Projects / Bitrix24 implementation / Electronic archive

Development case study

An electronic document archive on Bitrix24 with search inside PDFs

For a large financial organisation we are developing the “Electronic Document Storage” information system — a single archive of contract files inside the client’s closed perimeter. The system gathers documents from every source in the company into one client and contract record and searches not only by details but also by the content of documents, including the text inside PDFs.

Bitrix24 Enterprise, on-premiseClosed perimeterS3 storageSmart processes and DriveSingle sign-onArchive migrationSearch inside PDF

I want the same How it works

One archiveinstead of five systems: archive, bank, CRM, scanners

Searchby details, document inventory and text inside PDF

Closed perimeterdocuments and processing on the company’s servers

No downtimemigration with reconciliation and daily top-up loads

The essence of the project

Four steps from scattered folders to search in seconds

Collect

documents from the old archive, banking system, CRM and scanning station.

Link

client → contract → case file → documents: one model for all products.

Store

files in corporate S3, structure on Drive, case files protected from deletion.

Find

by details, by inventory and by text inside PDF — in seconds.

Context

An archive scattered across five systems

The client is a financial organisation running several product lines for individuals and companies: lending, leasing, guarantees and support programmes. Each contract accumulates a file over the years: contracts and addenda, collateral documents, valuation reports, insurance policies, certificates, letters.

Documents lived in an outdated electronic archive whose support is ending. Contract details were in the banking system, contacts in the CRM, fresh scans in the scanning station’s folders. To assemble a complete file, an employee had to open several systems, and searching by document content was impossible.

The company decided to build a new archive inside its corporate Bitrix24 environment, where employees already work, and make it the single point of access to documents.

Development of the “Electronic Document Storage” information system

Client: Financial organisation
Platform: Bitrix24 Enterprise, on-premise edition inside the client’s perimeter
Storage: Corporate S3-compatible object storage
Sources: Outdated archive, banking system, CRM, scanning station, staff directory, integration bus
ONELAB’s role: Architecture, development, integrations, migration, support

Lendingand leasing units: the full contract file in one record

Lawyersand security: originals with e-signatures, change history

Records officeand archive: scans are sorted into case files automatically

Managementa single point of access to documents instead of five systems

Challenge

One archive, smart search and not a byte outside the perimeter

One archive instead of five systems

Gather all documents for each contract in one place: the historical archive, bank data, CRM contacts and new scans. The contract record shows the complete file and its current status.

Intelligent search

Find a document not only by contract number or IIN but also by its content: by the page inventory and by the text inside the PDF. Search must answer in seconds on a very large archive.

Closed perimeter and continuity

Take nothing outside the company’s perimeter, update the platform the standard way, and accept new documents without a pause — the old systems keep working until the full transition.

Solution

How it works

At the centre is on-premise Bitrix24 on the company’s servers. Around it are ONELAB’s own modules: connectors to the sources, a migration pipeline, PDF processing and a search index. The platform core was not modified, so updates install the standard way and the customisations survive them.

Sourcesoutdated archive, banking system, CRM, scanning station, staff directory and bus

documents and data⇄statuses

Electronic archive · Bitrix24 Enterprise

ClientsIIN/BIN, bank data

Case filesone contract — one case file

Driveproduct / case file / files

Searchdetails, inventory, PDF text

record and search⇄

Employeesclient and contract record, search, PDF viewing

⇅files

⇅queue and reconciliation

S3 storageall archive files — in corporate storage inside the company’s perimeter

⇄

ONELAB modulesconnectors, migration pipeline, PDF and e-signature processing

Personal data and documents never leave the company’s perimeter: the portal, storage and processing run on its servers.

Data model

Client → contract → case file → documents

A client is a contact or a company with an IIN/BIN. Every contract gets a “Case file” in its product’s pipeline: each product line has its own archive section. The case file holds the contract ID in the banking system, the status, PDF documents with an inventory and other files.

Archive data model: client, contract, case file in the product pipeline, documents with an inventory — One model for all products: client → contract → case file → documents.

Files and Drive

Every file goes to S3, every contract file has a clear path

A file goes straight to corporate S3 storage. On Drive it appears under the path “Product type / Case file name / document”, so a contract file can be found both through the record and through the familiar folder structure. Case files are protected from deletion.

Own modules

Customisations live in our own modules, not in the core

The “PDF document” field type with a page-by-page inventory, case file deletion protection, connectors, the migration pipeline and the search index are built as separate modules. The platform updates the standard way.

Sources of documents and data

Integrations that fill the archive

The archive lives on its links to the company’s systems. All connectors work inside the perimeter and treat the sources with care: the banking system and the old archive keep serving employees while the transition is under way.

