Organisation & digitisation
Physical records organisation: sort, classify and file before you scan
Sort, classify, weed and arrange paper files under a purpose-designed filing scheme.
Before anything is scanned, the paper needs to be in order. We sort, classify, weed and arrange your physical files under a filing scheme designed for your organisation. Then we label and document it so your staff can keep it that way.
This is often the most visible change in a records project. A registry that took an hour to search becomes one where a file can be found in minutes.
Who it is for
Organisations with crowded registries, store rooms or offices full of boxes. SMEs whose files are arranged by whoever last handled them. SACCOs with member files spread across branches. NGOs closing projects. Schools and faith organisations with decades of records. It is also the first step for anyone planning document digitisation.
The problem it solves
Disorganised paper causes lost time, lost files and duplicated work. It also makes digitisation more expensive, because every page scanned has a cost and every file scanned in the wrong order is harder to find later. Many organisations also hold records they are entitled to destroy, but have no approved way to do it.
How we do it, step by step
Survey
We look at what you hold, how it is arranged now and how staff search for it.
Filing scheme
We design a classification and filing scheme that matches your functions and activities, documented so it can be maintained.
Sort and classify
Files are sorted, classified and placed in the new arrangement. Loose papers are matched to their files where possible.
Weed
Duplicates and obvious non-records are separated. Records that have passed their retention period are listed for authorised disposal, not thrown away.
Label and list
Files and boxes are labelled and listed, so the arrangement can be searched and checked.
Handover
We hand over a report and brief your staff on how to keep the system in order.
Disposal done properly
We never destroy records on our own judgement. Records past their retention period go onto a formal disposal list, which your organisation approves. If you do not yet have a retention schedule, we can prepare one, so the decisions rest on Kenyan law and your own obligations.
Getting files ready for scanning
Organised files scan faster and more accurately. If you plan to digitise, we prepare files for bulk scanning: fasteners removed, pages in order and each file named to the index that will be used in the digital system.
What you receive
- Custom filing and classification scheme, documented
- Physically organised and labelled paper registry
- Formal disposal list with authorisation documentation
- Staff handover report
Timelines and cost
A small registry can take two to five days. Larger store rooms and multi-site work are planned in phases after a survey. Fees are scoped per engagement, and you receive a written proposal within 48 hours.
Frequently asked questions
- Do you work on our premises?
- Yes. Organisation work normally takes place where the records are kept, under your supervision and access rules.
- Will you throw away our old files?
- No. We list records that may be destroyed, and nothing is destroyed without your written approval.
- Can our staff keep the system going afterwards?
- Yes. The filing scheme is documented and we brief staff at handover. Staff training is available if you want more depth.
- Should we organise records before scanning?
- Almost always. It reduces what you need to scan and makes the digital records easier to find.
Related services
Records Audit & Assessment
A systematic review of your records environment, ending in a costed action plan.
Document Digitisation
High-volume scanning to searchable PDFs in English and Kiswahili, including bound volumes.
Retention & Disposal Policy
A written, legally grounded schedule that says what to keep, for how long, and how to dispose of it.
Sectors this service is built for: Government entities, SMEs.
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.