Collections & receiving
Service-desk queues, trip sheets, and check-in batches with automatic discrepancy detection.
Records management · by Data Cloud · Botswana
From the loading dock
to disposition.
DocTrack unifies your physical archives and electronic documents into one system of record — a single, unbroken chain of custody for every box and every file.
- 01 Collect
- 02 Index
- 03 Store
- 04 Retrieve
- 05 Dispose
The problem
Your records live in two worlds that never talk.
Boxes sit in a warehouse. Files sit on a drive. Neither knows what the other holds — so a retrieval means a phone call, an audit means a scramble, and a retention deadline slips by unnoticed.
DocTrack makes them one. Every physical box and every electronic document shares the same index, the same status, and the same audit trail — searchable, accountable, and ready for the auditor.
Physical
Boxes, files, and assets in the records centre — collected, barcoded, located.
Digital
Scanned and born-digital documents — OCR-searchable and version-tracked.
One system of record
Unified index · shared status · single chain of custody.
Why it's hard
Records don't get lost at rest.
They get lost in motion.
Every transfer is a chance for the chain to break — and most systems only notice once a box is already gone.
Every handoff is a fault line.
A box changes custody, a manifest is keyed by hand, a label smudges — miss one scan and the chain of custody breaks silently. You find out only when someone needs the file.
Missing records are agony to reconcile.
The hunt means cross-referencing transfer lists, email threads, and spreadsheets that never quite agree. Hours vanish just proving where a record was last seen.
Volume buries the truth.
A few hundred boxes fit on a spreadsheet; tens of thousands moving between offices, vans, and shelves do not. Manual registers fall behind the moment they're written, and no one can say with confidence what's where.
Hybrid is always an afterthought.
Most systems were built for digital files or physical boxes — never both. Bolt the other on and it shows: paper becomes a spreadsheet beside the system, or scans become attachments nobody can find. One half is always second-class.
DocTrack treats the moving as the main event — every transfer scanned, every record reconcilable, physical and digital as equals.
The record lifecycle
One unbroken chain of custody.
Follow a record from the moment it leaves your office to the day it's compliantly destroyed. Every step is logged, timed, and accountable.
-
Stage 01
Collect
Stage 01 · Collect
Collection requests flow through a service-desk queue. Trip sheets dispatch vehicles, and every box is accessioned and barcoded the moment it's received.
Collection requests Trip sheets Accessioning -
Stage 02
Index
Stage 02 · Index
At capture stations, each item is barcoded and enriched with metadata and custom fields — searchable from the moment it lands, with no separate cataloguing step.
Data capture Custom fields OCR full-text -
Stage 03
Store
Stage 03 · Store
Items are placed into a site → aisle → level → bay → location hierarchy with occupancy guards that prevent mis-locations, and a live heatmap of every shelf.
Smart locating Racking hierarchy Occupancy heatmap -
Stage 04
Retrieve
Stage 04 · Retrieve
Pull requests become claimed picklists. Deliver physically with signed delivery notes — or scan on demand and return a searchable PDF in minutes, no van required.
Picklists Delivery notes Scan-on-demand -
Stage 05
Dispose
Stage 05 · Dispose
Retention policies drive disposition schedules automatically. Legal holds suspend them on demand, and permanent withdrawal expunges records with a complete, immutable audit trail.
Retention schedules Legal holds Permanent withdrawal
Capabilities
One system. Physical and digital.
Everything it takes to manage your records end to end — and everything you need to serve yourself.
Barcoded data capture
Handheld-first capture stations that barcode and index every item with custom metadata fields.
Smart locating
Site → aisle → level → bay → location placement with occupancy guards and a live heatmap.
Retrieval & scan-on-demand
Claimed picklists, signed delivery notes, and on-demand scanning that returns a searchable PDF.
Retention & disposition
Per-record-type policies with fiscal or calendar triggers and multi-step disposition schedules.
Legal holds
Place and release holds by code, suspend disposition instantly, and track every hold event.
Immutable audit trail
Every view, change, and movement logged across eight categories — exportable for any auditor.
Your self-service portal
Your own secure portal to search, request retrievals, manage retention, and download documents.
Transparent usage
Transaction-level billing per container type and activity — with a clear usage view, so you always know what you're paying for.
Trust & compliance
Built for the auditors.
DocTrack is designed around the standards records managers are held to — and around the reality that, in Botswana, your data should stay in Botswana.
ISO 15489
ISO 16175
ISO 30301
Immutable audit trail
Every action recorded and tamper-evident — a defensible history for any review.
Strict tenant isolation
Each company's records are isolated — no customer can ever see another's.
Data sovereignty
Self-hosted in Botswana — your records never leave the country.
Role-based access
Fine-grained, default-deny permissions for operators and customers alike.
Your portal
Serve yourself.
Search the index, request a retrieval or scan, watch retention deadlines, and download documents — without a single phone call.
Your records, accounted for
Always know what's where.
A live, searchable picture of every box and file you hold, each with a complete history behind it — plus transparent, transaction-level usage, so there are never any surprises.
Request a demo
See DocTrack on your records.
Tell us a little about your records operation and we'll set up a walkthrough — tailored to how you collect, store, and retrieve today.
- A guided tour of the full record lifecycle
- Answers on compliance, isolation, and data residency
- No obligation, no pressure