AI-powered full-text search across every document

archive.com uses optical character recognition and natural language processing to index every word inside scanned PDFs, images, and typed documents. Users can search by keyword, date range, document type, or custom tags. The system understands context — searching for 'invoice March' returns all March invoices, not just files with those words in the filename.

Business outcome: Teams locate any document in under 3 seconds instead of minutes of folder browsing.

Automated document tagging and folder organisation

The platform automatically categorises incoming documents based on content type — separating invoices from contracts from correspondence. Users can define custom classification rules, and the AI learns from manual corrections over time. This eliminates the need for staff to manually sort and tag every uploaded file.

Business outcome: Reduces document organisation time by up to 60%, freeing staff for higher-value work.

Approval routing and document lifecycle automation

archive.com supports custom workflow triggers — when a contract is uploaded, it can automatically notify the legal team for review, then route to finance for signature. Version tracking ensures everyone works from the latest document, with full change history preserved. Expiry date alerts prevent missed renewals or compliance gaps.

Business outcome: Automates multi-step document processes that previously required manual follow-up and email chains.

Role-based access controls and audit trails

Administrators can set granular permissions at the folder, document, or action level — controlling who can view, edit, delete, or share each file. Every access and modification is logged in an immutable audit trail suitable for SOC 2, GDPR, and HIPAA compliance requirements.

Business outcome: Provides defensible document governance that satisfies external auditors and internal security policies.

Connections to cloud storage, email, and business apps

archive.com integrates with Google Drive, Dropbox, Microsoft 365, and email systems to automatically ingest documents from existing workflows. API access allows custom integrations with ERP, CRM, and accounting platforms like Xero or Salesforce. This means documents never need to be manually moved into the system.

Business outcome: Eliminates duplicate data entry and ensures documents are captured without changing existing workflows.

Mobile scanning and email-to-archive ingestion

The mobile app uses the device camera to scan multi-page documents, automatically cropping, straightening, and enhancing image quality before uploading. Email-to-archive functionality lets users forward any email with attachments to a dedicated archive.com address, which automatically classifies and stores the content.

Business outcome: Enables document capture from any location without dedicated scanning hardware or manual upload steps.

• OCR accuracy on scanned documentsThe AI-driven OCR handles poor-quality scans and handwritten annotations better than most competitors, making legacy paper archives searchable.
• Granular permission controlsFolder-level and document-level permissions with full audit trails meet the strictest compliance requirements out of the box.
• Workflow automation depthMulti-step approval routing with conditional logic covers complex document lifecycle needs without requiring a separate automation tool.
• Email ingestion simplicityForwarding emails to a dedicated address auto-archives attachments with correct classification — no plugins or connectors needed.

• Limited native integrationsCompared to platforms like Dropbox or Google Workspace, archive.com has fewer pre-built connectors to niche business applications.
• Mobile app functionalityThe mobile scanning app works well but lacks offline mode, making it unreliable in areas with poor connectivity.
• Learning curve for administratorsSetting up classification rules and workflow triggers requires initial training — not a set-and-forget system for non-technical admins.
• Professional RealityFor teams that primarily work with native digital files (not scanned paper) and have simple folder structures, a tool like Google Drive with basic search may deliver 80% of the value at zero additional cost.

Accounts payable automation

Finance teams upload incoming invoices via email or mobile scan. archive.com automatically classifies them, extracts key fields like amount and due date, and routes them to the appropriate approver. Paid invoices are tagged and stored with full audit history for tax purposes.

Contract lifecycle management

Legal departments upload executed contracts and set expiry alerts. The platform indexes every clause, making it searchable by party, date, or obligation type. When a contract nears renewal, the system notifies the relevant stakeholder and can trigger a review workflow.

HR document centralisation

HR teams collect onboarding documents — signed offer letters, tax forms, and identification — via email ingestion. archive.com classifies each document into the correct employee folder and applies retention policies that auto-delete files after the legally required period.

Compliance audit preparation

When auditors request specific documents, compliance teams use full-text search across the entire document repository. The audit trail shows exactly who accessed each document and when, satisfying evidence requirements without manual log compilation.

Sign up for the Free plan at archive.com and verify your email address.

Connect your cloud storage accounts (Google Drive, Dropbox) or set up your email forwarding address for automatic ingestion.

Create your first classification rules — define tags for document types relevant to your business (invoices, contracts, reports).

Upload a batch of test documents, run a full-text search, and verify the OCR accuracy on your specific file types.