AI-Powered ECM for Research — Lab Records, IP & Collaboration Workflows
Research institutions and R&D teams use ShareDocs Enterpriser for lab records, IP documentation and publication workflows — with AI that makes large research documents instantly queryable.
AI-Powered ECM for Research — Lab Records, IP & Collaboration
Research and R&D teams generate intellectual property daily — in lab notebooks, trial protocols, patent filings, and regulatory dossiers.
IP that is not documented properly is not protected. A trial protocol stored in a personal drive is not version-controlled. A patent filing requires documentation of the development timeline — and the records are scattered across three researchers' laptops. When R&D documentation is unstructured, the risk is not just operational. It is existential for the innovation itself.
ShareDocs Enterpriser's 4 native AI features are available for every research workflow: Chat with Documents, AI Data Extraction, Document Summarisation and Bulk AI Extraction — making large technical documents instantly queryable and structured data automatically captured.
- AI-powered ECM — 4 native AI features
- ISO 27001 certified — auditable data security
- 400+ configurable workflows, no coding required
- SaaS: go live in 3 days. On-premise: 2–4 weeks
- 97% annual renewal rate — clients stay because it works
How research teams use ShareDocs Enterpriser
AI-Powered Document Search & Chat
Researchers ask questions directly to large technical documents — trial protocols, regulatory dossiers, batch records. AI reads the document and answers with specific section references. Finding a specific data point in a 500-page dossier takes seconds, not hours.
IP Documentation & Lab Records
Lab notebooks, experimental protocols, trial results and development timelines stored with timestamped version control. Complete chain of custody for patent prosecution — proving what was discovered, when, and by whom. Access controls protect sensitive IP from unauthorised access.
Regulatory Dossier Management
Clinical trial documentation, regulatory submission packages and compliance records managed with version control and audit trails. External regulatory reviewer access via encrypted one-time links. Complete submission history available for inspections.
Publication & Collaboration Workflows
Research paper drafts, review cycles and approval workflows managed within ShareDocs. Multi-author collaboration with tracked changes. Publication approval routed through principal investigator to department head with digital sign-off. Version history prevents overwrites.
Research document lifecycle — AI-powered
Capture
Lab records, protocols and experimental data uploaded — AI extracts key fields automatically
Classify & Index
Documents classified by type, project and stage — searchable metadata applied automatically
Review & Approve
PI and department review workflow — external collaborator access via encrypted link
Archive & Protect
Finalised records archived with audit trail — IP timeline preserved for patent filing
Document Sets — the Research Project File
Lab notebooks, trial protocols, experimental results, regulatory submissions, publication drafts — every document for a research project grouped in one linked file. Complete project history available in one place for audits, patent filings and regulatory inspections.
This is not standard ECM. SharePoint cannot do this natively. Basic DMS tools cannot do this at all.
Key ECM features for Research & R&D
| Feature | What it does for your team | Type |
|---|---|---|
Document Chat (AI) | Ask questions to any research document — find specific data points in large dossiers instantly | ✦ AI |
Document Summarisation (AI) | AI generates structured summaries of research reports and trial documentation on upload | ✦ AI |
AI Data Extraction | Key fields extracted automatically from structured research documents — eliminates manual data entry | ✦ AI |
Version Control | Complete version history for every document — lab protocols, trial reports and regulatory submissions | |
External Approvals | Send documents to external collaborators or regulatory reviewers via encrypted one-time link | |
IP Audit Trail | Timestamped record of every document action — who, what, when — for patent prosecution chain of custody | |
Research Document Sets | All documents for a project or trial grouped in one linked file — nothing gets missed | |
Digital Signatures | eSign and Aadhaar-based signatures for research approvals, publication sign-offs and regulatory filings |
“Our research team was spending more time finding documents than analysing data. ShareDocs Document Chat changed everything — we ask questions directly to our trial dossiers and get specific answers in seconds. IP documentation is now structured and timestamped from day one, which has simplified our patent filing process considerably.”
Frequently asked questions — Research & R&D ECM
How does Document Chat help researchers with large technical documents?
Document Chat allows any authorised researcher to ask natural language questions to any document in ShareDocs. For a lengthy research dossier or regulatory submission, a researcher can ask: 'What are the primary outcomes of Trial 3?' or 'What safety data is documented for compound X?' The AI reads the document and answers with specific references — eliminating hours of manual searching.
How does ShareDocs protect IP documentation for patent filings?
All lab notebooks, trial protocols, experimental results and development timelines are stored with a complete version history and timestamped audit trail. This creates the documented chain of custody required for patent prosecution — proving when discoveries were made and by whom. Access controls ensure IP documentation is visible only to authorised team members.
Can external collaborators or regulatory reviewers access documents securely?
Yes. ShareDocs External Approvals sends an encrypted, one-time access link to the external party. They can view the document, review data and take action without needing a ShareDocs account. The link expires after use and the action is captured with a timestamp for your audit trail.
How does AI data extraction help with structured research data?
When structured research data documents are uploaded — trial reports, analytical results, batch records — ShareDocs AI extracts configured key fields automatically. These populate the document metadata record, enabling search and reporting without manual data entry. Low-confidence extractions are flagged for researcher verification.
What deployment options are available for research institutions?
SaaS on our AWS India cloud: go live in 3 days. On-premise on your own infrastructure for complete data sovereignty: 2–4 weeks. Both options include the same AI features, workflow capabilities and audit controls. Our team handles full implementation including research-specific document type configuration.
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