Solution 02

An EDRMS configured to your governance model, not a generic install

Records lifecycle management with classification, retention scheduling, legal holds, role-based access and audit trails — across electronic and physical records alike.

A workstation displaying an electronic records management system

Document management and records management are not the same discipline. A document management system helps people store, find and collaborate on files. A records management system governs evidence: what must be declared as a record, who may see it, how long it is kept, when it must be destroyed, and how all of that is proven afterwards.

Institutions under regulatory supervision need both, and they need them coherent. We implement an EDRMS around your classification scheme and retention schedule so that governance is enforced by the system rather than left to individual discipline.

What you get

Retention applied automatically rather than by memoryEvery access and change attributable to a named userDisposition that is documented and defensibleOne search across electronic and physical holdings

What the system governs

Scope of the service

Document & records lifecycleThe full path from creation or capture, through active use and declaration as a record, into retention and finally disposition.

Capture & classificationRecords captured from scanning, email, line-of-business systems and desktop, then classified against your file plan at the point of entry.

MetadataA metadata model that supports retrieval, retention and reporting, with mandatory fields enforced so incomplete records cannot quietly accumulate.

Version controlWorking drafts kept distinct from declared records, with version history preserved and the authoritative version unambiguous.

Workflow & approvalsReview, approval and sign-off routed automatically, with each step timestamped and attributable rather than tracked over email.

Role-based access controlPermissions scoped to role and function rather than to individuals, so access rights survive staff movement and are auditable.

Audit trailsA complete record of who viewed, edited, moved, exported or deleted what, and when — the evidence an auditor or regulator will ask for.

Retention schedulesStatutory and policy retention periods encoded against the file plan so records become eligible for disposition automatically.

Legal holdsHolds that suspend destruction for records caught by litigation, investigation or audit, and release cleanly once the matter closes.

Records dispositionReviewed, approved and logged destruction or transfer to archive, producing a defensible disposition record rather than a silent delete.

Physical & electronic recordsPhysical files tracked in the same system as electronic ones, with barcoded locations, movement history and one point of search.

Search & retrievalMetadata and full-text search across the repository, filtered by the permissions of the person searching.

Backup & recoveryBackup regimes and tested restore paths appropriate to the criticality of the records held.

IntegrationsConnection to the systems where records originate — finance, HR, membership, case management — so capture is not a manual step.

Compliance reportingReporting on retention status, disposition activity, access exceptions and holds, to evidence that the policy is actually operating.

01Records audit & file planExisting holdings, classification practice and statutory obligations are assessed to produce a workable file plan.

02Retention schedule designRetention periods are mapped to record classes against the legislation and sector rules that apply to you.

03System configurationClassification, metadata, security model, workflows and disposition rules are configured and tested against real cases.

04Migration & rolloutExisting digital and digitized records are loaded with their metadata, and the system is released to users in controlled phases.

05Training & adoptionRole-based training, administrator handover and post-go-live support, because an unused system governs nothing.

Aligned with

Standards this work answers to

Kenya Data Protection Act, 2019Public records management requirementsSector-specific retention obligationsAudit and financial reporting standards

Questions

Common questions

What is the difference between document management and records management?

Document management is about working with files: storing, versioning, sharing and finding them. Records management is about evidence and obligation: declaring which items are records, controlling who may see them, keeping them for a defined period, holding them when required and destroying them in a documented way. Most institutions need both, and confusing the two is the usual reason a system fails an audit.

Do we have to replace our existing systems?

Can the system manage physical files too?

How are retention rules kept current when regulations change?

Where this connects

Document DigitizationBulk scanning, OCR, indexing Secure Records ArchivalPhysical, hybrid, disaster recovery Data Governance & CompliancePolicies, retention, advisory Digital Transformation AdvisoryAudit, strategy, change management

Talk to us about electronic records management

Tell us about your records environment and we will come back with a structured next step: an assessment, a scope or a proposal.