Traditional solutions often involve cumbersome workarounds, like overwriting files via FTP or manually updating links, which can compromise the very essence of using a CMS.

At Monarch Digital, we’ve developed a new Document Management Methodology that transforms how documents are handled in Drupal. Our new approach ensures that the public URL always points to the latest version of a document, preserves comprehensive revision histories, and enhances security by restricting access to outdated versions. Originally designed for the Texas Education Agency and successfully implemented for critical document libraries at the City of Colorado Springs, the National Security Archive at GWU, and Black Hills Energy Services, this methodology is now our standard for all new Drupal projects.

How is this methodology different from default Drupal behaviors?

Default Drupal

Directory Structure: All files are prefixed by /sites/default/files (e.g.,  https://example.com/sites/default/files/document.pdf).

Document Revisions: Adds a suffix to filenames (e.g., https://example.com/sites/default/files/document_0.pdf).

Access Control: All versions, including past versions, are publicly available.

Integration: Limited integration options without additional custom development and cumbersome workarounds.

Our Solution

Directory Structure: Completely configurable, allowing for folder or tag-based organization (e.g., https://example.com/foldera/folderb/document.pdf).

Document Revisions: Maintains the same URL, always delivering the latest version.

Access Control: Only the latest revision is publicly accessible, with past versions viewable by users with appropriate permissions.

Integration: Simple integration with other modules and APIs to enhance document management capabilities.