Nairobi's Records Management Consultancy

Affordable
Digital Records
Transformation

We help SMEs, NGOs, and government offices convert chaotic paper records into secure, searchable digital systems — at a price that works for Kenya's real organisations.

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ODPC Registered Data Processor — Kenya
Kenyan Cloud Hosting Your data stays in Kenya
From KES 15,000 Affordable starter engagement
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
KES 15K
Starting price for a records audit engagement
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.

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Records Audit & Assessment

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

From KES 15,000
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Physical Records Organisation

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

From KES 20,000
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Document Digitisation

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

KES 15–20 per page
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Digital Registry Setup

Paperless-ngx installed, configured, and customised for your organisation — browser-based, no software to install, live in 2–3 days.

From KES 30,000
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Retention & Disposal Policy

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

From KES 25,000
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Staff Training

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

From KES 15,000
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Managed Retainer

Monthly system monitoring, backups, updates, and user support — your records partner, every month, for a flat fee.

From KES 10,000/month
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Compliance & Audit Support

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

From KES 20,000
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❌ 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 at a
Price That Makes Sense

Enterprise records systems cost KES 500,000 or more. We deliver the same quality outcome starting from KES 15,000 — using open-source technology, Kenyan hosting, and deep regulatory expertise.

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 including the NG-CDF environment.
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. Monthly retainer support keeps your system running, backed up, and improving — from KES 10,000/month.
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

Paperless-ngx setup, taxonomy, user accounts, and training

05

Sustain

Monthly retainer — monitoring, backups, support, updates

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

NG-CDF & County Offices

OAG audit readiness, PAC/PIC accountability, and project record management aligned to public sector requirements.

OAG Audits PAC/PIC 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 — affordable digitisation solutions designed for mission-driven organisations.

Student Records Affordable 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.

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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.
We charge KES 15–20 per page for professional scanning and OCR processing. Project-based pricing starts from KES 50,000 for a complete digitisation engagement. We provide a specific quote after an initial site assessment — contact us for a free estimate.
Paperless-ngx is a powerful open-source 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 at zero software licence cost — making it accessible to SMEs, NGOs, and government offices who cannot afford proprietary systems.
A complete end-to-end engagement — audit, physical organisation, digitisation, and Paperless-ngx 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 in the NG-CDF environment — we understand government accountability requirements, OAG audit expectations, and PAC/PIC documentation standards from the inside. We serve both NG-CDF constituency offices 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 Organise
Your Records?

We offer a free 30-minute initial consultation — come as you are, paper files and all. No obligation. No jargon. Just practical records management advice from a qualified professional.

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