Governance and organisation
Documents and archive
Every document numbered and versioned, every view logged
Documents and archive
The Documents and Archive system keeps the foundation's documents in a private digital archive: every document has an automatic number, a classification, versions and a retention period, and every view or download is logged. Other systems file their documents here too, such as signed meeting minutes, employee files and copies of purchase requests.
Who it is for: For archive, administrative communications and executive secretariat staff, and anyone who manages the foundation's documents.
The system in a minute
What it offers
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Numbered filing
Title, classification, retention date and confidentiality, a file checked before it is stored, then a sequential document number.
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Versions
A new version is uploaded while the previous one stays in the sequence, ready to open when needed.
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Retention review
Due documents and those without a retention rule in two tabs, each settled by an extension or cold archiving with a recorded reason.
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Search and reports
Search by number, title or classification with filters, plus inventory and lifecycle reports exported to Excel.
What sets it apart
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Safe downloads
Files are checked by their actual content before storage and downloaded through a temporary link that cannot be shared.
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Confidential by clearance
Confidential documents appear only to users cleared for them, and every access is logged by name and time.
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One archive for every system
Signed minutes, employee files and purchase request copies are kept here, linked to their records.
Some of its pages
- Archive dashboard
- Document register
- Retention review
- Document classifications
- Access log
- Archive reports
Part of the Safwa Portal
This system works inside the Safwa Portal with all its other systems: one sign-in, permissions for every role, and an audit trail for every action.
Is this system right for your organisation?
We show you the whole system and answer your questions, then suggest the portal systems that fit your organisation.
