Software

Document archive management software.

A digital record card for your paper archive: where every file is, who holds it and when it will be destroyed, all on a single screen.

ScopePrinted documents + digital copy
DatabaseSQL Server · Oracle
IdentityActive Directory

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In brief

What is document archive management software?

It is web-based software in which printed documents and files are registered, their physical location (room, shelf, box) is tracked, they are lent out and returned, and they are destroyed once the retention period expires. Scanned copies can be linked to the record, but the software’s main job is to keep the paper archive orderly, traceable and audit-ready.

The problem

The five most common problems in paper archives

The document exists but cannot be found

A register book or Excel list does not tell you which room or shelf a document is on. In the software, each file’s record card and location are kept together.

No one knows who has it

When a borrowed file does not come back, the search begins. Who took it, when, and the return date are all recorded.

No one knows when to dispose of it

Documents past their retention period either take up space for years or are discarded too early. The destruction module ties the retention period to the system.

Every unit has its own system

When units file differently, the organisation’s archive cannot be consolidated. A standard file plan enforces a single structure.

Access is not visible

With role-based permissions, each user sees only the records they are authorised to access.

Record card, file plan and location

The backbone of the archive

Each document is registered with a record card and linked to its place in the standard file plan. The physical location sits in the same record, so a document found on screen can also be found on the shelf.

Defining and managing the standard file plan in the system
Keeping the document record card and physical location in a single record
Dedicated screens for unit and institutional archives
Parametric structure: fields and lists are configured to your organisation

Numbered and labelled archive boxes on shelves

Loan-return and destruction cycle

The whole life of a document

When a document leaves the archive, who has it and when it is due back are recorded. When the retention period ends, the document goes onto the destruction list and the process is recorded.

Loan tracking module: who took it, when, return date
Destruction module: reporting on documents whose retention period has expired
Digital access that reduces physical wear on documents
Single-point search that prevents wasted time and space

Archive shelves filled with folders and boxes

Tasks, permissions and announcements

Teamwork

Archive work involves more than one person. Tasks are assigned to users, the permission structure determines who can see and change what, and the announcement area keeps the team informed.

Assigning tasks to users
Flexible, role-based authorisation
News and announcements published within the system
Simultaneous access to records by multiple users

Narrow shelf aisle filled with archive files

Infrastructure

Technical infrastructure and integration

Web-based

Runs in the browser; no separate installation on each computer. Screens are HTML5-compliant and responsive on mobile devices.

Database options

Runs on SQL Server or Oracle and adapts to your organisation’s existing database infrastructure.

Active Directory

Users sign in with their organisation account; no separate password management is needed.

Parametric structure

Fields, lists and screens are adapted to your organisation through settings rather than coding.

Setup

How is it deployed in your organisation?

File plan and inventory

The file plan your organisation uses, its units and document types are mapped out.

Structure and permission setup

Units, users, roles and retention periods are entered into the system.

Preparing the records

Existing record lists are organised; if necessary, documents are barcoded and scanned.

Pilot unit

We start with one unit and test the screens and workflows in the field.

Roll-out and training

Other units are added, users are trained and the support process begins.

Use cases

Who is it for?

Public institutions and municipalities

Organises official correspondence according to the standard file plan and carries out destruction processes on record.

Universities

Provides role-based access to student files, academic documents and administrative correspondence.

Banks and financial institutions

Organises heavy document traffic and quickly retrieves the record requested in an audit.

Archive and library directorates

Makes loan-return and document location traceable from a single system.

Ask yourself before you buy

Short decision checklist

If you have answers to the questions below before requesting a quote, the installation time and scope can be defined much more precisely.

Which file plan does your organisation follow, and do all units use the same plan?
How many units, how many users and approximately how many files will be registered?
Is the existing database SQL Server or Oracle?
Will users sign in with Active Directory?
Are the documents barcoded, or is physical organisation needed first?
Is a digital copy (scanning) required, or will only the printed archive be managed?

Physical archiving and barcoding

FAQ

Frequently asked questions.

Is document archive management software the same as a digital archive?

No. A digital archive is the service of scanning and indexing documents. Document archive management software is the system that manages the registration, location, loans and destruction of the printed archive; scanned copies can be linked to this record. The two can be installed together.

Our paper archive is very disorganised. What should we do first?

First, an inventory is made: which document type, in which unit, and how much. Then retention periods and the file plan are defined, and the software is built on top of that structure. Importing a disorganised archive into software as it is only makes the problem bigger.

How does the destruction process work in the software?

A retention period is defined for each document type. Documents whose period has expired are reported and placed on the destruction list. Because the decision and action are recorded, they can be audited afterwards.

Does it connect to our existing identity infrastructure?

Yes. Active Directory integration is available; users sign in with their organisation accounts and permissions are set through roles.

Can we start with only certain units?

Yes. Thanks to dedicated screens for unit and institutional archives, you can start with one unit and add the others later.

Do installation, training and support also come from you?

Yes. Installation, user training and subsequent support are provided by the same team. Hardware needs such as barcodes, scanners and servers can be included in the same proposal.

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