Government · Enterprises · Archive Departments
Digital Archive Management System
Full-Lifecycle Intelligent Archive Management Platform
Built for government agencies, enterprises, and archive departments, this system covers the full archive lifecycle — collect, organize, preserve, utilize, appraise, transfer, and destroy. It combines core archive operations with permissions, workflow approval, full-text search, AI assistance, and operations support so archive work becomes standardized, traceable, and efficient.
Product Value
Unified Fonds Management
One data foundation from fonds and classification to entries, electronic files, and metadata.
Closed-Loop Traceability
Configurable approval for archiving, borrowing, appraisal, transfer, and destruction with full audit trails.
Faster Utilization
Catalog and full-text search plus access logs and search history to speed up retrieval.
Physical & Digital Together
Warehouses, storage units, boxes, and electronic files stay linked for locate-and-retrieve workflows.
AI-Assisted Work
OCR/text extraction, knowledge bases, vector search, and Q&A to support cataloging and utilization.
Secure & Auditable
Operation, login, security, and access logs for compliance and accountability.
Core Modules
Full-Lifecycle Intelligent Archive Management Platform
Fonds Cataloging
Build the master archive data model as the foundation for all operations.
- ▸Fonds & classification
- ▸Catalog entries
- ▸Electronic files & OCR
- ▸Metadata & reference rules
Archiving & Transfer
Plan, execute, and register transfers from business units to the archive office.
- ▸Archiving plan approval
- ▸Batch tracking
- ▸Registration details
- ▸Catalog & file intake
Warehouse Management
Digitize physical storage locations for real-world retrieval.
- ▸Warehouse status
- ▸Shelves & units
- ▸Box association
- ▸Find what you need
Borrowing & Utilization
Applications, approvals, search, and utilization trails for archive use cases.
- ▸Borrow requests & approval
- ▸Full-text / semantic search
- ▸Access & download logs
- ▸Search history
Appraisal & Destruction
Standardized handling of due appraisal and destruction processes.
- ▸Appraisal plan approval
- ▸Appraisal conclusions
- ▸Destruction batches
- ▸Traceable destruction details
Process Approval
Workflow engine for every critical business action — approve and track each item.
- ▸Unified to-do center
- ▸Six core approval types
- ▸Visible progress
- ▸Custom workflow design
Statistics & Analytics
Data support for management decisions and reporting.
- ▸Workbench overview
- ▸Daily / yearly stats
- ▸Business trends
- ▸Assessment & reporting
AI Empowerment
Embed intelligence into cataloging and utilization for higher efficiency.
- ▸Knowledge base & vectors
- ▸RAG Q&A
- ▸Text extraction tasks
- ▸Conversation history
Typical Scenarios
Archiving Transfer
Business units prepare materials by plan → create batches and registration details → submit for approval → archive office completes intake.
Borrowing & Use
Search archives → submit borrow request with linked records → approve and fulfill → system logs access and status end to end.
Due Appraisal & Destruction
Create and approve an appraisal plan → record conclusions → organize destruction batches with approval → keep destruction details for audit.
Cross-Unit Transfer
Create a transfer plan → assemble transfer packages → approve and register completion with a full transfer ledger.
Digitization Processing
Launch a digitization project → assign scan and QA tasks → process with configured standards → attach results to catalog entries.
AI-Assisted Retrieval
Extract text and build search/vector indexes → users locate content quickly via full-text search or intelligent Q&A.
Capability Overview
| Domain | Capabilities |
|---|---|
| Archive Foundation | Fonds, classification, records, electronic files, metadata, reference rules |
| Business Operations | Archiving, borrowing, appraisal, destruction, transfer, digitization |
| Process Governance | Six approval types, to-dos, visible progress, custom workflows |
| Storage & Use | Warehouse/units/boxes, full-text & semantic search, access trails |
| Intelligence | OCR/text extraction, knowledge base, vector index, RAG Q&A |
| Management Support | Reports, dictionaries, org permissions, operation/login/security audit |
| Operations | Backup jobs & records, message templates, evidence records |
The Digital Archive Management System aims to help you control, find, use, and retain records — combining traditional archive requirements with modern digital capabilities for a standardized, efficient, and auditable archive practice.