Eight specialist records management services — delivered as standalone engagements or as a complete end-to-end transformation programme. Each engagement is scoped and proposed based on your organisation's specific requirements.
Know what you have before you transform it.
Before any digitisation or system setup begins, you need to know exactly what records you hold, what condition they are in, and what your legal obligations are. We visit your premises, spend one to three days conducting a systematic physical and procedural review, and deliver a comprehensive written report with a practical, costed action plan. No preparation needed — we audit you as you are. The gap analysis focuses on the record categories KRA auditors most often find missing, so you see your exposure before an external reviewer does.
Structure before digitisation. Always.
Scanning disorganised records just creates a digital mess. Before any document touches a scanner, we physically sort, classify, weed out duplicates, and organise your paper files using a professionally designed filing scheme built specifically for your organisation. The result is a clean, labelled, logically structured physical registry — ready for efficient digitisation and easy retrieval.
Your paper records — scanned, searchable, and secure.
We convert your physical documents into fully searchable, professionally organised digital files using the Kodak Alaris E1040 — a professional scanner capable of 40 pages per minute. Every scanned document is OCR-processed in both English and Swahili, named per your agreed convention, quality-checked, and delivered in an organised folder structure or directly ingested into your EDMS.
Enterprise-quality document management, built for your organisation.
We implement and fully configure a professional Electronic Document Management System (EDMS) on secure, Kenya-hosted infrastructure. Your team accesses it through any web browser — no specialist software to install, no expensive per-seat licences, and no dedicated IT department required. We design your complete information architecture: document classification, metadata fields, user roles, access controls, retention rules, and custom workflow views — built entirely around your organisation. Live in 2 to 3 days.
Know what to keep, how long, and when to destroy it — legally.
Keeping everything forever is not compliance — it is a liability. A proper records retention policy tells your organisation exactly what to retain, for how long, and how to dispose of documents lawfully. We write that policy grounded in Kenyan law: KRA's 5-year requirement, PPADA's 6-year rule, SASRA regulations, donor requirements, and the Kenya Data Protection Act 2019.
A system no one uses is no system at all.
The best records system fails without trained staff. We deliver practical, hands-on training at your office — covering both records management principles and live use of your EDMS platform. Every participant leaves with a printed manual and a quick-reference card they keep at their desk. Post-training WhatsApp support for 30 days ensures the new habits stick.
Ongoing professional records management — so you never have to worry about it.
After your system is set up, who manages it? Who ensures backups run? Who do your staff call when they cannot find a document? That is what our managed service is for. We become your dedicated records management partner — available every month. No long-term contracts. Cancel with 30 days' notice. Most clients stay because the value is clear.
When auditors arrive, your records will be ready.
Whether it is an OAG audit of your government records, a SASRA inspection, a donor accountability review, or a KRA inquiry — we help you prepare your records for scrutiny, respond to queries, and emerge with confidence. Our founder has direct public sector experience working with government entities and agencies and understands exactly what OAG auditors look for — our guide to preparing records for an OAG audit sets out the evidence trail expected for public expenditure. Engage us 4–6 weeks before your scheduled audit for best results.
We do not apply generic pricing to professional work. Each proposal is built around your organisation's records volume, compliance requirements, and operational context. Request a consultation and receive a written proposal within 48 hours.
Request a Custom ProposalOr call us directly: +254 792 153 240