Digital Archive and Document Management | OCR, Retention, Encryption

What is included?

Full-text search in scanned documents and PDFs via OCR

Coded file plan, document types and type-specific fields

Role- and folder-based permissions, protection for confidential documents

Version history on every change; earlier versions are never lost

Retention periods by document type and dual-approval disposal

Tamper-evident audit log and file integrity checks

AES-256 encrypted storage: our servers, Google Drive, OneDrive or Amazon S3

Personal-data flagging and an interface in 9 languages

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Open your archive, not your filing cabinets

Documents scattered across cabinets, email attachments and different computers waste time and create risk during audits. With a digital archive every document is in one place, searchable, protected by permissions, and every access is on record.

From the first day of a document to its disposal

Upload and classify

Upload one by one or in bulk with drag and drop; organise with folders, document types, tags and type-specific fields such as amount, due date or registry number.

Find and share

Find documents in seconds by a single word inside them, and share only with the right people through role and folder permissions.

Retain and dispose

Retention is calculated by document type; expired items are disposed of properly with dual approval and a written record.

Always ready for audit

Every view, download, edit and deletion is written to a tamper-evident audit log
A SHA-256 fingerprint of every file is stored, so changes can be checked with one click
Documents containing personal data are flagged and can be filtered separately
The system warns you when the same file is uploaded twice

Who is it for?

Law and accounting firms, healthcare providers, HR departments, municipalities, schools and any company that handles many contracts, invoices or personnel files.

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See the features, security and plans on the Arkivo site, or sign up and upload your first documents. We help with bulk migration.

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How does the Digital Archiving Solutions process work?

File plan

We review your departments and document types and set up the coded folder structure and retention periods with you.

Migration

We bulk-import your existing digital documents and prepare a scanning and classification plan for paper archives.

Permissions

We define users, roles and folder access, and flag confidential documents.

Training and support

We show your team how to upload, search, share and dispose of documents, and support you throughout.

Frequently asked questions

Can I search inside scanned documents?

Yes. The text of uploaded PDFs and images is read with OCR and becomes searchable. Word, Excel, e-invoice XML and emails are searchable too, so a single word inside a document is enough to find it in seconds.

Where are my documents stored, and are they safe?

Keep the archive on our servers or on your organisation's Google Drive, OneDrive or Amazon S3 account. Files sent to the cloud are encrypted with AES-256 using a key unique to your organisation, so not even the storage provider can read them.

Who can see which documents?

There are owner, archive manager, records officer and viewer roles. Folders such as personnel or case files can be opened only to the people you choose, and documents can also be marked confidential. Every view and download is logged.

How are documents disposed of when their retention period ends?

Retention is calculated automatically from the document type and expired items are listed. A second authorised user approves the disposal list, the files are deleted and a printable disposal record is produced.

Digital Archiving Solutions