From the moment a document is created
to the day a record is destroyed.
The whole lifecycle, modernised. Active documents that move through digital workflows. Records that find themselves. Storage that doesn't slow your team down. And the unfashionable specialist work for the records that matter most.
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Neat rows. Happy cat. Zero lost records.
Our storage facility is purpose-built for records management. Climate-controlled, barcoded, biometrically secured. Every box has a home, and we know exactly where it is at any time.*
*The cat came with the building. She is non-negotiable. Her name is on the lease.
Your documents, finally working as hard as your team does.
The active phase. While documents are being created, edited, approved, signed, and used. We build the systems that make this not painful.
- i.
Document management systems.
We roll out modern document management — locally hosted, POPIA-compliant, search that returns the file you actually wanted. We migrate you off the shared drive, off the legacy system, off the chaos.
- ii.
Workflow & approval automation.
Approvals that don't live in someone's inbox. Routing that doesn't stop when one person goes on leave. Status that everyone can see without asking.
- iii.
Electronic forms & e-signature.
Forms that capture information correctly the first time. Signatures that are legally binding under ECTA. The end of the printed-signed-scanned-and-emailed loop.
- iv.
Intelligent document capture.
Invoices, contracts, applications, claims forms — captured, classified, and routed automatically. Less manual work, fewer typos, faster cycle times.
- v.
Named products for named problems.
HR document management. Central KYC and FICA verification. Visitor management (POPIA-compliant). Fixed asset records. Employee onboarding workflows. Contract lifecycle management.
- vi.
Document migration.
From shared drives, legacy systems, network folders, paper. To a modern, locally-hosted system you can actually use. With nothing lost in transit.
Your records, finally somewhere sensible.
The declared phase. Once a document becomes a record — locked, retained, defensible. Physical, digital, and everything in between.
- i.
Secure offsite storage.
Climate-controlled, pest-controlled, biometrically secured. Every box barcoded, every movement logged, every retrieval traceable back to the person who asked for it.
- ii.
Vital records protection.
Higher-security custody for the documents you couldn't replace if you tried — founding documents, original signed contracts, deeds, certificates, master copies. Distinct facility, distinct chain of custody.
- iii.
Retrieval, redelivery, scan-on-demand.
Phone, email, or the records portal. Same-day in an emergency, next-day as standard. Scan-and-email for the truly urgent. We log every retrieval and confirm every return.
- iv.
Records digitisation.
High-speed bulk scanning. OCR for full-text search. Metadata that actually makes sense. Delivered to your system or hosted on ours.
- v.
Cross-system records governance.
Records don't only live in your records system. They're in your CRM, ERP, HR system, custom apps, email. We extend records governance across the whole estate.
- vi.
IT asset disposition (ITAD).
Hard drives, laptops, servers, mobile devices, backup tapes — securely destroyed with chain of custody and certification. Because the POPIA exposure on a decommissioned laptop is real, and a regular recycling depot doesn't cut it.
- vii.
Witnessed, certified destruction.
When records reach end-of-life, we destroy them on your authorisation, with a thirty-day hold for second thoughts. Certificate of destruction issued on completion. Physical and digital.
- viii.
Long-term preservation.
Records that need to outlive companies, mines, and sometimes commodities themselves. Format migration, integrity audits, perpetual chain of custody. Decades, not years.
Your digital records live in South Africa. Not somewhere offshore.
Every document on Arcivo's digital platform lives on locally hosted, South African cloud infrastructure. Your data never crosses a border, and you satisfy POPIA's data residency requirements from day one.
Where your data lives is doing more legal work than most people realise. POPIA section 72 cares about it. We sort it for you.
Simple. From day one.
Your storeroom called. It wants its life back.
Or just email us.
— T.