Records Digitization & Digital Archive

A scan-index-retrieve workflow honoring National Archives retention schedules, plus the digitization service itself — turning storerooms of deteriorating folders into a searchable archive with disposal-authority documentation. Retrieval drops from days of physical search to seconds of query.

Typically bought by: Records officer, administrative chief, agency director

Standard features — always included

• ✓Records inventory registry by series with NAP General Records Disposition Schedule mapping
• ✓Scanning workflow: batch capture, quality check, and indexing queues
• ✓Metadata indexing with configurable fields per record series
• ✓Full-text OCR search across scanned documents
• ✓Retention schedule tracking with disposal-eligible worklists
• ✓Disposal authority request documentation (NAP forms preparation)
• ✓Access request and retrieval logging with role-based permissions
• ✓Certified copy issuance from digital masters with control numbers
• ✓Physical location tracking for boxes and folders not yet scanned
• ✓Audit trail on every access and download
• ✓Storage integrity reports with checksums per file
• ✓GovLink-ready: verified records answer inter-agency and LGU verification queries electronically when they join

Popular custom additions

Quoted per feature in the configurator — typically ₱3,000–₱18,000 each.

• +On-site digitization service crews (priced per linear meter or per box)
• +Vital records disaster-recovery replication to a second site
• +Redaction tools for public-release copies
• +Integration with the document tracking system for born-digital records

Tech stack

Frontend

Next.js (React)

Backend

Next.js API / Node.js

Database

PostgreSQL

Integrations

Batch scanner integration, OCR pipeline, Object storage for images, Audit logging