Turn 50 years of paper records into AI-searchable archives.
Land titles. Permits. Civil registry. Ordinances. Tax records. We pick up the boxes, run them through AI OCR in Tagalog, English, and Cebuano, classify every page, and deliver a searchable digital archive wired into your Nova dashboard.
Every LGU office is sitting on a paper crisis.
Citizens wait weeks for permits because someone has to physically dig through a basement. Land disputes drag on for years because original titles can't be found. One typhoon, one fire, and decades of records vanish.
Records are physically scattered
Titles in one office, permits in another, civil registry in a third. No cross-search. Nobody knows where the 2009 box went.
One disaster wipes them out
Floods, fires, termites, mold. Paper has zero redundancy. When it's gone, citizens lose proof of land they've lived on for generations.
Service requests stall
A clearance that should take 30 minutes takes 2 weeks because the source document is in a labeled-wrong folder in a basement somewhere.
Four steps. ~45 days from box to searchable archive.
You hand us paper. We hand you a fully indexed digital archive integrated with your Nova dashboard. Nothing for your staff to learn. Nothing to install.
Secure pickup
Locked transport, signed chain of custody, every box barcoded before it leaves your office.
Scan + AI OCR
High-resolution scan, then AI OCR trained on PH handwriting in Tagalog, English, Cebuano.
Classify + index
AI classifies each page (title, permit, ordinance, registry…), extracts entities, tags by year/barangay/owner.
Live in Nova
Searchable archive appears in your Nova dashboard. Your staff searches by name, year, lot number — instant results.
A digital archive your staff actually uses on Day 1.
Full-text search across every page
Search "Reyes" and find every record across 50 years where the name appears — title, tax record, civil registry, permit. One query, milliseconds.
Indexed by lot, barangay, year, owner
Filter by any combination. Find every active title in Barangay 5 issued before 1995. AI extracts the metadata so you don't manually tag.
Wired into your Nova dashboard
Citizen submits a clearance request → Nova auto-pulls the supporting documents from your archive → official approves in minutes, not weeks.
Disaster-proof by design
Triple-region cloud backup. Survives floods, fires, server room failures. Your records exist in three physical places at all times.
Audit log on every access
Every read, every download, every share is logged with user + timestamp. COA-ready audit trail out of the box.
Citizen-facing portal (optional)
Let citizens look up their own records securely with PSA-verified ID. Cuts barangay foot traffic and frees staff for higher-value work.
Built for every records-heavy office in your LGU.
Each department has its own quirks — handwriting style, retention rules, compliance requirements, format conventions. Our pipeline knows them.
Civil Registry
Births, deaths, marriages, foundlings, late registrations. PSA-format compatible, indexed for one-click reissuance.
Assessor's Office
Tax declarations, land titles, real property records. Lot number + barangay + owner indexed for instant lookup.
Engineering & Building
Building permits, blueprints, occupancy certificates, structural reviews. Geo-tagged where applicable, version-tracked.
BPLO
Mayor's permits, sanitary, fire-safety, locational clearances. Linked across renewal cycles per business.
Legal Office
Contracts, MOAs, ordinances, litigation files. Sangguniang annotations linked, version-tracked across amendments.
Treasurer's Office
RPT records, BIR returns, COA audit working papers. SEC retention compliant, year-by-year structured.
MSWDO & Welfare
4Ps records, beneficiary files, PWD & senior intake. RA 10173-compliant access logs, retention automated.
HR & Personnel
201 files, civil service records, plantilla, leave records. CSC retention rules built in, DPA-aligned.
OCR trained on PH handwriting and dialects.
General-purpose OCR breaks on hand-written Tagalog from the 1970s. Ours doesn't. We trained on PH archival material specifically.
Built to the standards COA, NPC, and DICT expect.
Data Privacy Act
Personal data handling, consent flows, data subject rights, breach reporting — full DPA compliance built into the workflow.
National Archives Act
Original-handling protocols, retention schedules, and disposal authority alignment per NAP regulations.
Audit trail
Immutable access log, role-based permissions, and exportable audit reports for COA inspections.
Security baseline
Encryption at rest and in transit, key rotation, principle of least privilege across all access paths.
Data sovereignty
Primary storage in Philippine data centers. Data never leaves the country unless you explicitly authorize export.
Originals tracked
Every box barcoded, signed, sealed at pickup. Returned or destroyed per your written instruction with destruction certificates.
Volume-based. Founding LGUs get the lowest rate we'll ever offer.
We don't publish per-page pricing because every archive is different — handwritten vs typed, bound vs loose, fragile vs sturdy. You'll get a fixed quote within 24 hours of survey.
Single Office
~10 cabinets · ~50,000 pages
- One-office pickup + scan + OCR
- Searchable archive in Nova
- Basic audit log + access control
- 30-day go-live target
Whole Municipality
~50 cabinets · ~500,000 pages
- Every office: assessor, civil registry, BPLO, municipal court
- Cross-office search + entity linking
- Citizen portal included
- Full COA audit trail
- 45-day go-live target
- Dedicated PH onboarding lead
Provincial Capitol + LGUs
5+ municipalities · ~2M+ pages
- Provincial coordination + per-LGU rollout
- Province-wide cross-LGU search
- Custom integrations to existing systems
- Quarterly compliance review
- Volume discount applied
FAQ
Ready to get out from under the paper?
We'll do a free 30-minute site survey, give you a fixed quote within 24 hours, and you'll know exactly what it costs and what timeline to expect. No pressure, no commitment.