A document storage service with its own client portal

The challenge

WeArchive brings together two specialists: WeCollect handles the vans, collections and secure destruction, and Zopi provides the IT and security. The service collects businesses' paper records, stores them securely, scans them on demand and destroys them when their retention period ends.

Clients needed to see what was held for them, find a file in seconds, and ask for a box, a scan or a destruction without phoning around.

What we did

Zopi built the WeArchive website and its client portal, and hosts them on WeArchive's own Zopi VPS on Zopi's UK infrastructure, using the same secure setup we run for our managed IT clients:

• A clear website covering storage, scanning, backups, pricing and security, with a simple "from cluttered office to organised archive" walkthrough
• A client portal where clients search their boxes by description, department, date or barcode, and view and download their scanned documents
• Requests online: book retrievals, collections, scans and destruction in a few clicks
• A full history for every box, so clients can see who had it and when
• A login for each colleague, with admin controls over destruction
• Data backups for Microsoft 365, servers and PCs, backed up every day to secure UK storage
• Full control: WeArchive has admin and SSH access to its own server, which Zopi backs up and monitors

The results

WeArchive clients see their whole archive in their browser, from paper boxes to scanned files, and act on it right away. Every box is barcode-tracked from their door to the shelves, and every request is on record.