At eManage Africa, we offer an offsite record/document storage facility to safeguard your information using advanced environmental, security and access controls. This is in addition to managing your records/documents to ensure that they can be accessed at all times quickly from their storage units. eManage Africa provides a world class, robust software driven Records/Document Management System that utilizes bar code recognition technology to simplify, track, discover and retrieve physical records/documents from their storage units.

Every day, Kenyan companies lose critical data/documents to fire, power outage, theft, equipment failure, computer and human errors and disgruntled employees. Kenyan organizations that are unable to restore their data/documents from their internal storage facilities in the event of a disaster go out of business completely. Those that do not, have to spend a significant amount of money and resources trying to reconstruct data/documents, and in the process often lose clients.

We provide onsite records/document management through outsourcing our staff to clients who need their records/document to be managed in house. We use our Records/documents Management software at our client sites to manage storage. We accomplish this through setting up a central record center or departmental record/document center or a registry at the storage facility.

Converting documents in storage to a digital format, including scanning, provides an extensive variety of benefits. The main advantage of digitization is the increased and easy access and sharing of documents. Digital documents or files can be viewed by more people, at a wider range of times, and with less effort. By placing a copy of an item/document online, it becomes available to people all over the world. They can access it even after the institution’s storage facility is not accessible or if the institution in which it is located closes for business. Multiple users can view the item simultaneously, thanks to scanning technology.

A Disaster Recovery Plan (DRP) is a documented process or set of procedures to recover and protect a business’s IT storage infrastructure in the event of a disaster. A DRP is documented and specifies storage & document recovery procedures to be followed in the event of a disaster. It is “a comprehensive statement of consistent actions to be taken before, during and after a disaster.”

Cloud storage allows you to place your important data/documents in a secure, remote location which can then be accessed from any computer or phone with a web browser. This stops you from losing files/documents from storage through fire, theft or a computer malfunction and also allows you to easily share files/documents from a centralized storage between colleagues.

A Document Management System (DMS) is a system used to track and store electronic documents. It is usually also capable of keeping track of the different versions modified in storage by the different authorized users (history tracking).

Developing and adhering to a formal, written records/documents management policy is the best way to ensure that records and information management requirements in an organization are met in a consistent, effective, and efficient manner. In Kenya, storage facilities lack these policies and procedures which make it difficult and time consuming when accessing documents from storage.

Our records/documents management consulting service provides insights that you’ll need to establish manage and customize your records/documents management processes. You will have access to expertise that will help in addressing the complexities of complying with records/documents management best practices.

Destruction is the complete and irreversible physical erasure of the record/document which ensures that the record/document cannot be reconstituted or reconstructed. All organizational information that meets the minimum retention requirements and approved for destruction from storage should be disposed off appropriately, securely and completely.