Electronic Archiving & Workflow System
The Challenge
Paper slows service. Files get lost. Versions multiply. Staff spend hours searching. Audits stall because records are incomplete and approvals are unclear. Compliance risk grows as retention rules are not enforced.
Our Solution
One system to capture, organize, approve, and find documents fast. Scan or import in bulk. Apply OCR, metadata, and retention rules at the point of capture. Route for review with clear ownership and timestamps. Control access with roles. Keep a complete audit trail for every action. Retrieve any record in seconds.
Key Benefits
- Shorter retrieval time with full text search and precise filters.
- Lower risk with enforced retention, legal hold, and audit logs.
- Faster approvals through configurable workflows and SLA reminders.
- Fewer errors with structured metadata and version control.
- Clear ownership of documents and actions across departments.
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Key Features
Capture and ingestion
Scan from MFPs and desktop scanners. Ingest email, shared folders, and legacy archives. Bulk import with CSV maps. OCR for searchable text.
Metadata and indexing
Apply templates for document types. Required fields, picklists, and validation. Auto extract dates and identifiers. Tag by department and project.
Access control and permissions
Role based access. Department and folder scopes. Share links with expiry where allowed. Redact sensitive fields.
Retention and compliance
Define retention schedules. Legal hold for investigations. Automatic review and disposition with approvals. Complete audit trail of actions.
Workflow and approvals
Drag and drop routing. Parallel or sequential steps. SLA timers and reminders. Escalations for overdue tasks.
Search and retrieval
Global search with filters by type, date, owner, and tags. Full text search across scanned and digital files. Saved searches and smart folders.
Versioning and records management
Track versions with comments. Lock final records. Compare versions and restore when needed.
Integrations and APIs
REST APIs and webhooks. Connect to email, procurement, finance, and case systems. Export to PDF or CSV.
Reporting and activity logs
Dashboards for throughput, approval time, and workload by team. Exportable logs for audits.
Who uses it
Records officers, municipal clerks, compliance and legal teams, department administrators, and IT teams responsible for information governance.