Record and Archive Management

Experts in handling digital and physical records

Our Record Management System (RMS) is a stand-alone record management system, designed to manage physical and digital records together within one system, eliminating the need for data entry repetition. Our software is continually developed in conjunction with record management practitioners. The systems allow comprehensive business processes to be accommodated through configuration including detailed business structures, record classifications and guideline-dependant retention rules. The system has become an integral part of processes within Police forces and other organisations. Records are managed in accordance with data protection principles with retention functions including MOPI.

Our system is designed to manage the full life cycle of, crime and non-crime, records together in one system offering functionality that suits an organisation’s processes, allowing the movement and tracking of retained records.

Simple to use

Simple yet highly functional screens allow the creation, search, management and disposal of records in a highly processed-based environment. Users have full visibility of records managed across the whole organisation and offers hierarchal role-based access.

Communication at the Heart of the Process

Many existing processes can be automated by the built-in review and communication tools, saving time and money for the organisation and automated record review notifications via multiple channels.

Our software Includes a desktop app providing users with a clear picture of their responsibilities. Pre-defined but highly configurable templates take the pain out of keeping users and customers informed.

The right tools for the job

Barcode management and digital signature capture assist in improving transaction accuracy, reducing paperwork and securing the audit trail. 

Users have the added benefit of the eArchive mobile app, allowing staff to manage records remotely and away from their desktop.

Data Assurance

The system is underpinned by auditing and transaction history functionality which is secure and detailed enough to satisfy criminal justice standards. Communication between users is kept within this audit trail so user-driven updates can be cross-referenced with system actions.


Open APIs ensure that RMS can be integrated into the wider portfolio software used by organisations.

A Flexible Approach

One size does not fit all so the application is highly configurable to accommodate differences in processes across organisations. Specific types of data/correspondence require unique recording and handling so additional functionality surrounds high-risk data.

KIM Software’s work extends beyond the supply of record management systems to include the ongoing review of legislation, best practice, policy and procedure to ensure we deliver systems that remain current whilst delivering real benefit to our clients and the wider community.

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