Digital Records Management Software with Integrated Digital Forms
Most organisations already have “digital” files — but without a proper digital records management software, those files are scattered across emails, drives, and shared folders. PDFs, spreadsheets, and scanned contracts all exist digitally, yet no one is quite sure where the official record lives.
Folderit is digital records management software with integrated electronic forms that fixes exactly that. It gives you one secure place where records are captured, named, approved, signed, and archived according to your retention rules. And because Folderit includes built-in eForms, you don’t need Word templates or paper to collect structured data.
What Digital Records Management Software Actually Does
Digital records management is more than scanning and uploading files. It’s about ensuring that important information:
- is captured reliably,
- can be found quickly when needed, and
- follows clear retention and access rules over time.
With Folderit, that happens automatically — forms, emails, uploads, and approvals all generate structured, compliant records. The system takes care of metadata, permissions, audit trails, and retention, so you don’t have to.
A Document Management System with Forms — Not Just Folders
Folderit starts as a modern cloud document management system, where you can store, tag, and search everything with OCR.
Where it goes further is forms.
Create reusable Folderit eForms for incident reports, HR records, asset logs, or contract entries. Each submission automatically:
- creates a structured record in the right folder,
- applies your naming pattern, and
- stores all form values as searchable metadata.
Attachments like photos or PDFs stay linked to the record — fully controlled, searchable, and compliant.
Automated Records Capture (No More Manual Chasing)
Many records don’t start in forms — they arrive via email or scans. Folderit automates capture:
- Outlook add-in sends emails straight into the right folder.
- “Email-to-folder” addresses turn incoming mail into records.
- OCR makes even scanned PDFs fully searchable.
The result? Automated records capture, fewer lost messages, and a complete audit trail every time.
Records Retention Automation That Works
Keeping everything forever is risky; deleting too early is worse. Folderit enforces your records retention schedulesautomatically.
You can define retention rules by folder or record type — HR, finance, contracts, projects, and more. The system warns you when items approach their retention end date, then allows controlled archival or disposal.
Every change, including deletion, is logged — making retention automation reliable and audit-proof.
Searchable, Reportable Records — Not Just Stored Files
Because Folderit treats each eForm field as metadata, your records become actionable.
Filter incidents by date, find expiring contracts, or list assets by owner — then export reports instantly. Users don’t need to remember folder names; they just search by data.
Security and Compliance, Simplified
Folderit follows a zero-trust security model:
- Encryption at rest and in transit
- Two-factor authentication
- Role-based permissions
- Full audit logs
- Dynamic watermarking
Available as a multi-tenant cloud or on-premises solution for enterprise and public sector clients.
Approvals, Acknowledgements, and eSignatures — Built In
Move records forward with approvals and workflows.
Send documents for approval, acknowledgment, or signature using Folderit eSign or DocuSign.
Serial or parallel steps are supported, and completed workflows can automatically move records to “Approved” or “Archive.” Every step is recorded in the audit trail.
Where Folderit Makes the Biggest Difference
Different teams, same benefits:
- HR: Employee files, onboarding, and training records.
- Legal: Contracts, NDAs, and renewals.
- Compliance: Incidents and audits.
- Operations: Assets, inspections, and maintenance logs.
All powered by one records management system with forms, automated capture, and retention automation.
See Folderit in Action
Tired of scattered files and paper forms? Folderit brings everything together in a secure, compliant, and easy-to-use digital records management platform.
Book a live demo or start a free trial — and see how Folderit works with your own records, processes, and teams.