Document Management System in Kenya
Domino Systems helps Kenyan organisations move from paper files and shared drives to one secure, searchable system. We supply the software, scan your old files, set up your approvals and train your team. We have done this from our Westlands office in Nairobi since 2016.
Trusted by Sasini PLC, MyCredit, Royal FloraHolland Kenya, the Commission for University Education, KNCHR and others.
What we do
Cloud electronic document management system (EDMS)
Our cloud EDMS is built in Nairobi and supported by our own team. Store every document in one place, find it in seconds, send it for approval and sign it without printing. It runs in any web browser, on a laptop or a phone.
See what our EDMS does → Visit the product site ↗Bulk document scanning
Our team scans your backlog on your premises, so your files never leave the building. Every page is indexed, so staff can search by name, number or date from the day you go live.
Scanning services →Setup, migration and support
We move you off paper, shared drives or the document system you use today. We set up your folders, access rights and workflows, train every user and stay on call after go-live.
Talk to us →Why Kenyan organisations are moving to a document management system
Most organisations we meet have the same problems. Files sit in cabinets at head office while branches wait days for a copy. Approvals travel by email and WhatsApp, then someone prints them to sign. Nobody can say who opened a file or when.
The Data Protection Act, 2019 adds pressure. You now need to know where personal data is kept, who can see it and when it will be deleted. That is very hard to prove with paper files and shared folders.
A document management system (DMS) fixes this. Every document lives in one secure place, with rules on who can see it, a record of every action and a set path for approvals.
What you get with Domino Systems
- One searchable library. Scanned papers, emails, PDFs and Office files in one place. Search finds words inside scanned pages too, using OCR.
- Approvals without paper. Purchase orders, leave forms, loan applications and contracts move from desk to desk on their own. Approvers sign inside the system, from the office or their phone.
- Control over who sees what. Access by role, department or branch, two-step sign-in and a full audit trail of every view, edit and download.
- Records kept for the right length of time. Retention rules, legal hold and locked storage for records that must never change.
- Tools for Kenyan data law. Data subject request tracking, a breach log with a 72-hour timer and automatic blacking out of ID and KRA PIN numbers.
- Links to your other systems. An open API and webhooks. We have connected document systems to SAP and to loan processing systems for Kenyan clients.
- Training included. Every user group is trained before go-live, at no extra cost.
How a project runs
- Free assessmentWe visit, look at your files and processes and agree what to move first.
- Written scope and fixed quoteYou see every deliverable and the full cost before you sign.
- SetupWe create your document types, folders, access rights and approval workflows.
- Scanning and migrationWe scan paper backlogs and move files from shared drives or your old system.
- Training and testingYour team tests with real documents and we fix what does not fit.
- Go live and supportWe stay with you after launch for questions, changes and new workflows.
Industries we work with
We have set up document management for lenders, SACCOs, universities, government commissions, agriculture, energy and travel companies. Read how it works in your sector:
Recent projects
MyCredit Limited
Loan paperwork moved off paper. Applications now travel from the branches to head office digitally, are approved and signed online, and are filed automatically with a full audit trail.
Commission for University Education
Years of paper records scanned and indexed, with daily scanning at the front office and digital approvals, so staff find files in seconds instead of searching storage rooms.
Sasini PLC
One cloud document system across the business, with scanning across its operations, digital approvals and signed electronic forms.
Frequently asked questions
What is a document management system?
A document management system is software that stores, organises and controls your documents in one place. It lets staff find any file in seconds, controls who can open or change it, records every action and moves documents through approvals. Scanned paper, emails, PDFs and Office files can all live in it.
How much does a document management system cost in Kenya?
The cost depends on the number of users, how much storage you need and how many pages need scanning. We give a fixed written quote after a free assessment, so you know the full cost before you commit. There are no extra charges for training.
Is a cloud document management system safe for confidential files?
Yes, if it is set up well. Our EDMS encrypts files in storage and in transit, uses two-step sign-in, limits each user to what their role allows and logs every action. You can also block access from outside Kenya. If your policy needs data on your own servers, ask us about an on-premise setup.
Will a DMS make us compliant with the Data Protection Act?
No software makes you compliant on its own, because the Act places the duty on you as the data controller. What our EDMS gives you is the evidence and tools: access controls, audit trails, retention rules, data subject request tracking and a breach log. We help you set these up to match your own policies.
Can you scan our old paper files?
Yes. We scan on your premises with production scanners, index each page and load it into your new system. We have done this for universities, government commissions and energy companies in Kenya.
Can we move from our current system or shared drives?
Yes. We move documents and their index data from your current document system or from shared folders into our EDMS, and run both side by side until your team is ready.
See it working on your own documents
Book a free demo at our Westlands office or online. Bring a few real documents and we will show you how they would be filed, found and approved in our EDMS.