Metadata extraction, confidence scoring, classification suggestions, and human review.
Enterprise Records & Archive Management by Open Sky KSA
Control the Complete Lifecycle of Physical, Digital, and Hybrid Records
SkyDoks unifies warehouse archives, boxes, physical files, digital documents, retrieval operations, chain of custody, retention, legal holds, and authorized disposition in one governed enterprise platform.
- Physical, digital & hybrid
- Arabic & English
- Barcode & QR traceability
- Cloud, on-premises or hybrid
- Dedicated or managed
Unified records control
Riyadh ArchiveWarehouse · Zone A · Rack 04
ControlledBox BX-204842 physical files
Record REC-7319Physical + digital
09:14 Retrieved09:22 Handover09:28 Custody logged
Conceptual platform visualization
What SkyDoks Manages
One Platform for the Complete Records Lifecycle
SkyDoks manages records from creation or receipt through classification, storage, movement, retrieval, retention, legal hold, digitization, and authorized disposition.
- 01
Capture & Register
Physical files, digital documents, bulk imports, and incoming archive boxes.
- 02
Classify & Index
Record series, metadata, OCR, and barcode or QR assignment.
- 03
Store & Protect
Repositories, warehouses, rooms, aisles, racks, shelves, and boxes.
- 04
Move & Retrieve
Pickup, transportation, retrieval, delivery, return, and reshelving.
- 05
Govern & Retain
Retention schedules, legal holds, access controls, and audit trails.
- 06
Review & Dispose
Reviews, approvals, destruction batches, and destruction certificates.
Physical Archive Management
Know Exactly Where Every Box and File Is
Model every archive location and preserve ownership, capacity, status, and location history from warehouse level down to the individual record.
- Warehouse and location registry
- Archive-capacity planning
- Occupancy monitoring
- Box and physical-file registration
- Barcode and QR labels
- Bulk inventory import
- Check-in and check-out
- Transfers between locations
- Storage-status tracking
- Location history and exceptions
- Branch and department ownership
- Configurable location levels
Archive location hierarchyLive occupancy model
WarehouseRiyadh Central · 78% occupied
Zone / RoomZone A · Controlled records
Aisle 03Rack 04 · Shelf 02
72% capacity
Box BX-204842 files · Barcode assigned
Physical File PF-7319Linked to governed record
Warehouse → Room → Aisle → Rack → Shelf → Box → Physical File → Record
Movement, Retrieval, and Chain of Custody
Every Handover. Every Location. Every Timestamp.
SkyDoks records the operational history of boxes and files from pickup through storage, retrieval, delivery, return, and reshelving.
1Requested08:42
2Approved08:51
3Assigned09:02
4In Transit09:14
5ReceivedPending
6ShelvedPending
Request & assign
Pickup requests, transport assignment, source/destination, retrieval approval, and urgent prioritization.
Scan & hand over
Barcode scans, warehouse receipt, shelving confirmation, proof of handover, and proof of receipt.
Deliver & return
Physical or digital delivery, scan-on-demand, return tracking, and reshelving confirmation.
Monitor operations
SLA timestamps, overdue items, exceptions, escalations, and append-only custody events.
Controlled evidence, carefully stated. SkyDoks provides controlled and auditable custody records. Technical safeguards and evidentiary value depend on the selected deployment, configuration, procedures, and applicable requirements.
Hybrid record REC-7319Active
R
Employee contract recordSeries: HR-EMP · Retention rule linked
Physical originalBX-2048 · PF-7319In storage
PDFScanned surrogateOCR confidence 97%QA reviewed
Conceptual platform visualization
Digital Records and Intelligent Capture
Turn Paper and Legacy Files into Governed Digital Records
Capture born-digital content, scan physical originals, link digital surrogates to files and boxes, and migrate legacy repositories without losing metadata or human oversight.
Dry runs, folder imports, duplicate detection, batch validation, and exception queues.
Full-text search, document preview, versioning, workflows, and role-based access.
Maintain a physical original, scanned surrogate, and digital-only record under one registry entry.
