Cloud-Based Document Management | Digital Access to Your Records – MDSS

MaltVault – Cloud-Based Document Management from MDSS

The shift from paper records to digital document management is one of the most significant operational changes a business can make. Done well, it transforms how your team accesses information – reducing retrieval times from hours to seconds, eliminating physical storage overheads, and enabling remote access to business-critical records from any location.

MDSS provides a fully managed cloud-based document management service called MaltVault, that takes your organisation from a paper archive to a searchable, accessible digital library – without requiring in-house technical resource to make it happen. We manage the digitisation, the indexing, the upload, and the ongoing administration, so your team can focus on using the system rather than building it.

MaltVault is built around security, compliance, and usability. Documents are stored in an encrypted, access-controlled environment hosted within the UK. Role-based permissions mean your team sees only the records relevant to their work. Full audit logging tracks every document view, download, and modification. And because the system integrates with the tools your team already uses, adoption is straightforward from day one.

From Paper to Digital – The Onboarding Process

1. Assessment – We review your existing document types, volumes, and retention requirements to design an indexing structure and access model that fits your organisation.
2. Digitisation – Your physical documents are collected and scanned by MDSS to your specification – resolution, format, and OCR processing all applied consistently across every batch.
3. Indexing – Every document is indexed to the agreed structure before upload – enabling search by document type, date, reference, department, or any other field relevant to your workflow.
4. Upload and Access Setup – Completed digital files are uploaded to your cloud environment. User accounts, permissions, and access groups are configured to your requirements.
5. Ongoing Management – New documents are processed and uploaded on an ongoing basis. Retention schedules are managed within the system, with automated alerts when disposal dates approach.

Key Features

• Full-text search across your entire document library via OCR
• Role-based access controls – restrict by department, document type, or sensitivity
• Version control with complete document history and change tracking
• Secure sharing with external parties via time-limited, permissions-controlled links
• Automated retention alerts and managed secure destruction workflow
• Activity audit log covering every access, download, and modification
• Mobile access for field-based and remote teams
• Integration with Microsoft 365, SharePoint, and major business platforms