PROCESS AUTOMATION
Digital Archive & Records Management
Streamline digital document management with one easy solution
Overview
Digital document management system
Struggling with scattered documents, compliance risks or inefficient paper-based processes?
Many organisations face growing pressure to manage information securely, meet regulatory requirements like GDPR and ensure long-term access to critical records – all while reducing physical storage and manual effort.
Ricoh’s Digital Archiving and Records Management service provides a streamlined solution.
We help you take control of your digital records by capturing, indexing and storing them in line with your governance policies. Our service ensures secure access, full traceability and reliable retention throughout the document lifecycle. Seamlessly integrating with both Ricoh and third-party systems – including ERP, HR and finance platforms – our solution supports consistent information flows across your organisation.
How it works
Discover how the digital archiving and record management solution works
By digitising and automating your document archiving processes, Ricoh helps improve operational efficiency, reduce storage overheads and enhance compliance with industry-specific regulations. We also support fast, secure document retrieval and enforce robust controls for record security in any environment.
Step by step process:
1. Document Capture
Physical or digital documents are collected through scanners, multifunction printers, email inboxes, or system integrations.
2. Document Indexing
Captured documents are analyzed and tagged with relevant metadata (e.g., date, type, customer name) using manual entry, templates, or intelligent indexing tools.
3. Electronic Archiving
Indexed documents are securely stored in a digital repository with structured folder hierarchies, access controls and retention policies.
4. Records Management
Archived documents are managed throughout their lifecycle, including classification, access rights, compliance tracking, legal holds and scheduled destruction.
Features
Discover the possibilities of the digital archiving and records management solution
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End-to-end service without the price tag
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Automated document indexing and retention management
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Secure cloud-based access and integration
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Audit-ready reporting available
End-to-end service without the price tag
A fully customisable solution to streamline and digitise your document management. Our service covers everything from initial assement and system setup to integrategion, user onboarding and ongoing support.
Automated document indexing and retention management
Documents are automatically captured, sorted, and stored using preset indexing rules and retention schedules, ensuring consistent archiving and regulatory compliance.
Secure cloud-based access and integration
The service uses secure cloud infrastructure, allowing authorised users to access records from any location. It seamlessly integrates with Ricoh and non-Ricoh systems, supporting digital workflows and removing information silos.
Audit-ready reporting available
Full audit trails and reporting capabilities provide transparency into who accessed or modified documents and when. This enhances accountability, supports internal governance and simplifies preparation for audits or regulatory reviews.
FAQS
Frequently Asked Questions
Answering common questions about digital archiving and records management
How long should business documents be archived?
The retention period depends on document type, industry standards and legal requirements. For example, financial records are often kept for at least seven to 10 years, while HR or legal records may require longer retention. A clear retention policy ensures compliance and reduces storage costs.
What is the best way to archive documents?
A digital archiving solution provides secure and organised long-term document storage. Index documents with metadata, use standardised formats such as PDF and ensure legal compliance. Cloud-based systems offer scalability, access control and disaster recovery options.
What is document archiving?
Document archiving is the secure, organised storage of inactive records for long-term retention. Archives must stay accessible and maintain data integrity for legal, compliance or business needs.
Why is records management important for organisations?
Effective records management ensures compliance with legal and industry regulations, reduces operational risks and improves data accessibility. It also supports better decision-making by preserving the integrity and traceability of business-critical information.
Blog
Digitised archiving – legally compliant and no information chaos
Discover how digitised archiving can keep your organisation legally compliant and free from information chaos – read the full blog from Ricoh Europe.
