Cartons containing company records stacked on racks in the records room.

DocPro Records Management System

Barcode-track physical records end-to-end with audit trails.
Every record. Controlled.

DocPro RMS helps you manage the complete Storage → Retrieval → Re‑Filing lifecycle with full visibility, user requests, and detailed activity trails for compliance‑driven environments.

Request a demo Records cycle

Unbreakable chain of custody for your physical archive

Managing physical records in regulated environments requires absolute precision. The DocPro Records Management System (RMS) bridges the gap between your physical archive and digital governance. By combining barcode-driven tracking, strict role-based access controls, and digital workorders, we ensure every file movement—from initial storage and retrieval to final destruction—is securely logged in a tamper-evident audit trail, keeping your operations fully GMP compliant.

100% traceabilityEliminate the risk of misplaced files with a permanent, tamper-evident digital ledger. Every storage, retrieval, and refiling action is time-stamped and linked directly to the authorized user. This guarantees absolute visibility into your physical archive's entire chain of custody at all times.
Barcode‑driven operationsReplace manual data entry with lightning-fast, multi-level barcode scanning for both physical objects and storage locations. This completely removes human error from your daily records room operations. Your team can execute high-volume retrieval and refiling workorders with absolute, pinpoint accuracy every single time.
Compliance readyConfidently face internal reviews and strict statutory audits with a system built specifically for heavily regulated environments. DocPro effortlessly satisfies complex Good Manufacturing Practice (GMP) requirements through enforced access controls. You can instantly generate the defensible proof external auditors demand to pass inspections.

Records Management cycle

Govern every physical asset from initial barcode capture to authorized destruction.

Capture & store Create items, assign an object type, generate a barcode, and allocate a barcoded location. Request & approve Users place pickup/retrieval requests; approvers authorize based on access rules and policies. Workorders Ops executes pick, validate, delivery, and return/re-file workorders with controlled handoffs. Re-file & track Return items to the correct shelf/location and maintain complete movement and custody history. Destroy After the retention/archival period ends, authorized destruction is executed and recorded with proof for audit.

Engineered for strict regulatory compliance

In highly regulated environments like pharmaceuticals, a missing physical record is a critical compliance violation. DocPro RMS is purpose-built to satisfy the rigorous demands of Good Manufacturing Practices (GMP) and statutory audits.

  • Granular Access Controls: Eliminate unauthorized handling. Enforce strict, role-based permissions governing exactly who can search, retrieve, refile, or authorize the destruction of sensitive physical assets.
  • Tamper-Evident Audit Trails: Maintain a permanent digital ledger of custody. Every physical movement is time-stamped and recorded, providing the exact defensible proof demanded by external auditors.
  • Accountable Digital Workflows: Replace untraceable paper slips with mandatory, multi-level digital approvals, guaranteeing that every physical retrieval or destruction workorder is formally justified and authorized.

Why operations teams rely on DocPro RMS

Physical archives often become operational black holes where missing documents lead to severe compliance risks and wasted hours. DocPro RMS transforms chaotic storage rooms into precision-controlled, heavily audited data centers. We empower your operations team with the digital tools needed to locate, track, and secure every physical asset. Experience flawless chain-of-custody management from the moment a carton arrives until its authorized destruction.

Full visibility

Eliminate the blind spots in your physical storage facilities by tracking items down to the specific shelf and carton. Our real-time dashboards provide your records managers with an instant, birds-eye view of your entire inventory. You will always know exactly where a file resides, who checked it out, and when it is scheduled to return.

User requests

Bridge the gap between your corporate users and your physical records room through a seamless digital request portal. Employees can easily initiate retrieval or refiling workflows without relying on slow email chains or easily lost paper forms. Your operations team receives prioritized, digital workorders that streamline the fulfillment process and drastically reduce turnaround times.

Barcode accuracy

Remove human error from your daily operations by implementing a strict, barcode-driven scanning architecture for every movement. By tagging both individual files and their corresponding physical locations, your team ensures items are always placed exactly where they belong. This high-speed scanning capability allows you to process massive volumes of physical records with flawless precision.

Audit trails

Safeguard your organization against regulatory fines by maintaining an unbreakable, tamper-evident ledger of all physical asset movements. Every authorized interaction, from initial storage to final destruction, is permanently logged with user details and timestamps. This provides your compliance officers with the exact, defensible evidence required to instantly satisfy internal investigations and external statutory audits.

Standardized operational terminology

Establish a unified, compliant vocabulary across your entire enterprise. These structured definitions ensure your records room operations remain perfectly consistent across multiple facilities, sites, and remote teams.

Object

An Object represents any physical asset secured within your records facility, including individual file-folders, standard containers, or bulk shippers. Each of these units is assigned a unique, trackable barcode upon ingestion. This precise classification allows operations teams to instantly identify and retrieve specific files during compliance audits.

