Modernizing Government Lab Document Control: How Aproove Powers Compliance, Security, and Efficiency

The challenges?

1. The process of document work-in-progress is very cumbersome, especially when trying to coordinate across dozens of teams. There are tools for siloed editing, and tools for storage, but often there is no process for document work-in-progress.
2. This collaboration and editing in progress often happens offline on individual computers or in .docx, creating lots of version confusion and traceability concerns.
3. The document while in progress often slows to the slowest bar of collaboration - often the document is required to move in one concurrent batch, slowing down a process rather than allowing teams to concurrently work on tasks.
4. Strict policies and regulations have to be closely followed.

Why Government Labs Need a Modern Approach to Document Control

Government labs operate under some of the most stringent compliance and security requirements in the world. But many still rely on disconnected systems, manual processes, and outdated tools. This creates:

• Fragmented workflows where feedback gets lost

• Version confusion that puts compliance at risk

• Security vulnerabilities for sensitive or classified content

• Bottlenecks that delay research timelines

In a setting where every document must be reviewed, approved, and archived with precision, the margin for error is zero. That’s why modernization isn’t just a nice-to-have.

How Aproove Streamlines Document Control in Government Labs

1. Our Unique Work in Progress philosophy

At the heart of Aproove is our distinctive work-in-progress philosophy,  a true differentiator in the world of document management. Instead of forcing teams to work sequentially or outside rigid silos, Aproove empowers organizations to manage, edit, and advance documents collaboratively at every stage. Our platform intelligently directs the right reviewer or contributor to the exact section they need, at precisely the right moment, always honoring granular permissions and security requirements down to the page level. This allows multiple teams to collaborate concurrently within a single document, accelerating project delivery without ever compromising on compliance or data protection.

2. Metadata-Driven Workflows That Keep Projects Moving

With metadata-driven workflows, documents are automatically routed to the right people at the right time. Whether it’s a straightforward review or a complex, multi-path approval process, Aproove ensures no step is missed and every piece of feedback is captured, saving hundreds of hours and accelerating project turnaround.

3. A Secure, Collaborative Review Platform

4. AI-Powered Version Control for Absolute Accuracy

Security is non-negotiable in compliance for government labs. Aproove delivers:

• SAML single sign-on and auto-provisioning for secure user access

• Granular permissions for classified, sensitive, and unclassified documents

• Full audit trails to record every action for regulatory proof

This not only protects sensitive research but also makes passing compliance audits far easier.

6. Large File Handling Without Performance Loss

Government research often involves massive documentation, sometimes exceeding 100,000 pages. Aproove handles these large files with ease, whether the lab chooses a secure on-premises deployment or a compliant cloud-based setup.

7. Seamless Integration with Existing Systems

Aproove integrates directly with Microsoft Office for in-platform editing, and with archival systems like Documentum to eliminate silos. The result is a single source of truth for every document, from creation to long-term storage.

8. Seamless Microsoft Office Integration

Aproove enables large files to be intelligently divided into manageable sections, allowing each part to be routed independently for faster and more secure collaboration. This approach delivers two significant advantages:

• Aproove’s sectional control ensures sensitive content is only accessible to authorized personnel, sections can be assigned down to the page level based on security clearance or subject-matter expertise, maintaining strict granularity over who can access and act on which portions of a document.
• Sectioning streamlines workflows by allowing completed sections to progress immediately to the next project phase, while other sections with ongoing edits or pending approvals continue at their own pace. This flexible, in-progress management philosophy maximizes operational speed and scales effortlessly with even the largest, most complex documents.

The Result: Faster, Safer, and More Compliant Document Management

When government labs modernize document control with Aproove’s workflow automation, they gain:

• Faster approvals and fewer bottlenecks

• Reduced compliance risk with complete audit trails

• Improved collaboration between research, management, and compliance teams

• Scalable document systems that grow with research demands

Most importantly, teams spend more time on research and innovation, and less time chasing approvals or managing files.

If your government lab is ready to replace slow, error-prone processes with a secure, scalable, and compliant document control system, Aproove delivers the workflow automation to make it happen.

Talk to Aproove today to discover how our platform delivers secure, efficient, and future-ready document control.