Records
& Archiving

Records
& Archiving

Unified Records & Archiving for Complete Information Governance

In today’s complex regulatory environment, managing your official records is a critical function. This challenge is compounded when your most important information exists in two separate worlds: digital files on your servers and physical documents in filing cabinets and offsite warehouses. A disconnected approach to managing these assets creates significant compliance gaps, operational inefficiencies, and unacceptable business risks.

Our Records & Archiving solution provides a single, unified platform to enforce your information governance policies across the entire lifecycle of your records, both digital and physical. By creating a digital twin for every physical asset and managing it with the same rules as your electronic content, we bridge the gap between your physical and digital worlds, enabling true, defensible, and hybrid information governance.

The Need For Change

Without a unified system to manage both physical and digital records, organizations face a dual set of challenges that magnify their risk:

Disconnected Governance Policies

A retention policy applied to a digital contract is often completely disconnected from the physical copy stored in a box, leading to inconsistent disposition and major compliance failures.

Invisible Physical Inventory

Physical archives become “dark data.” Locating a specific box or file is a time-consuming manual hunt, and there is no easy way to know what you have, where it is, or when it should be destroyed.

Increased Storage Costs

Without a system to systematically identify and dispose of physical records that have passed their retention period, organizations pay for unnecessary storage space year after year.

High Litigation and Discovery Costs

During legal discovery, teams must conduct separate, costly searches for both electronic data and physical files, doubling the effort and increasing the risk of missing critical information.

Operational Inefficiency

Manual, paper-based processes for tracking physical files, managing retrieval requests, and handling disposition approvals are slow, error prone, and lack a defensible audit trail.

Our solution addresses these issues by bringing your physical archives under the same centralized, digital control as your electronic records.

What We Deliver

Enterprise Records Management (The Governance Layer)

A Flexible File Plan

We help you design and manage a comprehensive file plan that mirrors your business functions, allowing you to classify all records, digital and physical, according to a consistent structure.

Automated Retention Policies

You can create complex, event-based retention schedules that automatically apply to all applicable records, ensuring compliant lifecycle management.

Defensible Disposition

Our platform automates the disposition process, routing records that have met their retention period through a formal review and approval workflow before their final, audited destruction.

Unified Legal Holds

We allow you to instantly suspend the disposition of all related records, both physical and digital, with a single click to support litigation and audits.

    Physical Archive Management (The Physical Control Layer)

    Digital Inventory of Physical Assets

    We provide tools to create a complete digital inventory of all your physical assets, from entire file rooms down to individual folders and documents.

    Physical Warehouse Structuring

    You can model your physical storage locations, including warehouses, rooms, aisles, shelves, and boxes, creating a virtual map for easy location and retrieval.

    Barcode and RFID Labeling

    Our solution allows you to generate and manage unique barcode labels for your boxes and files. This enables rapid tracking of movements, audits, and chain of custody with simple mobile scanners.

    Circulation Management

    We digitize the request process. Users can electronically search for and request physical files. The system manages the entire circulation workflow, including check out, check in, and transfer tracking.

      Ensure Complete and Defensible Compliance

      Confidently meet your regulatory obligations by applying consistent, automated retention policies to your entire record inventory, both physical and digital.

      The Value
      You Gain

      Accelerate Retrieval of Physical and Digital Records

      Empower your employees to find the information they need in seconds, whether it is a digital file they can download instantly or a physical file whose exact box and shelf location is immediately identified.

      Gain Total Visibility Over All Information

      Create a single, unified view of your information landscape. You can eliminate “dark” physical data and ensure every record is part of your governance strategy.

      Drastically Reduce Physical Storage Costs

      By systematically identifying and justifying the destruction of physical records that have passed their retention date, you can significantly reduce your offsite storage expenses.

      Minimize Litigation Risks and Costs

      Streamline your eDiscovery process with a single point of search for all relevant records and easily manage legal holds across all content formats.

      How It Works

      Our solution creates a seamless, hybrid records management experience.

      01

      Registration

      A physical contract arrives. It is scanned to create a digital copy. Both are registered in the system as a single record.

      03

      Physical Tracking

      The physical document is placed in a folder within a barcoded box. The box’s location, such as Shelf A1, Row B, Room 101, is scanned and updated in the system.

      03

      Unified Policy Application

      The retention policy, for example “Contract plus 7 years,” is automatically applied to the unified record.

      01

      Hybrid Hold

      Years later, a legal matter arises. A legal hold is placed on the case file, instantly freezing the disposition clock for both the digital copy and the physical box.

      03

      Unified Disposition

      Once the retention period ends and all holds are released, the record appears on a disposition approval list. Upon approval, the system triggers two actions: the permanent deletion of the digital file and a work order for a records manager to pull and destroy the physical box, all tracked under a single Certificate of Destruction.

      The Impact It Creates

      • Bridges the critical gap between your physical and digital worlds.
      • Transforms information governance from a partial solution to a complete strategy.
      • Provides a single source of truth for your entire corporate memory.
      • Build a legally defensible framework for your complete information lifecycle.
      • Turns your physical archive from a cost center into a managed, compliant asset.