Case Study

How Covalent Replaced OneDrive and Stopped Losing Track of Expiring NDAs

Impact at a glance

Here is what changed after Covalent moved contract storage, renewal tracking, and metadata management into ContractSafe.

2,500+

agreements centrally managed in ContractSafe

Automated

renewal and expiration alerts replacing manual tracking

AI-assisted

metadata extraction reducing manual administrative work

The Challenge

Managing contract renewals across a growing organization

Covalent, formerly Covalent Metrology, is an advanced analytical lab and materials-characterization partner serving teams in semiconductors, electronics, energy storage, photonics, aerospace, and advanced materials.

As the organization grew, contract volume expanded across NDAs, MSAs, vendor documentation, certifications, and confidential IP-related agreements. Before ContractSafe, those agreements were stored primarily in OneDrive. The team had documents, but not centralized metadata, automated renewal notifications, or structured visibility into which agreements needed attention.

Manual renewal tracking created risk around expiring agreements, especially NDAs with multi-year terms.

"OneDrive gave us a place to store agreements, but it was not a contract management system. As our volume grew, we needed a better way to track dates, tag agreements, route signatures, and find documents quickly."

- Shayne Hussain, Sr. Operations Manager

Covalent evaluated expanding internal systems, but the team concluded that a dedicated contract management system would be more scalable and easier to manage than trying to force contract workflows into general-purpose storage.

ContractSafe's Solution

A centralized repository, automated alerts, and AI-assisted extraction

Covalent chose ContractSafe because it gave the team a clean, searchable repository without adding unnecessary operational complexity. The selection came down to ease of use, responsive support, migration assistance, pricing, and the ability to configure tags and fields around the way Covalent works.

"We looked at a good amount of other platforms, and ContractSafe was the best fit for our usage. The UI, customer support, migration support, pricing, and customization all mattered."

- Shayne Hussain, Sr. Operations Manager

The team configured ContractSafe around the agreement types they manage day to day: NDAs, MSAs, vendor forms, pricing agreements, certifications, and sensitive IP-related documents. Custom tags and metadata made those records easier to find, filter, and maintain.

Automation where manual tracking used to create risk

Automated renewal alerts give Covalent visibility into upcoming expirations before agreements create operational surprises.
AI-assisted extraction captures core fields such as term dates, counterparty names, contract types, and other metadata during upload.
Search and custom tagging help the team retrieve agreements across a 2,500+ document library without relying on folder memory or manual naming conventions.

"The AI pulls in fields like term dates and company names, so I can review and confirm instead of entering everything manually. That has been a big time-saver."

- Shayne Hussain, Sr. Operations Manager

Rollout & Results:
2,500+ agreements now managed in one searchable system

"ContractSafe is quick, easy to use, secure, and backed by responsive customer support. Everything important is in one system, and we can find what we need when we need it."

- Shayne Hussain, Sr. Operations Manager

Renewals no longer depend on manual tracking

Automated alerts give Covalent advance visibility into expiration and renewal dates, especially for NDA terms that can otherwise disappear inside a shared drive.

Searchable access to a 2,500+ agreement library

NDAs, MSAs, vendor forms, certifications, pricing agreements, and IP-sensitive documents now live in one searchable repository with contract-specific metadata.

Less administrative work during upload

AI-assisted extraction captures core fields during intake, so the team can verify metadata instead of entering every date, counterparty, and contract type manually.

Stronger governance for sensitive agreements

Covalent can manage confidential and IP-related agreements in a structured system instead of relying on folder naming, memory, and ad hoc follow-up.

Responsive support when the team needs help

The team called out ContractSafe's support as consistently responsive, making administration easier for both operations leadership and day-to-day system users.

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“We wanted something that was easy-to-use, that was the most important thing that we were looking for. We’ve chosen the right platform with ContractSafe and we’ve gotten a lot of compliments. Whenever you roll out any new program, you expect some constructive criticism but all we’ve gotten are kudos.”

"ContractSafe has been an amazing enabler, helping us automate other processes and level up our ability to manage an increasing volume of highly custom customer engagements."

"ContractSafe has been a lifesaver to our company. We finally have a central location to store and keep track of our contracts. Uploading documents is a simple process and the search feature is a lifesaver. Everything is organized and easy to find, and the renewal reminders help us keep on top of any upcoming expiring contracts. Their customer support is excellent.