AI enabled Electronic Records Management for Public Sector, ISO 16175, 15489

Enterprise Records Management for the Public Sector – electronic, physical, and hybrid records on one governed platform

An Alfresco-based records management platform for Directors and Heads of Records Management: capture records from any source, enforce an automated file plan, apply retention and holds, and deliver audit-ready search and retrieval across open and classified records.

For Records Directors

Standardize policy, file plan, and retention across agencies and systems.

For Records Operations

Reduce manual work with automated classification, numbering, holds, and jobs.

For Compliance & Audit

Audit-ready evidence and traceability for records access and disposition.

Standards-aligned records governance

Designed for government records programs with alignment to widely adopted records and security standards.

DoD 8180.01

Foundational governance approach for records policy and lifecycle control.

ISO 15489

Records management principles: reliability, integrity, usability.

ISO 16175

Functional requirements for digital records and systems of record.

ISO 27001

Security management framework for access control and auditability.

Note on compliance

Standards compliance depends on policy configuration, operating procedures, and audits. This platform provides the controls and artifacts typically required to support compliance programs.

Capture → Classify → Manage → Retain → Hold → Transfer → Destroy → Preserve

A full records lifecycle that handles electronic, physical, and hybrid records consistently, without gaps.

1) Capture from any source

Email, portals, file shares, line-of-business systems, and physical documents via built-in scanning with OCR.

scan • ingest • OCR

2) Automated file plan & numbering

Automated file plan assignment, auto-numbering rules, and consistent metadata for faster classification and retrieval.

file plan • auto-numbering

3) Secure, scalable repository

A scalable, governed repository for records and evidence, supporting electronic and hybrid record models.

scale • governance

4) Retention policies by default

Automated application of retention schedules, cutoff rules, and event-based triggers.

retain • cutoff • trigger

5) Holds, transfer, destroy jobs

Workflow-driven record holds; managed transfer and destruction jobs with approvals and auditability.

hold • transfer • destroy

6) Search & retrieval (Full-text + AI)

Full-text search plus AI-assisted discovery to find relevant evidence faster across large archives.

full-text • AI

Platform capabilities for government-wide records programs

A single platform for electronic records, physical record tracking, and hybrid records, ready for multi-agency deployment.

Electronic, physical, and hybrid records

Manage full lifecycle of electronic records and track physical/hybrid files with location, status, and chain-of-custody.

e-records • physical • hybrid

Built-in capture + scanning + OCR

Capture from any source, including physical documents via scanning and OCR to improve indexing and findability.

capture • scan • OCR

Automated file plan + auto-numbering

Apply the file plan automatically and generate compliant record numbers consistently across agencies and offices.

classification • numbering

Retention, holds, transfer, destroy

Automate retention; manage legal/administrative holds; run controlled transfer and destruction jobs with approvals.

retain • hold • dispose

Full-text + AI-enabled search

Search across records and archives using full-text and AI-assisted discovery to surface relevant files and context faster.

discover • retrieve

OAI integration support

Support Open Archives Initiative (OAI) standards for archive integrations and interoperability.

OAI • interoperability

Role-based access with open and classified record handling

Apply strong role-based access control and support classification levels across the platform, ensuring that only authorized users can access sensitive content.

Role-based access control

Granular permissions aligned to organizational roles, units, and responsibilities.

Open + Classified records

Support open records and classified levels such as Confidential, Secret, and Top Secret with controlled access and audit trails.

Auditability

Maintain audit evidence for access, changes, retention events, holds, and disposition actions.

CLASSIFICATION CONTROLS (MOCK)

Open → Confidential → Secret → Top Secret

Record: R-2026-000184

Access: Unit A (read) • Officer X (edit) • Audit: enabled

Record: R-2026-000219

Access: Restricted group • Dual approval • Audit: enabled

Audit-ready traceability

access • actions • holds • jobs

Result: controlled access to classified content with defensible audit trails.

On-premise, cloud, or hybrid — plus immutability and long-term preservation

Deploy to match your government security posture and data sovereignty needs, while supporting immutable archives and preservation.

Flexible deployment

Support on-premise, public cloud, private cloud, or hybrid deployment models based on agency requirements.

Immutability via S3

Integration with S3-compatible object storage (self-hosted or private cloud) for immutability and archival durability.

Long-term preservation

Preservation patterns to ensure records remain accessible and trustworthy over long retention horizons.

Multi-tenant government-wide

Multi-tenant capability for a single platform serving multiple agencies while maintaining isolation, policy, and reporting.

Secure & scalable repository

Scale from departmental deployments to government-wide programs with predictable performance and governance controls.

Digital signing (SignDex)

Integrate digital signature flows (e.g., SignDex) to support record signing for paperless processes and evidentiary assurance.

Delivery approach: prove compliance, then scale government-wide

Start with one agency or one records domain, validate the file plan and retention model, then expand.

PHASE 1

File plan + capture

Configure automated file plan, numbering, and ingestion (including scanning/OCR) for a selected records domain.

PHASE 2

Retention + holds + jobs

Implement retention schedules, holds, transfer and destruction jobs, with approvals and audit evidence.

PHASE 3

Scale + preservation

Expand to multi-agency tenancy, integrate S3 immutability, and formalize preservation and archive integration (OAI).

Decisive next step

Run a 2–3 hour records governance workshop to confirm the file plan model, classification levels, and retention schedules—then deliver Phase 1 as a pilot.

Make records governance defensible — across electronic, physical, and hybrid records

We’ll align your file plan, retention schedules, classification controls, and disposition workflows to an auditable operating model—then scale to multi-agency deployment.

File plan