Kenya's Professional Records Management Consultancy

Professional
Digital Records
Transformation

We help SMEs, NGOs, and government entities convert chaotic paper records into secure, searchable digital systems — for Kenya's organisations that take compliance seriously.

Explore Our Services Book Free Consultation
ODPC Registered Data Processor — Kenya
Kenyan Cloud Hosting Your data stays in Kenya
Scalable Engagements Sized to your scope
DIGITAL REGISTRY — LIVE SYSTEM
Documents Indexed 4,832 ↑ OCR
Search Results Instant 0.3s
Compliance Status KRA Ready ✓
Last Backup Today Offsite
Active Users 8 Staff Online
Set Up My Digital Registry →
8+
Core services covering every stage of records transformation
CUSTOM
Proposal tailored to your organisation
6+
Client sectors served across Nairobi
2–3
Days to have your digital registry live and operational
What We Do

End-to-End Digital
Records Services

Eight specialist services — delivered as standalone engagements or as a complete transformation programme.

View All Services →

Records Audit & Assessment

We assess your current records situation and deliver a clear written action plan — in 1 to 3 days on site.

Get a Proposal → Learn more

Physical Records Organisation

We sort, classify, and label your paper files using a professionally designed filing scheme before digitisation begins.

Get a Proposal → Learn more

Document Digitisation

High-volume professional scanning with full English and Swahili OCR — every document becomes searchable in seconds.

Get a Proposal → Learn more

EDMS Implementation

We implement and fully configure a professional Electronic Document Management System for your organisation — custom-built for your document types, users, and compliance requirements. Browser-based access from any device.

Get a Proposal → Learn more

Retention & Disposal Policy

A legally grounded retention schedule aligned to KRA (5 years), PPADA (6 years), SASRA, and the Kenya Data Protection Act 2019.

Get a Proposal → Learn more

Staff Training

Hands-on training sessions so your team is confident and actually using your digital records system from day one. Manual included.

Get a Proposal → Learn more

Managed Services

Ongoing system monitoring, backups, updates, and user support — your records partner, every month, sized to your organisation.

Get a Proposal → Learn more

Compliance & Audit Support

We prepare your records for OAG, SASRA, KRA, and donor audits — and provide on-site support during the review itself.

Get a Proposal → Learn more
❌ Before Digi Records
✅ After Digi Records
📦Files in boxes, no structure
🔍Searchable digital archive
⏳Hours finding one document
⚡Any document in seconds
😰Audit prep takes weeks
✅Audit-ready at all times
🔥Risk of losing records
☁️Secure offsite backup
❓No retention policy
📋KRA-aligned schedule
🤷Knowledge in one person
👥System anyone can use
Why Digi Records

Professional Records
Management — Delivered
by Experts

We bring enterprise-grade records management expertise to organisations of every size — combining proven technology, Kenyan cloud infrastructure, and deep regulatory knowledge to deliver outcomes that matter.

ODPC Registered Data Processor
Your records are handled legally and confidentially under the Kenya Data Protection Act 2019. We sign an NDA before touching your documents.
Kenya-Specific Expertise
Aligned to KRA, SASRA, OAG, PPADA, and donor audit requirements. We have direct public sector experience working with government entities and agencies.
Practical — Systems Staff Actually Use
Browser-based access. No expensive software licences. No IT department needed. Training included in every engagement.
We Stay With You
We don't install and disappear. Ongoing managed services keep your system running, backed up, and improving — sized to your organisation's needs.
How It Works

From Chaos to Organised
in 5 Steps

A structured five-phase approach ensures results that are practical, sustainable, and fully owned by your team.

01

Discover

Records audit — assess what you have, what's missing, what's at risk

02

Organise

Physical sort, classify, and label with a custom filing scheme

03

Digitise

Professional scanning with OCR in English and Swahili

04

Build

EDMS setup, taxonomy, user accounts, and training

05

Sustain

Ongoing managed services — system management, compliance monitoring, and continuous support

Who We Serve

Built for Kenya's
Real Organisations

The large records management firms serve multinational corporations. We serve everyone else — and we do it professionally.

SMEs & Businesses

KRA compliance, audit readiness, and protection against institutional knowledge loss when staff leave.

KRA Compliance Audit Readiness Staff Handover

NGOs & CBOs

Donor accountability records, project documentation, and grant audit readiness that protects your funding.

Donor Audits Project Records Compliance

Government Entities & Agencies

OAG audit readiness, public accountability, and records management aligned to government compliance requirements.

OAG Audits Compliance Public Sector

SACCOs & Microfinance

SASRA compliance, member file management, and loan file organisation that meets regulatory inspection standards.

SASRA Member Files Loan Records

Law Firms

Matter file organisation, client confidentiality systems, and long-term legal record retention aligned to statute of limitations.

Matter Files Confidentiality Retention

Schools & Faith Orgs

Student records, member files, and institutional archives — professional digitisation solutions designed for mission-driven organisations.

Student Records Professional Archives
Common Questions

Questions We Get
Every Day

Can't find your answer? We offer a free 30-minute consultation — no sales pitch, just honest records management advice.

Book Free Consultation
Digital records management is the systematic process of converting physical documents into searchable digital files, organising them within a document management system, and applying retention and disposal policies aligned to legal requirements — such as KRA's 5-year rule and the Kenya Data Protection Act 2019. Getting that retention window wrong is exactly why so many Kenyan organisations struggle in a KRA audit.
Digitisation costs depend on document volume, condition, and the scope of your project. We provide a specific, written quote after an initial site assessment — contact us for a free consultation tailored to your organisation.
Our EDMS platform is a powerful, professional document management system providing full-text OCR search, automatic tagging, access controls, audit trails, and version history. We use it because it delivers enterprise-quality DMS features — making it accessible to SMEs, NGOs, and government entities of every size.
A complete end-to-end engagement — audit, physical organisation, digitisation, and EDMS setup — typically takes 3 to 6 weeks depending on volume. The digital registry itself is configured and live within 2 to 3 days. We give you a specific timeline in your written proposal.
Yes. Digi Records Consulting Ltd is a registered Data Processor under the Office of the Data Protection Commissioner (ODPC) in Kenya. We sign a Non-Disclosure Agreement before handling any client records, and all client data is hosted on Kenyan cloud infrastructure — keeping you fully compliant with DPA 2019.
Yes. Our founder has direct public sector experience — we understand government accountability requirements, OAG audit expectations, and PAC/PIC documentation standards from the inside. We serve both government agencies and county government departments.
Yes — we accept M-Pesa, bank transfer, and cheque. We require a 50% deposit before work begins and the balance on project completion. Monthly retainers are paid in advance via M-Pesa standing order or bank transfer.

Ready to Transform
Your Records Management?

Start with a confidential consultation. Our records management professionals will assess your situation, understand your compliance requirements, and recommend the right approach for your organisation.

Request a Consultation View Our Services