Clear definitions: A document carries information; a record is governed evidence of activity; a physical file is the physical container for related items; a box groups physical files for storage and movement.
Retention, Legal Hold, and Disposition Governance
Keep Records for the Right Period—and Dispose of Them Only with Approval
Apply record series and retention rules, suspend eligible disposition when holds are active, and route every decision through controlled review.
Declare & classify
Record series, business context, and retention schedule.
Calculate
Event-based trigger and calculated retention expiry.
Check holds
Legal and business holds suspend destruction.
Review
Eligibility queue, separation of duties, and approvals.
Execute & certify
Batch, manifest, confirmation, certificate, and permanent history.
Retention control
- Record series
- Retention schedules
- Event-based triggers
- Calculated expiry
Hold management
- Legal holds
- Business holds
- Custodian and scope tracking
- Suspension of destruction
Authorized disposition
- Review queues
- Approval workflows
- Destruction manifests
- Execution confirmation and certificates
SkyDoks does not require or promote automatic destruction. Disposition occurs only after applicable retention requirements, active holds, and authorized approvals have been reviewed. Scanning does not by itself authorize destruction of a physical original.
Technology-Enabled Managed Records Services
The Platform, Controls, and Operational Visibility Behind Your Archive
Open Sky can provide or coordinate records services according to the agreed scope and partner model, with each activity tracked through the same operational controls.
Archive Assessment
Current-state analysis, inventory review, records classification, and implementation roadmap.
Inventory & Barcoding
Box registration, file indexing, barcode or QR labeling, and location assignment.
Collection & Movement
Pickup requests, transportation coordination, handover records, and receipt confirmation.
Scanning & OCR
Preparation, scanning, Arabic/English OCR, metadata extraction, and quality assurance.
Retrieval Operations
Physical retrieval, scan-on-demand, urgent requests, return, and reshelving.
Lifecycle Administration
Retention monitoring, hold administration, disposition review, and reporting.
Hosting & Support
Managed hosting, monitoring, backups, integrations, and support.
Services are available according to agreed scope, delivered directly or through approved operational partners, and subject to the selected deployment and service agreement.
Explore Managed Records ServicesCore Platform Capabilities
Business Control First. Enterprise Architecture Underneath.
Records Registry
One controlled identity for every governed record.
Physical Archives
Locations, boxes, files, status, and ownership.
Warehouse Control
Hierarchy, occupancy, capacity, and exceptions.
Box & File Tracking
Registration, location history, and movements.
Barcode & QR
Scannable identity and traceability at handover.
Movement & Retrieval
Requests, assignments, delivery, return, and SLA.
Chain of Custody
Controlled events, evidence, and exceptions.
Digital Records & OCR
Capture, search, metadata, preview, and migration.
Hybrid Record Linking
Connect physical originals and digital surrogates.
Retention Schedules
Series, triggers, expiry, and review eligibility.
Legal Holds
Scoped suspension with full administrative history.
Disposition Governance
Approvals, batches, manifests, and certificates.
Audit & Reporting
Activity, compliance evidence, SLA, and exceptions.
Role-Based Access
Tenant, branch, department, group, and delegated roles.
Enterprise Integrations
APIs plus Microsoft 365, Dynamics, SSO, SIEM, and syslog readiness.
Backup & Recovery
Configurable backup and disaster-recovery architecture.
Operational Visibility Across the Entire Archive
See Capacity, Custody, Demand, and Risk in One View
Give records teams and leadership a shared operational picture across physical and digital holdings.
Total records & boxesPhysical / digital / hybrid splitCapacity by warehouse & cityPending pickups & in-transit recordsUrgent and overdue retrievalsScan-on-demand statusUpcoming retention expirationsActive legal holdsDisposition candidates & approvalsCustody exceptions & SLA performance
Archive OperationsEnterprise overview
ConceptualRecords248,614+2.8%
Boxes12,84078% located
In transit384 urgent
Warehouse capacity
Lifecycle attention
124 retention reviews
7 overdue returns
96.4% SLA within target
Illustrative metrics; not production customer data.
Industries and Use Cases
Records Control for Regulated and Distributed Operations
Examples illustrate suitable use cases and do not imply current customer relationships.
