Employees spend nearly 20% of their workweek, the equivalent of a full day, searching for and gathering information, according to Microsoft’s 2023 Work Trend Index. That adds up to about 400 hours per person every year. Imagine what your team could achieve if that time were redirected toward innovation, strategy, or closing the next major deal.
In today’s business environment, where speed and precision are critical, this inefficiency is more than an inconvenience. It is a competitive disadvantage. Whether you are preparing for an audit, managing legal due diligence, or navigating a merger, instant access to vital documents is essential.
That is where ContractZen’s SmartIndex comes in. Built to simplify governance, risk, and compliance (GRC) processes, SmartIndex helps organizations reclaim lost time and keep workflows running smoothly. Let’s explore what it is, how it works, and three powerful ways it can transform the way you operate.
Think of all your corporate records, financial statements, key contracts, IP documentation, legal compliance materials, and HR-related files organized in one secure hub, then reshaped into customized folder structures based on your needs - without moving a single document. That is SmartIndex in action.
When paired with ContractZen’s Virtual Data Room (VDR), SmartIndex enables secure and instant document sharing with external stakeholders. It comes with pre-built templates for processes like legal due diligence and ESG (Environmental, Social, and Governance) reporting, which can be used as they are or customized to your exact needs. Prefer to design your own? You can easily create a unique SmartIndex structure from scratch. It is flexible, intuitive, and built to help businesses stay ahead.
Audits are rarely simple, but SmartIndex makes them far less stressful. With customizable templates, you can quickly organize essential records such as financial statements, compliance certificates, and board minutes into an auditor-ready structure. Adjustments are easy, and once prepared, the package can be securely shared with auditors through the VDR. The result is a smoother process and stronger confidence in your compliance posture.
Due diligence requires both speed and accuracy. SmartIndex’s dedicated templates provide a ready-made structure for contracts, permits, IP records, and more. You can edit categories or build a new index to align with your specific checklist. Combined with robust search functions and secure VDR sharing, SmartIndex ensures that legal teams stay on track and on time.
M&A activity depends on clear communication and flawless organization. SmartIndex supports this by offering flexible templates, such as ESG-focused indexes, or the option to design deal-specific folder structures. Secure collaboration through the VDR ensures stakeholders stay aligned, helping transactions progress with clarity and efficiency.
When combined with ContractZen’s secure VDR and powerful search capabilities, SmartIndex elevates professionalism and efficiency, whether you are preparing for an audit, supporting legal teams, or advancing an M&A process.
It is no surprise that 70% of employees say they would be more productive with better tools to find information, according to Microsoft’s Work Trend Index (Microsoft Work Trend Index 2023). SmartIndex is that solution turning wasted hours into meaningful progress.
SmartIndex is part of a broader ecosystem designed to simplify governance and compliance. The ContractZen platform also includes:
Together, these tools create a seamless governance cloud that helps organizations stay compliant, agile, and audit-ready.
SmartIndex keeps your documents organized, but efficiency can be taken even further with ContractZen’s AI Assistant. This add-on uses Microsoft Azure OpenAI technology to automate metadata extraction, making document categorization effortless. It also provides AI-driven insights that highlight risks and key information within seconds. The result: faster, smarter compliance workflows that empower your team to act with confidence.
Every hour wasted searching for documents is an hour lost to growth and innovation. With SmartIndex, you can transform how your organization manages, shares, and secures critical information.
Ready to unlock efficiency and stay ahead of the curve? Visit the SmartIndex page on ContractZen’s website and see how it can transform your workflows today.