Destaque Gestão Documental: Control, agility and confidence in audits

How McFile became the strategic foundation for Destaque Gestão Documental’s compliance, security, and efficiency

Client: Destaque Gestão Documental
Headquarters: Rio de Janeiro, Brasil

Sobre a empresa

Destaque Gestão Documental is a Brazilian company specializing in document management services, offering solutions ranging from digitalization and physical document storage to electronic cloud management. Acting as a strategic partner for organizations that need to comply with regulatory requirements, the company ensures security, standardization, and traceability at every stage of information management.

O desafio: sem uma plataforma estruturada, o compliance seria lento, frágil e sujeito a erros

From the outset, Destaque Gestão Documental adopted McFile as its core solution for managing and structuring its documents. When the current managers took over, the platform was already part of the company’s routine, meaning its impact was felt not by its absence, but by the tangible gains it brought over time.

Even so, imagining operations without McFile reveals a clear scenario: manual tasks, disorganization, rework, and operational risk. The lack of version control, standardization, and traceability would directly compromise productivity, information security, and responsiveness in audits.

“Without McFile, we would spend much more time on operational tasks, such as manually sending documents, checking versions, and organizing files.”
— Patrícia Furtado, Administrative Manager

From a compliance perspective, the document structure offered by McFile has become essential. In audits, for example, the ability to locate training records, minutes, receipts, and evidence in just a few seconds represents a significant advantage, both in terms of speed and reliability.

“We use McFile extensively for compliance monitoring. It makes all the difference in our audit process and helps us prepare for certification.”
— Vinicius Paiva, Head of Security and Technology

The combination of administrative vision and technical governance reinforces McFile’s role as a pillar of the operation: it not only organizes, but also supports the continuity and credibility of processes, especially in critical areas such as information security, project control, and regulatory compliance.

Por que a McFile foi escolhida

McFile has always been part of Destaque Gestão Documental’s operations. But it was with the pursuit of ISO certifications that the platform established itself as a strategic component of the company’s compliance.

“The decision was based on document control, information security, and compliance with ISO standards. This is essential for our audits.”
— Patrícia Furtado

What has ensured McFile’s continued success over the years is its combination of stability, completeness, and adherence to best compliance practices. The platform has always proven versatile, practical, and capable of keeping pace with the company’s growth.

During the process of implementing and improving the use of the tool, the Destaque team made essential adjustments to ensure maximum adherence to its operational reality, such as:

• A criação de modelos documentais padronizados, que hoje são base dos fluxos internos;
• A configuração de áreas de sigilo e permissões específicas, fundamentais para a proteção de dados sensíveis;
• A adaptação do sistema aos fluxos reais da operação, garantindo que a segurança caminhe junto com a agilidade.

In addition to offering the right features, the platform stands out for its close, partner-based support, which understands the customer’s needs and actively contributes to ensuring the system works optimally.

This combination of factors means that McFile is no longer just a tool, but a pillar supporting the company’s document governance.

Resultados: mais controle, rastreabilidade e auditorias mais tranquilas

The platform brought clear gains in agility, standardization, and traceability, essential aspects for day-to-day operations and, above all, for complying with regulatory and audit requirements.

Using McFile as a compliance control tool has become a differentiator. With organized, standardized, and traceable documents, audits, which are typically stressful times for many companies, have become agile and smooth processes.

“During audits, when the auditor requests a record, we simply open the platform and show it to them. Training records, meeting minutes, project documentation… everything is there, structured and ready to be presented.”
— Vinicius Paiva

This structure allows for prompt response to any auditor request: training records, project documents, minutes, proposals, and other evidence are centralized and accessible, significantly reducing audit time and increasing confidence in the process.

In addition to compliance, there was also a noticeable improvement in internal communication and cross-functional alignment. With all employees accessing and working on the same documents, decision-making became faster and more assertive.

O que mudou na prática

Today, the team can easily find what they need, respond confidently to auditors, and keep all documentation organized and auditable.

Main gains observed:

• Agilidade nas auditorias, pois os registros são localizados de maneira rápida e sem estresse;
• Organização, uma vez que todos trabalham com documentos padronizados e atualizados;
• Rastreabilidade, pois cada ação deixa histórico e garante conformidade;
• Redução de retrabalho, porque a padronização evita duplicidade e perda de informações.

 

Today, the team works more efficiently and predictably. Information is not only available, it’s reliable, organized, and protected.