Systems & platforms
EDMS implementation: a document management system built around your records
Our flagship: an electronic document management system configured to your organisation.
An electronic document management system (EDMS) is where your organisation's documents live once they are digital. It controls who can see what, keeps every version, records who did what, and lets staff find a document by searching inside it.
We implement our EDMS platform configured to your own document types, file plan, retention rules and access controls, not to a generic template. Then we train your staff on the live system, using your own documents.
Who it is for
SACCOs, NGOs, law firms, SMEs and government entities that want electronic records management with proper control. Organisations whose shared drives have become impossible to search. Teams that keep emailing attachments back and forth. Organisations that have digitised their paper and need a secure home for it.
The problem it solves
Shared drives and email were not designed to manage records. Files are duplicated, versions conflict, access is all or nothing, and there is no record of who changed or deleted what. When a staff member leaves, their files are hard to find. An EDMS replaces that with structure, permissions, search and an audit trail.
How we do it, step by step
Discovery
We map your document types, departments, approval steps and the rules that apply, building on a records audit where one exists.
Design
We design the taxonomy, metadata, permission groups and retention rules for your organisation.
Configuration
We configure the system: document types, classification, workflows, user accounts and role-based access.
Migration
Existing digital files and newly scanned records are loaded and indexed.
Training
Staff are trained on the live system with their own documents, and each user gets a quick-reference card.
Go-live and support
We support the go-live and the first 30 days, then hand over or continue under managed services.
What electronic records management gives you
- Full-text search across English and Kiswahili documents
- Role-based access, so each person sees only what they should
- Version history and a complete audit trail
- Automated classification and filing workflows
- Retention rules applied to digital records as well as paper
Our electronic records work is grounded in ICTA-4.002:2019 and the Data Protection Act 2019.
Connecting to your other systems
An EDMS works best when staff do not have to file twice. Systems integration links it to single sign-on and finance systems as those connections are introduced.
Hosting and your data
The hosting location and data protection terms are agreed with you in writing before go-live. Your data stays yours and can be exported. See managed hosting for the options.
What you receive
- A live, configured EDMS with a complete custom taxonomy
- User accounts, role-based permission groups and access controls
- Automated classification and filing workflows
- Full-text search across English and Kiswahili documents
- Complete audit trail and version history
- Staff training, a reference card per user and 30 days of support
Timelines and cost
The core system can typically be live within days of the design being agreed. Full configuration, migration and training depend on scope and are scheduled in the proposal. Fees are scoped per engagement, and you receive a written proposal within 48 hours.
Frequently asked questions
- What is the difference between a DMS and an EDMS?
- The terms are often used interchangeably. We use EDMS for a system that manages records with control: classification, access, retention and an audit trail, not just storage.
- Which EDMS platform do you use?
- We deliver an established EDMS platform, configured for each organisation. We discuss the platform, hosting and data portability with you during scoping.
- Can it search Kiswahili documents?
- Yes. Full-text search works across English and Kiswahili documents.
- Does it follow Kenyan standards?
- Our electronic records work is grounded in ICTA-4.002:2019 and the Data Protection Act 2019. How the system is used matters too, which is why training and policies are part of the work.
- Can we start with one department?
- Yes. Many organisations start with one department and extend the system once it is working.
Related services
Document Digitisation
High-volume scanning to searchable PDFs in English and Kiswahili, including bound volumes.
Systems Integration
Connect the records system to the finance and identity systems you already run.
Managed Services
An ongoing partnership that keeps your system accurate, secure and in use.
Sectors this service is built for: Government entities, SACCOs, NGOs, Libraries and education, SMEs, Law firms.
Related insights
Start with a conversation.
Tell us what your records look like today. We will meet you on site, listen, and send a written proposal within 48 hours.