Project Overview

The client is a U.S.-based enterprise specializing in document procurement and record retrieval for major insurance companies and law firms. Their work involves handling sensitive legal and medical documents that must be securely accessed, stored, and shared among multiple stakeholders.

The organization faced a growing challenge: existing systems were unable to efficiently manage large volumes of files, ensure secure access, or automate document grouping into case-specific packages. Manual handling and fragmented tools led to inefficiencies, higher risks, and slower case resolution.

Our team was engaged at the very beginning of the project lifecycle — from concept and architecture design to full-scale implementation and long-term support. The result is a highly secure, scalable, and intuitive web platform that redefines how professionals manage complex document workflows.

Core Functionality

The system enables users to upload, organize, and retrieve files through structured workflows centered on cases, companies, and offices. Files automatically group into logical packages, allowing streamlined operations such as collective downloads, secure sharing, and compliance tracking.

Key Capabilities

• Automated Package Management – Dynamic grouping of case files into downloadable packages that automatically regenerate upon case updates.
• Role-Based Access and Permissions – A refined system of roles and hierarchies ensuring that every user has access only to relevant cases and documents.
• Secure File Distribution – Time-limited, encrypted download links generated via Amazon S3 for maximum confidentiality.
• Comprehensive Activity Logging – Continuous tracking of over 11,000+ daily events, including uploads, downloads, and access actions, ensuring transparency and accountability.
• Advanced Search and Filtering – Rapid file retrieval across thousands of records by case, client, or metadata.
• High Scalability and Availability – Built to handle a growing user base and massive data throughput without compromising performance.

Technical Challenges & Solutions

1. Secure Temporary File Access
The team needed to provide short-lived, one-time-access links to confidential files — a functionality not directly available in AWS at the time.
Solution: Developed a custom logic using AWS S3 pre-signed URLs combined with an internal validation mechanism, ensuring each link expires within seconds after use.

2. Complex Role and Access Hierarchies
Multiple layers of access (companies, offices, case teams) required granular permission control.
Solution: Implemented a modular access-control model with dynamic assignment and real-time permission updates.

3. Scalability Under Heavy Load
With thousands of concurrent users and millions of files, maintaining stability and performance was critical.
Solution: Introduced asynchronous processing, optimized data caching, and horizontal scaling strategies to ensure smooth performance even during peak activity.

Impact and Results

Since its rollout, the platform has become a mission-critical tool for document management and legal operations across multiple large enterprises. It reduced the document processing time by over 60%, improved traceability, and increased overall data security standards.

The client continues to use the platform as a long-term solution, expanding its functionality as business needs evolve. Its consistent performance and positive user feedback highlight the value of tailored, industry-specific software engineering.

The project began as a full-cycle development initiative built entirely from the ground up. Our collaboration with the client started through a trusted partner recommendation, establishing a long-term relationship based on transparency and technical excellence. The team was responsible for every stage of delivery — from discovery and system architecture to development, testing, deployment, and continuous post-launch support.

Over the years, this collaboration has evolved into a multi-year engagement focused on constant improvement, scalability, and user experience enhancement. Team members describe the project as a rare blend of technical complexity and real-world value — a solution that has genuinely streamlined and accelerated daily operations for thousands of professionals.

Why It Matters

This project demonstrates how a well-architected platform can transform the efficiency of document-heavy industries. By automating routine processes, enforcing strict data protection, and providing fast access to essential information, the solution helps organizations operate with greater confidence, compliance, and speed.

It stands as a prime example of niche enterprise software delivering measurable, long-term business value.