Eight specialist records management services — delivered as standalone engagements or as a complete end-to-end transformation programme. Designed and priced for Kenya's SMEs, NGOs, and government offices.
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.
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 Paperless-ngx digital registry.
Enterprise-quality document management — without the enterprise price.
We install and fully configure Paperless-ngx on a secure Kenyan cloud server. Your team accesses it through any web browser — no software to install, no expensive licences, no IT department needed. We design your complete taxonomy: document types, tags, metadata fields, user roles, access controls, retention rules, and custom dashboard views — all built for your specific 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 Paperless-ngx system. 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.
Your records, professionally managed — every month.
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 retainer is for. We become your dedicated records management partner — available every month, for a flat fee. 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 NG-CDF 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 in the NG-CDF environment and understands exactly what OAG auditors look for. Engage us 4–6 weeks before your scheduled audit for best results.
No hidden fees. No surprise invoices. Starting figures below — exact investment confirmed in your written proposal.
M-Pesa, bank transfer, and cheque accepted. 50% deposit required before work begins.