Outdated electronic archiveThe main source of historical documents. The register of records and files was classified by product and moved by the pipeline: one contract — one case file, every file to S3 and Drive. Any step can be repeated without duplicates, and gaps are restored automatically.

Banking systemThe client record and case file are enriched with bank data: product and programme, contract number and date, status, amounts, payment schedule, collateral. Individuals and companies, credit lines and tranches are supported; the exchange runs in a gentle mode.

The company’s CRMContacts of individuals and details of companies were migrated in batches with duplicate protection and a log. For further exchange, the CRM and the archive are connected through a secure REST gateway.

Scanning stationA collector picks up new batches of scans without disturbing the old system. The contract folder is identified by its ID, barcode separator sheets set the document type, and pages are assembled into case files.

Staff directory and single sign-onEmployees sign in with their corporate account, the department structure syncs automatically, leavers are disabled, and archive permissions are inherited from groups.

Integration busThe company’s adjacent systems reach the archive through the corporate bus and a secure gateway, so the archive exposes nothing unnecessary.

Scans with barcode separator sheets are sorted by document type and case file — Scans from the scanning station: barcode separator sheets set the document type, and pages are assembled into a case file.

Migration

Moving the historical archive without stopping work

Stage	What happens	Outcome
Register	Before the move, a full register of the old system is taken across all sections	Baseline
Transfer	Several parallel streams around the clock, with pauses, request limits and automatic stopping if the source is overloaded	Case files and files
Reconciliation	For each section: as many records and files as there were, so many there are now	Matches
Top-up loading	New documents and statuses are loaded daily until the old archive is switched off	No pause

The pipeline is idempotent: any step can be repeated without duplicates, and every operation is recorded in the migration register.

The main value

Find a document by what is written in it

Search is what the archive was built for. An employee enters a contract number, IIN, surname, collateral address or a phrase from a document and gets the case files and the exact PDF pages where it appears. The right page can be opened straight from the results.

The query finds the case file and the PDF page where the text appears. The data in the mock-up is illustrative.

By details

Client, contract, product, status, dates, collateral: everything that came from the banking system and CRM takes part in the search and record filters.

By document inventory

Every PDF in a case file goes through the inventory module: document type, number of pages, order. The inventory is generated automatically and opens with one button.

By text inside PDF

The PDF text layer is extracted on upload and goes into the full-text index. Recognition is provided for scans without text so that they too can be searched by content.

E-signatures inside documents

Some documents are stored as an e-signature container with a PDF inside. The container is kept as the legally binding original, and the embedded PDF is extracted for viewing, inventory and search. An employee sees a regular document, a lawyer sees the signed original.

Reliable processing

Text extraction runs in isolated processes with memory limits: a heavy scan cannot bring down saving a case file. Files of any size, dropped connections and duplicate records are handled and logged.

Result

What the client gets

A single archiveof all contract files in the corporate environment where employees already work.

The full recordof a contract: documents, bank details, client contact, status.

Search in secondsby details, inventory and PDF content.

Reconciliationthe historical archive is moved with verifiable reconciliation, and the old system is being decommissioned.

Automaticallynew documents reach the archive from scanners, the bank and the CRM.

Closed perimeterthe platform, storage and processing are on the company’s servers.

The platform updates the standard way. Zero core changes: all customisations are in ONELAB’s own modules.

A foundation for growth. The next step is an AI assistant over the contents of contract files in the same closed perimeter.

Technology

What it is built on

Bitrix24 Enterprise

On-premise inside the client’s perimeter: CRM smart processes, Drive, our own modules. The core is untouched.

Storage

S3-compatible storage, structure on Drive, case files protected from deletion.

Documents

Text extraction from PDF, scan recognition, barcode parsing, e-signature containers.

Integrations

REST connectors, single sign-on, queues and retries, reconciliation against the register.

Need an electronic archive or document migration inside a closed perimeter? We design the data model, write connectors to banking and accounting systems, build migration pipelines with reconciliation and search by document content. No core changes and no data leaving the perimeter. More about Bitrix24 implementation.

Discuss a project

Tell us where your documents live today

Which systems hold documents and data, how large the archive is, whether you need a closed perimeter and a migration of history. That is enough for us to propose the architecture and stages at the first meeting.

We reply within a business day and meet online or at our office in Almaty or Astana.
We will show how the electronic archive in this case study works.
We will advise whether you need your own PBX or cloud telephony is enough.

Have a specification or a process description? Send it to info@oneit.kz (PDF, DOCX, XLSX up to 20 MB) — and mention it in your message.