Government & Semi-Government
Official records, administrative archives, correspondence, and controlled retention.
Insurance
Claims files, policies, correspondence, legal holds, and physical/digital evidence.
Banking & Financial Services
Account files, supporting records, finance archives, access, and retention.
Healthcare
Administrative and operational records with restricted access and auditability.
Legal & Professional Services
Matter files, evidence, legal holds, and custody tracking.
HR & Employee Records
Employee files, contracts, onboarding, and confidential metadata.
Transport, Fleet & Car Rental
Vehicle files, contracts, accident reports, and branch records.
Energy, Industrial & Construction
Project records, technical files, drawings, and site archives.
Education
Student records, administrative archives, certificates, and departmental records.
Distributed Enterprises
Central governance, decentralized capture, branch access, and shared archive operations.
Implementation Journey
A Practical Path from Paper Archives to Governed Records
- Phase 1
Assess and Inventory
Archive assessment, box and file inventory, taxonomy, and retention review.
- Phase 2
Deploy and Register
Configure SkyDoks, establish locations, import inventory, and barcode boxes and files.
- Phase 3
Digitize by Priority
Active records, frequently retrieved files, high-risk archives, and scan-on-demand.
- Phase 4
Govern the Lifecycle
Retention, legal holds, custody, disposition, and reporting.
- Phase 5
Move Toward Digital-by-Default
Digital intake, integrations, workflow automation, and controlled reduction of physical dependency.
The appropriate treatment of paper originals depends on legal, regulatory, business, and evidentiary requirements. Digitization is not a blanket authorization to destroy originals.
Security and Enterprise Controls
Configurable Protection for Records and Archive Operations
Security capabilities depend on the selected deployment, integrations, customer environment, and agreed hardening scope.
Identity & Access
Tenant isolation, RBAC, MFA support, SSO readiness, and controlled exports.
Audit & Monitoring
Audit history plus configurable SIEM and syslog integration.
Data Protection
Secure transport, configurable security headers, and WORM-ready storage architecture.
Resilience
Backups, recovery procedures, and disaster-recovery architecture options.
Deployment Hardening
Firewall-protected environments and controls configured for the selected architecture.
Deployment Options
Deploy in the Environment Your Records Program Requires
Choose a model based on sovereignty, security, integration, scale, and service requirements.
Managed Cloud
Managed hosting for an accelerated and supported rollout.
Customer Cloud
Deployment in a customer-controlled cloud environment.
On-Premises
Deployment within customer-managed infrastructure.
Hybrid
Coordinated services across customer and managed environments.
Dedicated Enterprise
A dedicated tenant or environment for one organization or group.
Multi-Tenant Managed
A managed model for groups, subsidiaries, branches, or service providers.
Architecture options are available subject to selected deployment, customer infrastructure, integrations, and service agreement; they are not mandatory configurations for every customer.
More Than a Document Management System
From Documents to the Broader Records Lifecycle
| Capability | Standard DMS | SkyDoks ERM |
|---|---|---|
| Document upload and search | Typical | Included |
| Versioning | Typical | Included |
| OCR and metadata | Often | Included |
| Physical archive locations | Limited | Core |
| Warehouse hierarchy | Limited | Core |
| Box and physical-file tracking | Limited | Core |
| Barcode and QR movement | Limited | Core |
| Retrieval and return workflows | Limited | Core |
| Chain of custody | Limited | Core |
| Record series and retention schedules | Varies | Core |
| Legal holds and disposition review | Varies | Core |
| Destruction certificates | Limited | Supported |
| Hybrid physical/digital records | Limited | Core |
| Archive-capacity reporting | Limited | Core |
SaudiDocs and SkyDoks serve related but different enterprise needs. SaudiDocs focuses on digital document management, while SkyDoks governs the broader physical and digital records lifecycle.
Plan Your Records Program
Ready to Bring Your Physical and Digital Records Under Control?
Request a guided demonstration, archive assessment, proof of concept, or enterprise implementation plan.
Request an ERM DemoAccess SkyDoks PortalYour email application will open; no information is submitted through this website.