Location

A Location defines the exact physical coordinates of your storage architecture, mapping everything from specific buildings down to individual compactor shelves. We mandate unique barcodes for every single storage position within your facility. This structural precision guarantees that returning a file to its proper place is completely error-free.

Account

An Account acts as the foundational security perimeter, explicitly controlling which users can search, retrieve, or authorize the destruction of specific records. You can build up to three levels of strict hierarchical access to mirror your exact corporate structure. This robust barrier prevents unauthorized personnel from ever interacting with sensitive physical files.

Enterprise governance modules

Separate administrative configuration from daily floor operations to ensure your structural governance remains completely intact.

Dashboard

Empower your teams with role-specific command centers the moment they log in. Administrators gain immediate oversight of system health and active users, while operations staff see prioritized daily workorders. This centralized visibility ensures critical physical record movements never fall behind schedule.

Admin

Maintain absolute control over your digital governance and system security. This module allows you to configure strict user roles, manage e-signature policies, and instantly generate comprehensive audit reports. It provides the foundational security required to protect your physical archive from unauthorized access.

Masters

Standardize your records room operations by establishing rigid structural hierarchies. Define exact physical locations, permitted actions, and approved lists of values (LOVs) to prevent ad-hoc data entry. This ensures every physical object is accurately classified and governed by your exact corporate policies.

Operations

Equip your physical records team with the tools to execute daily tasks flawlessly. This dedicated interface drives all barcode scanning, location tracking, and step-by-step workorder fulfillment. By isolating these actions, you protect system configuration while maximizing the speed of your floor staff.

User Request

Streamline how your entire enterprise interacts with the physical archive. Employees can submit structured requests for document retrievals or new storage, which are automatically routed for managerial approval. Once authorized, these requests seamlessly convert into actionable workorders for the operations team.

Index settings

Tailor the system's metadata capture to match your highly specific industry requirements. Administrators can deploy up to 25 custom reference fields with mandatory validations to eliminate incomplete records. This guarantees that your physical files remain fully searchable and compliant with internal standards.

Dedicated operations interface

Equip your physical records team with a dedicated, lifecycle-driven operations interface built for speed and accuracy. This menu isolates daily fulfillment tasks from administrative configurations, ensuring compliance rules are never accidentally altered. Your floor staff can execute complex document movements and high-volume workorders with intuitive, barcode-ready workflows.

Data capture & movement

Take absolute control over your physical inventory from the moment a new carton arrives. This toolkit allows operations staff to instantly barcode new items, track real-time locations, and execute bulk movement imports across your facility. Every scan and location update is securely logged to maintain an unbroken chain of custody.

  • New item / bulk upload
  • Search item / track item
  • Add / move / release location, container, shipper
  • Location movement import / item movement import

Workorders & requests

Transform slow, manual document retrievals into a highly structured, digital fulfillment pipeline. Your team receives prioritized workorders to efficiently pick, validate, and deliver requested files directly to authorized personnel. From standard refiling tasks to end-of-life destruction updates, every action is tracked and permanently recorded for compliance audits.

  • Search workorder
  • Pick & validate
  • Delivery update
  • Destroy update
  • Re‑filing request

Frequently asked questions

Common questions about the physical Records Management System.

How do we track the exact physical location of a file?

We use a multi-level barcode system. Every physical object (container, file, shipper) and every physical location (room, rack, shelf) is assigned a unique barcode. Scanning these during any movement ensures 100% traceability and eliminates lost files.

Does this system meet GMP (Good Manufacturing Practice) compliance requirements?

Yes. The system is purpose-built for regulated environments. It enforces strict role-based access controls and maintains a tamper-evident audit trail for every action—from initial storage requests to authorized destruction—making it fully ready for GMP and statutory audits.

How do users request a physical document from the records room?

Users submit retrieval requests through the digital portal rather than via email or paper forms. These requests are routed through your configured approval workflows. Once approved, the records team receives a digital workorder to pick, validate, and deliver the specific barcoded item.

Can we manage the end-of-life destruction of records securely?

Absolutely. DocPro RMS tracks retention schedules. When a record reaches the end of its required retention period, the system triggers an authorized destruction workflow, ensuring the physical disposal is properly approved, executed, and permanently recorded in the audit logs.

Do we need specialized hardware to run the barcode tracking?

The platform is highly adaptable and compatible with standard USB industrial barcode scanners, Bluetooth scanners, and mobile scanning devices. This allows your operations team to efficiently capture data while moving through the records room aisles.

Digitize your physical records room

Book a custom demo to see how DocPro RMS enforces chain of custody with barcodes, digital workorders, and GMP-ready audit trails.