info@cpf.or.ke+254 111 114 000Mon–Fri 08:00 – 17:00
DATA, DIGITIZATION
& ARCHIVAL SOLUTIONSRequest a Consultation
Document Digitization

Records that hold upto scrutiny.

Enterprise data digitization, electronic records management and archival solutions for institutions in Kenya and the region.

Request a ConsultationSee how we work
Governance-backedPart of the CPF Group
Compliance-alignedKenyan data protection & sector rules
End-to-endAudit to EDRMS to long-term support
Security-firstChain of custody at every phase
Solutions

Five capabilities, one information strategy

We are not just a scanning service. We are digital transformation partners.

01Document DigitizationBulk scanning, OCR and searchable files, indexing and metadata.02Electronic Records ManagementRole-based access, workflow automation, retention scheduling.03Secure Records ArchivalPhysical and hybrid custody, controlled retrieval, recovery.
04Data Governance & CompliancePolicies, retention frameworks, advisory, risk mitigation.05Digital Transformation AdvisoryAudit, strategy, system design, change management.
Industries

Every sector manages information differently

Growing data volumes, regulatory pressure and the need for secure, efficient systems are universal. Our solutions are configured around the compliance reality of your sector.

A government administrative building
Public records managementGovernment & Public SectorStatutory records, registry modernisation and controlled public access, built to the standards auditors expect.
A pension scheme member records office
Member files & claimsPension Schemes
A banking hall counter
Audit-ready recordsFinancial Institutions
Utility infrastructure under inspection
Billing, metering, asset filesWater & Utilities
A university records office
Student & academic recordsEducation
A corporate office floor
Contracts, HR, financeCorporates & SMEs
Field staff reviewing programme documentation
Programme & donor reportingNGOs & Development
Our process

A structured, secure, scalable approach

See the full methodology
  1. 1Assessment & Records AuditUnderstand before we transform.
  2. 2Strategy & System DesignBuild the right digital architecture.
  3. 3Digitization & MigrationSecure conversion and data structuring.
  4. 4Deployment & TrainingAdoption, not just installation.
  5. 5Support & OptimizationContinuous improvement and sustainability.
Security & compliance

Security is foundational to everything we do

We align our systems with Kenyan data protection regulations, industry-specific regulatory frameworks, financial and audit reporting standards, and public records management requirements.

Read our standards
Chain-of-custody proceduresEvery transfer logged, signed and timestamped.
Role-based access controlPermissions scoped to role, not to individual.
Data encryption protocolsEncrypted in transit and at rest.
Secure cloud or on-premise hostingDeployed wherever your policy requires.
Disaster recovery & backupTested restore paths, not just copies.
Audit trail functionalityEvery action attributable and reviewable.
Blog

Notes on records, compliance and digitization

Read all posts
A desk with policy documentation under review
Compliance12 Aug 2025What the Data Protection Act asks of your paper archiveRetention schedules, lawful basis and the practical steps institutions take before a single box is scanned.
Colleagues reviewing records governance documentation
Digitization29 Jul 2025Why a records audit comes before the scannerVolume, condition and classification decide the cost of a digitization programme far more than scanning speed does.
A workstation displaying an electronic records management system
EDRMS03 Jul 2025Choosing retention rules your regulator will acceptA short guide to mapping statutory retention periods onto an electronic records management system.