Document Management

Store, organize, and manage all your horse-related documents in one secure location, with AI-powered extraction to save you time.

Overview

The document management system helps you:

• Store important horse documents digitally and securely
• Organize documents by type (registration, Coggins, veterinary, contracts)
• Link documents to specific horses and clients
• Extract key information automatically using AI
• Allow clients to upload documents through the portal
• Access documents anytime, from anywhere
• Never lose track of critical paperwork

Key Features

Secure Document Storage

All documents are stored securely in the cloud with:

• Bank-level encryption
• Automatic backups
• Unlimited storage capacity
• Access from any device
• Protection against physical loss or damage

Document Types

Organize documents into categories:

Registration Papers

• Breed registry documents
• USEF/USHJA registrations
• Passport information
• Transfer of ownership papers

Coggins Tests

• Annual test results
• Laboratory reports
• Test dates and expiration tracking
• Negative/positive results

Veterinary Records

• Health certificates
• Vaccination records
• Treatment notes
• Pre-purchase exams
• Dental records

Contracts & Insurance

• Boarding agreements
• Sales contracts
• Lease agreements
• Insurance policies
• Liability waivers

General Documents

• Photos and videos
• Bills of sale
• Training records
• Competition results
• Any other horse-related files

AI-Powered Extraction

Save time with automatic data extraction:

• Coggins tests: Extracts test date, laboratory name, and test results
• Registration papers: Extracts horse name, registry, and registration number
• Review and confirm extracted data with one click
• Reduces manual data entry by up to 80%

Document Linking

Connect documents to the right records:

• Link documents to specific horses
• Associate with clients for easy reference
• View all documents for a horse in their profile
• Search across all documents instantly

Client Upload Capability

Empower clients to help manage documents:

• Clients can upload documents through the portal
• You review and approve before adding to records
• Reduces back-and-forth emails
• Keeps everyone organized

Common Tasks

• Uploading Documents - Learn how to upload and organize documents
• AI Document Extraction - Understand how AI reads your documents
• Client Portal Access - Enable client document uploads

Document Organization Best Practices

Naming Conventions

Use clear, consistent names:

• Include horse name: “Star_Coggins_2024.pdf”
• Include date: “Buddy_Registration_2024-01-15.pdf”
• Use underscores instead of spaces
• Avoid special characters

Regular Uploads

Stay organized by uploading documents promptly:

• Upload new Coggins tests immediately
• Add registration papers when horse arrives
• Scan and upload vet records after visits
• Set reminders for document expiration dates

Document Review

Review documents periodically:

• Check for expired Coggins tests
• Verify registration information is current
• Remove duplicate uploads
• Ensure all horses have required documents

Backup Important Documents

While EquineOps provides secure storage:

• Keep physical copies of irreplaceable documents
• Download critical documents to external backup
• Verify uploads are complete and readable

Supported File Types

EquineOps accepts most common file formats:

Documents:

• PDF (recommended for best AI extraction)
• Microsoft Word (.doc, .docx)
• Text files (.txt)

Images:

• JPEG/JPG
• PNG
• HEIC (iPhone photos)
• TIFF

File Size Limits:

• Maximum individual file size: 50 MB
• Optimal size for fast uploads: Under 10 MB
• No limit on total storage capacity

Document Security & Privacy

Your documents are protected with:

Encryption

• All documents encrypted in transit
• Encryption at rest in secure storage
• Bank-level security standards

Access Control

• Staff see all documents
• Clients only see their own horses’ documents
• Granular permission settings
• Audit logs track who accessed what

Compliance

• SOC 2 Type II certified
• GDPR compliant
• Regular security audits
• Automatic security updates

Data Retention

• Documents preserved even if horse is archived
• Export documents anytime
• Delete permanently if needed
• 30-day recovery window for deleted documents

Search & Find Documents

Find any document quickly:

Universal Search

• Search by horse name
• Search by document type
• Search by date range
• Find by keywords in document names

Filter Options

• Filter by document category
• Filter by horse
• Filter by client
• Filter by upload date

Quick Access

• Recent documents on dashboard
• Expiration warnings for Coggins tests
• Missing document alerts
• One-click download

Mobile Access

Manage documents on the go:

• Upload photos directly from phone camera
• Scan documents with mobile app
• View documents from anywhere
• Share documents with vets or trainers
• Offline viewing of previously opened documents

Integration with Other Modules

Documents connect seamlessly with other EquineOps features:

Horse Profiles

• All documents visible in horse profile
• Quick links to Coggins and registration
• Document count displayed on profile card

Health Tracking

• Coggins test dates tracked automatically
• Vaccination record reminders
• Health certificate expiration alerts

Client Portal

• Clients view documents for their horses
• Clients can upload documents
• Automatic notifications when new documents added

Tasks & Reminders

• Create tasks for missing documents
• Reminders for Coggins test renewals
• Alerts for expiring registrations

Common Scenarios

New Horse Arrival

When a new horse arrives:

1. Upload registration papers
2. Add current Coggins test
3. Upload health certificate
4. Add any veterinary records
5. Scan boarding contract
6. AI extracts key information automatically

Coggins Test Renewal

When annual Coggins test arrives:

1. Take photo or scan PDF
2. Upload to horse’s profile
3. AI extracts test date and results
4. System updates expiration tracking
5. Old Coggins retained for history

Pre-Purchase Exam

Organizing PPE documents:

1. Create folder for prospect horse
2. Upload vet reports
3. Add radiographs
4. Include blood work results
5. Share with client via portal

Show Season

Preparing for competition:

1. Download health certificate
2. Download current Coggins
3. Download registration papers
4. Email all required documents
5. Upload show results after event

Troubleshooting

AI Extraction Not Working

If AI doesn’t extract data:

• Ensure document is clear and readable
• Try scanning at higher resolution
• Manually enter data as backup
• Contact support with document sample

Upload Failures

If uploads fail:

• Check internet connection
• Reduce file size (compress images)
• Try uploading one file at a time
• Clear browser cache and retry

Can’t Find Document

If you can’t locate a document:

• Use universal search
• Check archived horses
• Look in client’s profile
• Contact support to search by date range

Document Appears Blurry

If document quality is poor:

• Re-scan at higher DPI (300+ recommended)
• Use color scanning for better contrast
• Upload original file instead of screenshot
• Use PDF format instead of photo

Next Steps

Now that you understand document management, explore:

• Uploading Your First Document - Step-by-step upload guide
• AI Document Extraction - How AI reads your documents
• Adding Horses - Create horse profiles for document linking
• Client Portal Setup - Enable client document access

Need Help?

Questions about document management? Our support team is ready to assist:

• Email: support@equineops.com