Archive management
Your archive, audit-ready every day.
mindfile follows every step from the day a document enters the archive to the day it is disposed of. No scattered folders, no spreadsheet lists.
Do these problems sound familiar?
Turn a card over; mindfile’s answer is on the back.
Records past their retention period take up space and create compliance risk.
With mindfile
The retention schedule runs by document type; expired records are disposed of with approval and minutes.
The audit is coming, and documents are still being gathered.
Business data is spread across 24 systems on average — WorldCC
With mindfile
Documents, evidence and activity history are ready for audit every day.
Email attachments are still the default way to share documents.
With mindfile
Share through time-limited, permission-checked links you can revoke.
Nobody knows who has the file that was lent out.
With mindfile
Who has it, when it is due back and who approved it: visible at any moment.
What changes for you
Today
Nobody knows where a lent file is.
With mindfile
Who has it and when it comes back is always visible.
Today
Expired files take up space or are thrown away by mistake.
With mindfile
Expired files are listed and disposed of with approval and minutes.
Today
Audits mean hunting through past actions one by one.
With mindfile
Who did what and when, on one screen.
How it works
- 1
Set up the structure
Define your units, categories and document types once.
- 2
Add documents
Each enters with a reference number and index fields.
- 3
Run the processes
Loans, transfers and disposal, each with an approval flow.
What’s included
- Reference numbers
- A unique number for every file, in your organisation’s format.
- Custom index fields
- Required and optional fields per document type.
- Loans and transfers
- Approval and return tracking for requests between units.
- Retention schedule
- Retention periods and disposal flow per document type.
- Versions
- Each document’s history; which version is valid is clear.
- Reports
- Archive growth, access and expiring records.
Frequently asked
Can we use our own filing plan?
Yes. You define units, categories, document types and index fields to match your organisation.
Can we manage physical files too?
Yes. Physical files enter the inventory as well, and loans and transfers work for them too.
How is disposal recorded?
Files past their retention period are listed; an approved disposal is recorded permanently together with its minutes.
Let’s see it with your scenario.
Leave the form; we’ll get back to you within one business day and set up the demo with your documents.
- No preparation needed; forty-five minutes is enough
- With a small sample of your own documents, if you like
- If we’re not the right fit, we’ll tell you
