Document governance
The right document, to the right person, at the right time, fully secure.
Internally and externally, wherever they are. ROK natively indexes every document by everything that defines work itself: each person's place in the organization (company, site, business unit, function...), the flows it travels through (sales, purchasing, accounting...), the tasks it serves, the tools they rely on, down to the software, and the associated risks. With zero data entry.
The right document
multi-indexed, effortlessly.
To the right person, at the right time
internally and externally.
Anywhere, on any device
fully secure.
Enterprises don't lack documents.
They lack document orchestration.
They lack document orchestration.
Enterprises don’t lack documents.
They lack document orchestration.
ECM systems store. ROK makes documents flow. ROK makes documents flow.
Today’s solutions are great at storing and retrieving documents. But they remain centered on the document itself, while organizations need to orchestrate its circulation through their business processes.
How ROK makes documents flow,
always to the right person.
ROK’s document management isn’t just another module: it emerges from two proven engines, serving one simple outcome.
ROK makes it flow
BPM engine: the document’s journey is described no-code, AI-assisted. Rule-based routing, the right person engaged at each step, annotations that trigger the next move, conditions and exceptions.
X X
ROK knows your organization
Living org chart: companies, sites, positions, functions, flows. Who is who, and where they sit in the organization.
= =
Superior document management
The right document, to the right person, at the right time, on the right device.
The document travels through the flow, and always knows who to reach because ROK knows everyone's place. It is thus natively indexed by the organization and the flows, with zero data entry. It is thus natively indexed by the organization and the flows, with zero data entry.
The document travels through the flow, and always knows who to reach because ROK knows everyone’s place.
It is thus natively indexed by the organization and the flows, with zero data entry.
The document inherits everything,
automatically.
The task is the pivot: it carries an IT right, a risk, and the document. It belongs to a typed flow, assigned to roles within the living organization.
You don't search for a document in a folder: you find it through its context. A tree structure remains possible, but optional. Indexing is unlimited: A tree structure remains possible, but optional. Indexing is unlimited:
You don’t search for a document in a folder: you find it through its context.
A tree structure remains possible, but optional. Indexing is unlimited:
Who
person, function
Which flow
sales, purchasing, finance…
Which task
activity performed
Which tool
software (SAP…)
Which company
site, business unit
Which position
role
Which risk
criticality
...no limit
any useful criterion
AI, in the right place
Others bolt on AI to reindex documents that were never classified.
At ROK Index, they are already multi-indexed by the organization & by the flows.
And we use AI where it actually creates value: reading inside a document to feed a process. For example, in a recruitment flow, drop in a CV and cover letter: ROK identifies the candidate, extracts name, contact details and skills, and pre-fills the next step’s form.
Everything you'd expect from a leading ECM,
and what ROK does with it.
Fifteen families, every criterion, its meaning and ROK’s answer.
Click a family to expand it.
Security follows the function,
in real time.
Security through the function |
01 · Principles
Four guarantees applied to every document, in real time.
Access through the function
Zero residual rights
Encryption & MFA/SSO
Full traceability
For your entire ecosystem |
02 · Ecosystem
The right document reaches every concerned audience, and only them.
Internal employees
everyone sees the documents tied to their function.
Partners & contractors
external access limited to their mission
Members & network
the right population receives the right content.
Always maximally secure
removed the moment the function or mission ends.
We replace nothing, we sit on top. |
03 · Covered sources
ROK has its own ECM, but can also drive yours (intranet, extranet, other ECM) without moving anything, adding this dynamic, real-time security.
ROK ECM
native storage on Azure.
Your existing ECMs
SharePoint and others, piloted.
Intranet
secure distribution.
Extranet
third parties, partners, member.
The same engine |
ROK applies to your documents the intelligence it already applies to your IT rights.
An IT right
= Task → Role → Process
A document
= Task → Role → Process
Proven at scale,
on a mature platform.
ROK Index isn’t a new product to validate: it’s the application of a platform already in production for document governance at some of the most demanding organizations.
HSBC
Banking · Regulation · 7,000 agents
Entire regulatory document base, thousands of procedures. Front / back office segregation, validated by HSBC cybersecurity and an external audit.
Coface
Credit insurance · Risk
Risk and claims management: each expert sees only their cases. SharePoint kept as storage, governed by ROK.
Novares
Industry · HR & sales · 21 countries
Recruitment: CV reading and case pre-filling. Sales process steering on the living org chart.
Transdev
Mobility · Procurement · 300 entities
Supplier contracts: ~1,000 per month carried by the flow; OCR reading of IBANs and ERP update.
12 years
of R&D and continuous production on the platform
30 000
users governed on a single deployment
28 countries
covered by one international deployment
thousands
of procedures and documents governed and steered
Living organization
Business & relational flows
Real-time rights
No-code
AI reading & extraction (IDP)
The right document, to the right person, fully secure, wherever they are.