SmartImage Trakem
Know where every document is. Every time.
Every paper file gets a digital identity, a known location and a complete history: cabinets, shelves, warehouses and everywhere between.
See Trakem at work.
Register, locate and track every physical file from one screen: logins, locations, storage, history and the register itself.
What it does
A lost file is a lost case, a failed audit, a client without an answer. Trakem is the physical document tracking product of the SmartImage suite. It replaces the registers, spreadsheets and best-guess searches that still govern most paper archives with a single, defensible source of truth for where every file, folder and box actually is, and who has touched it.
Search by metadata, record ID, custodian, location or status. Live dashboards show what is out, overdue, missing or due back.
Every movement, view and transfer lands in an unalterable audit trail, attributable to the person who did it, with date and time.
Scanned documents keep a live link to their paper originals; the paper can be requested from inside Conserve in a single action.
Paper, governed like data
Even highly digitised organisations keep physical records, and keep losing them. Trakem extends the platform’s precision to paper, so the digital and physical estate run under one set of rules, one identity and one audit trail.
Externally printed barcode and QR labels carry unique IDs; Trakem registers each one against a document, file, folder, box or container.
Handheld scanners, mobile devices and kiosks capture every movement through the full hierarchy, building to shelf to box.
Users request files directly; custody transfers automatically to the requester with a date and time stamp.
Retention schedules move records through their lifecycle, with legal holds, disposal approvals and destruction certificates.
What Trakem does
Track individual documents, files, folders, boxes and containers, each with rich metadata, a unique ID and a current location in the full hierarchy.
Externally printed labels with unique IDs are registered to each file; movements captured with handheld scanners, mobile devices or check-in and check-out kiosks.
Every action attributable to a person, with uneditable time stamps; reports produced on demand for audits, regulators or legal discovery.
Automatic notifications for overdue returns, pending requests and policy breaches; files-by-location, files-by-user, retention forecasts and destruction logs.
Configurable schedules across active, inactive, archived and disposal stages, with legal holds and destruction certificates managed in-platform.
A full REST API, plus the Conserve plugin: every digitised record keeps a back-link to its physical original, for the lifetime of both.
Strongest fits: Legal · Healthcare · Government · Insurance · Financial services. Supports the controls expected by POPIA, GDPR, HIPAA and ISO 15489.
A national housing corporation in Southern Africa tracks the physical location of records across all its facilities countrywide with Trakem, with the documents scanned and processed by Leap. And one of the DRC’s large banks runs Leap and Trakem across two of the country’s largest regions.
Pick any file in your registry.
Start with a 15-minute walkthrough of Trakem. Then name one file from your own registry, and we will show you the history Trakem would hold for it: location, custodian, every move.