SmartDMS
// Getting started

The SmartDMS Guide

Everything from your first upload to approval chains and plain-English search — in thirteen short chapters.

// Chapter 11

Audit log & compliance

SmartDMS provides an organization-scoped activity log, integrity verification for chained records, and owner-controlled export and erasure.

Review recorded organization activity

The Audit Log shows Date / Time, Action, User, and Detail, 100 entries at a time. Its filters group the events people most often need to trace.

  • Document uploads, imports, deletions, and classifications with confidence.
  • Approval assignment, approval, rejection, and approval-rule matches.
  • Workflow folder routing.
  • Login, logout, organization registration, and data export.
  • Document-source activity.

Viewing the log requires the View History permission. Administrative API controls can run a read-only verification of the current organization's recorded hash chain and can anchor its current tip.

Current chained rows can be checked for integrity. Verification results and exports report earlier pre-chain history as unchained, and no chain-integrity claim is made for it. Verification checks recorded rows; it cannot prove that a best-effort event that was never written occurred.

Export your organization's data

Available on Business and up

  1. Ask the organization owner

    Export is owner-only as well as plan-gated.

  2. Create the ZIP

    The archive contains document files, a manifest of documents and readable extracted fields, the audit log with its chain fields, and a verification recipe.

  3. Verify the recorded chain

    The exported rows and recipe allow recomputation outside SmartDMS. Provider labels distinguish SmartDMS internal anchors from independently verifiable third-party timestamp evidence when an RFC-3161 Timestamp Authority is configured.

Creating an export is itself recorded in the audit log.

The export contains readable document files and decrypted extracted fields. Treat the ZIP as sensitive data and store or share it only through an approved secure channel.

Permanently erase organization data

Erasure is available on every plan but remains owner-only. To prevent an accidental click, the owner must type DELETE MY DATA exactly.

The service attempts to delete every managed document file, then removes the organization's operational records in one transaction. If a file cannot be deleted, that failure is logged for operator follow-up while database erasure continues. The organization row is retained with status erased, alongside a permanent compliance event. The operation cannot be undone.

This customer guide covers Cloud SmartDMS. SmartDMS manages encryption for the cloud service. Local SmartDMS has separate installation, key custody, backup, and compliance responsibilities and is outside this guide.