Electronic Document Management System (EDMS) for Kenya
Our cloud electronic document management system (EDMS) is built in Nairobi and supported by the Domino Systems team. There is nothing to install. Your team opens a web browser, signs in at your organisation's own secure address and works with every document they are allowed to see, from the office, from home or from a branch.
At a glance
- Nothing to installRuns in any web browser, on a laptop or a phone.
- Approvals and e-signatures built inNo printing, no chasing signatures.
- Data Protection Act toolsRequests, breach log and redaction included.
- Local teamSetup, training and support from Westlands, Nairobi.
What our EDMS replaces
- Filing cabinets, storage rooms and the rent you pay for them
- Shared drives with five versions of the same file and no idea which is final
- Approvals chased by email, phone and WhatsApp
- Printing a document only to sign it, scan it and email it back
- Paper registers of who borrowed which file
EDMS features
Capture documents from anywhere
Scan straight into the system, forward emails to a filing address, drop files into a watched folder or bulk import thousands at once. Outlook and Gmail add-ins let staff file an email and its attachments in two clicks.
Find any document in seconds
Search by file name, by index fields such as client number or invoice date, or by any word inside the document. OCR reads the text in scanned pages so they are searchable too. Each team can save its own views, for example "Contracts expiring this quarter".
Approval workflows
Build approval routes on a visual designer, with no coding. Send documents to one approver or several at once, and set the rule for moving on: any one approver, all of them, or a number such as two out of four. Name a stand-in for staff on leave, set escalation deadlines and let the system send reminders.
Electronic signatures
Approvers sign with a drawn, typed or cryptographic signature inside the system. Clients and suppliers can sign through a secure link without an account. Each signed file gets a SHA-256 fingerprint, so anyone can check later that it has not been changed.
Security and access control
Files are encrypted in storage and in transit. Access is set by user, group, role or branch. Two-step sign-in and single sign-on are supported, and you can block sign-ins from outside Kenya. Every view, edit, download and share is written to an audit trail that cannot be edited.
Records retention and legal hold
Set how long each type of record is kept and what happens at the end: review, archive or destroy, with a record of the decision. Put files on legal hold during a dispute. Store records that must never change in write-once (WORM) storage.
Data Protection Act tools
Track data subject requests, log data breaches with a 72-hour countdown, keep consent records and mark sensitive document types so fewer people can open them. Redaction finds Kenyan identifiers such as national ID and KRA PIN numbers and blacks them out before a document is shared.
Everyday document work
Full version history with check-out, so two people never overwrite each other. Compare two versions side by side, merge and split PDFs, add notes and comments that stay with the file, and add watermarks when you share.
Secure sharing
Share a file outside the organisation with a link that has a password, an expiry date and a download limit, instead of an email attachment you can never take back.
Integrations and reports
Connect the system to your ERP, core banking or loan system through its open API and webhooks. Build reports on documents, workflows and user activity without exporting to Excel.
Built for organisations in Kenya
Cloud or on-premise?
Our EDMS runs in the cloud by default, which means no servers to buy and updates at no extra cost. If your policy needs documents kept on your own servers, we will talk you through the options. Read our cloud vs on-premise comparison.
Moving from another system or shared drives
Our EDMS imports documents with their index data from other document management systems and from shared folders. We map your old fields to the new document types so nothing is lost, and we run both systems side by side until your team is comfortable.
How we set up your EDMS
- AssessmentWe map your documents, users and approval routes.
- ConfigurationDocument types, index fields, folders, access rights and workflows.
- Migration and scanningOld files moved in, paper backlogs scanned on site.
- Training and go-liveEvery user group trained, then ongoing support from our team.
Need paper files scanned first? See our bulk scanning service.
Questions about our EDMS
Do we need to install anything?
No. It runs in any modern web browser. Staff can also add it to a phone or laptop home screen so it opens like an app.
Can people outside our organisation sign documents?
Yes. Send a signing link to a client or supplier. They review and sign without creating an account, and the signed copy returns to the system with its audit trail.
Can the system connect to our ERP or core system?
Yes, through the open API and webhooks. We have connected document systems to SAP and to loan processing systems for Kenyan clients.
How do we see the system before deciding?
Book a free demo. We will set up a few of your own document types so you can see how your files would be stored, found and approved.
Book an EDMS demo
See the system working with your own documents, at our Westlands office or online.