office brings its own habits, each acquisition brings another system, and each new regulator asks for evidence nobody planned to collect. These are the national clients for whom a custom document platform pays back most clearly. Each would start in a different department, so the rollout plan changes with the starting point. Where a packaged platform would serve you just as well, we say so in discovery and help you configure it instead.
Broker-dealers, advisers, lenders and insurers operating in many states face SEC, FINRA, state and federal privacy rules together. We build regulated storage, supervision workflows for communications and documents, the safeguards the FTC expects under the GLBA Safeguards Rule for non-bank financial institutions, and branch level permissions. Exam requests become saved reports instead of projects, and branch managers see only their own clients. Communications retained for supervision sit next to the account documents they relate to, so reviewers see the full picture of a client relationship in one place.
Regulated storage is the first release, everything else follows.
Health systems and clinic groups need HIPAA aligned access controls, audit logs and business associate terms across facilities in several states, each with its own medical records rules. Life sciences companies need validated document control for SOPs, batch records and quality documents. We build the shared core once and configure each facility or site with the rules it must follow, so national quality and compliance teams report from one place. Facility leaders see their own records, while national privacy and quality officers see every site, and audit logs show both groups exactly who opened what.
School operators, colleges and education technology companies hold records protected by FERPA, and those serving children under thirteen online must also consider COPPA. We separate student records from operational files, limit access to staff with a legitimate educational interest and log every disclosure. Parents and students can request and sign documents through accessible portals, and campus administrators manage local retention without touching national policy. Transcript requests, enrollment agreements and accommodation records each follow their own approval path, and disclosure logs are ready whenever a family asks who saw their child's file.
Franchisors and companies running hundreds of locations need contracts, disclosure documents, permits, insurance certificates and inspection records for each site. We give every location a structured record, keep master templates at headquarters, alert regional teams before renewals and expirations, and let field consultants audit sites from a tablet. When a location is sold, its records transfer with history intact and access changes on the closing date. Regional directors compare compliance across their territory from one dashboard rather than chasing spreadsheets.
How we work together
Codeeo has delivered 200+ projects across the UAE and the US, with a team of 80+ across Dubai, Riyadh and Karachi. We have no US office. Our team works remotely with clients across the United States, and discovery, design reviews and release demos are held by video call. A fixed scope first release suits a pilot office or a single records class. A retainer covers the office by office rollout and ongoing improvements. A dedicated team suits companies planning a multi-year records program with several business units involved. In each model, scope and decisions are written down and progress is visible on a shared board.
A defined build with a deadline
We agree what the product has to do, write it down with a price and a date, and build exactly that. Changes are priced before they are made, not discovered on the invoice.
A product that keeps evolving
Named engineers who work your hours, join your standups and stay on the codebase. You direct the backlog; we own the quality of what ships.
Something live that needs looking after
A monthly block of hours for improvements, fixes and the small requests that otherwise wait months. Unused hours carry for a quarter.
Technology
Infrastructure runs in US cloud regions on Microsoft Azure, AWS or Google Cloud, based on what your company already uses. We choose storage, search, signing and identity components for audit features, retention locking and long term maintainability, and document every choice for your IT team.
01Mobile
02Data and cloud
03Marketing and tracking
A shared core, configured per state and per regulator.
We build one repository, permission model, audit trail and search for the whole company, then configure retention, privacy and signing rules where states or regulators differ. Discovery maps your records classes to the rules that apply, and the rollout plan sets which office or unit goes first. You end with one system to maintain, not a collection of regional tools with different settings and different gaps. Shared code also means fixes and improvements reach every office at once.
Schedule a free consultation and get a written recommendation, with costs, before you commit to anything.
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