Turn the records roominto an evidence trail.
Custodia captures paper and legacy files at volume, indexes them so they can be found in seconds, and holds them in an archive that enforces your retention rules and records who touched what.
Overview
Good morning, Sam
Batch 14 is ready for verification.
Batches in capture
4
1 ready to verify
Records on hold
12
Disposal suspended
Batch 14 · Client files
Chain of custodyAssessed
Inventoried and classified
Intake
Received and batched
Captured
Scanned, read, indexed
Verify
Quality check in progress
Archive
Retention applied on accept
Record governance
Open audit history- Record class
- Customer due diligence
- Retention
- Review on expiry
- Legal hold
- Applied, disposal paused
- Custody
- Intake to archive
Capture it once.
Govern it for good.
Digitising the paper is the easy half. What makes an archive worth having is knowing what is in it, who may see it, and when it is due to go.
High-volume capture
Bulk scanning of paper and legacy files, with image enhancement.
OCR and indexing
Text recognition and metadata extraction on every scanned page.
Quality verification
Each batch is checked and reconciled before the archive accepts it.
Retention and holds
Schedules run each record class, and legal holds suspend disposal.
Search and retrieval
Full-text search, metadata filters, and saved views across the archive.
Controlled export
Validated content moves downstream, and every export is logged.
What Custodiadoes with your records.
One controlled path from the filing room to an archive that can answer an auditor.
A controlled path from paper to digital
Records are inventoried and classified, taken in under secure intake, then scanned, read with OCR, and indexed against the metadata rules you set. Each batch is checked and reconciled before the archive accepts it.
See the processClient files
From paper
to digital evidence.
Every batch follows the same five documented steps, from secure intake through verified archival.
Assess
We inventory and classify what exists, so scope and record classes are agreed up front.
InventoryPrepare
Documents are taken in under secure intake and batched, with each batch tracked from the start.
Secure intakeCapture
Batches are scanned, read with OCR, and indexed against the metadata rules you set.
Scan and indexVerify
Quality checks and reconciliation confirm each batch is complete and legible.
ReconciledArchive
Records enter the archive under their retention rules, permissions, and audit history.
RetainedNamed clients, on the record
No anonymous logos. Real people who have worked with us, some for the better part of a decade.
Moiotso built our MVP, scaled it, and delivered it on time and within budget. They completely changed the direction of my company. Their consistent quality truly impressed me. I've wasted money before, but not with Moiotso.
Working with this team has been a game-changer. Their developers, marketers, coders, and content writers have helped me scale my white-label business and expand globally. It's like having my own in-house team.
Our SaaS product went from frustrating to seamless. With better content organisation and navigation, our users now love the experience. The transformation has been incredible!
Over the past decade, they've provided me with a reliable, adaptable team that delivers quality work, fast responses, and excellent communication. It's been a great partnership!
Book a discovery workshop.
We define document volumes, classes, indexing rules, security boundaries, retention requirements, and migration priorities.
Custodia FAQs
Document scanning and secure archiving converts paper and legacy files into indexed, searchable digital records held in a governed archive. It combines high-volume capture (scanning, OCR, metadata extraction, quality review) with records controls: permissions, retention rules, legal holds, and a full audit history.
Each batch follows five documented steps: assess (inventory and classify), prepare (secure intake and batching), capture (scan, OCR, and extract metadata), verify (quality checks and reconciliation), and archive (protect and retain). The process is designed to keep a documented chain of custody from intake through verified archival.
It is when the controls match the sensitivity of the records. The archive supports single sign-on, multi-factor authentication, granular role-based permissions, encryption with key management options, tamper-evident audit history, and backup and recovery controls. Final controls are validated against your classification and records policies.
Deployment options include customer-controlled cloud, private cloud, on-premises, and segmented or restricted-network environments. This suits organisations whose classification or records policies rule out shared public cloud. The right pattern is agreed during the discovery workshop, alongside security boundaries and retention requirements.
Retention rules apply a defined lifecycle to every record class: how long it is kept, who reviews it, and how it is disposed of defensibly at the end. Legal holds suspend disposal for records tied to audits, investigations, or litigation, and every action is logged in the audit history.
Chain of custody is the documented trail showing where a batch of documents has been and who handled it, from secure intake through scanning, verification, and archival. It gives records and compliance teams evidence they can produce for audits, investigations, and records requests.
Authorised users retrieve documents in seconds using full-text search, metadata filters, and saved views, instead of searching filing rooms or shared drives. Controlled export lets approved users send validated content into business workflows, while permissions and audit history keep access disciplined.
Start with a discovery workshop. Together we define document volumes and classes, indexing rules, security boundaries, retention requirements, and migration priorities, then agree the capture and archiving plan. Contact Moiotso Limited in London on 020 3974 2122 to arrange a workshop.