Search without knowing the folder path
Find records by document type, metadata, date, category, tag, relationship, and indexed text instead of relying on somebody’s memory of the file share.
Document Archive
Your archive should help people find records—not teach them how to navigate a maze of folders.
ZephCMS turns shared drives, scattered documents, and inconsistent naming into one searchable archive built around your document types, metadata, permissions, and records rules.
Focused entry offer
$750/month
Starting subscription price for a standard hosted Archive scope.
Find it
Search by useful information instead of guessing where somebody filed it.
Trust it
See the current version, history, relationships, and responsible record.
Control it
Apply access, retention, hold, publication, and disposition rules consistently.
Implementation, migration, scanning, storage, and integrations are confirmed in the written quote.
When Archive is the right starting point
The documents exist. The problem is finding, trusting, and managing them.
Archive is a strong first step when the organization needs immediate control of records but is not ready—or does not need—to replace every operational workflow at once.
Staff spend too much time browsing folders or asking who knows where a file lives
The same document exists in several places with no clear authoritative version
Metadata and naming are inconsistent across teams or years
Permissions are managed through copied folders and manual workarounds
Retention, legal hold, and disposition are difficult to prove or manage
A legacy archive or file share needs to be replaced without abandoning history
What the archive can do
More than storage. A working records system.
We shape the archive around the records staff have, the way they need to find them, and the rules the organization must follow.
Use metadata that makes sense to your staff
Define the document types, fields, naming, categories, and required information your organization actually uses.
Keep versions and related records together
Preserve document history and connect files to requests, matters, cases, people, correspondence, or other records so context does not disappear.
Apply retention and legal hold consistently
Manage retention schedules, holds, reviews, approvals, exceptions, and disposition work instead of tracking policy in a separate spreadsheet.
Control access without duplicating files
Use roles, offices, sensitivity, and permissions to control viewing, editing, downloading, exporting, and administration from one source of truth.
Move legacy files without losing the trail
Plan mappings, identifiers, metadata, versions, relationships, exceptions, validation, and reconciliation for records coming from old systems or shared drives.
A realistic first conversation
You do not need a perfect inventory before talking to us.
A rough explanation of where files live, what staff struggle to find, and what policy requires is enough to start narrowing the solution and likely cost.
Questions we will ask
- 1
What kinds of documents do you have, and how do staff describe them?
- 2
Where are the files today, and how much duplication or missing metadata exists?
- 3
Who should be able to search, view, edit, download, publish, hold, or destroy records?
- 4
What retention, legal hold, public-records, privacy, and disposition rules apply?
- 5
Does the archive need OCR, scanning, public publication, integrations, or case relationships?
- 6
What would make staff say the new archive is genuinely easier than the current one?
Start with the records you already have