Records and archive management — by QST
Watheqa+ manages the full life of an institution’s records: index and scan them, audit them, store each one at an exact physical location — and find any of them again, by its data or by a word inside the document itself.
Best practice
Watheqa+ is built on the records and archive management best practices approved and applied by the National Center for Archives and Records (NCAR) in the Kingdom of Saudi Arabia.
The problem
Most archives still depend on memory, paper registers and spreadsheets. Records go missing, get described inconsistently and are kept too long — or not long enough. Here is what changes with Watheqa+.
Documents sit in boxes and folders, and finding one means knowing who filed it and where.
General, advanced and OCR search reach any record by its data, or by any word inside the scanned document.
Every employee describes documents their own way, so the same kind of record is filed three different ways.
Unified, mandatory fields — sender, category, secrecy, subject classification and keywords — for every record.
Indexing errors surface months later, on the day someone finally needs the record.
Every record passes an audit stage. Auditors approve it, or return it to indexing with a predefined reason.
Colleagues work on the same file at the same time and overwrite each other’s changes.
A record is reserved to one user while they work on it, and released automatically if the reservation expires.
The system says a record exists, but not which building, cabinet or shelf holds the original.
Each record is placed from city to building, warehouse, cabinet, shelf, container and column — with barcode and QR labels.
Nobody knows which records have passed their retention period until an inspection asks.
Retention follows the subject classification and secrecy level, and records due for destruction are listed automatically.
Access is all or nothing, so sensitive documents are visible to people who should never see them.
Permissions per role and per screen, with visibility limited to each user’s archive center and secrecy level.
Backlogs build up in one department while management waits for a monthly report.
Four dashboards show each department’s output and the backlog at every stage, with export to Excel.
The record journey
Every record moves through the same stages. Each stage has an owner, a status and a clear next step — and every action is logged with who did it and when.
Capture the record’s data, scan or import its attachments, and send it to audit.
Reserve the record, review its data and attachments, then approve it or return it.
Place the record at its physical location, link it to a storage file and close it.
The cycle is complete. The record is ready for search, reports and retention.
Capabilities
Four areas that follow the record — from the first scan to the day its retention ends.
The product
Real Watheqa+ screens, shown with demonstration data.
Every record shows where it stands — indexing, audit or final storage — with its data, attachments, links and logs in one place.
Scan straight from the browser into organized folders, and describe each document as it arrives.
Records awaiting attachments or correction, filtered by sender, category, secrecy, archive center and date.
Search record data and attachment data together, and export the results.
OCR search finds words in the scanned text itself, in Arabic and English.
Dashboards
Four dashboards — indexing, audit, shelving and general management — share the same filters, so a department head and the general manager read the same numbers.
Security and control
Access, visibility and every action are governed — and every exit of data from the system is recorded.
Per screen: view all or own, create, edit, workflow actions, export and delete.
Public, secret and top secret — each user sees only the levels they are cleared for.
Users see the records of their own archive center, public or private.
Every change to a record is kept as a version that can be opened and reviewed.
System accounts, or network accounts through Active Directory and LDAP.
Every sign-in attempt, with its method, status, date and time.
Who exported what, and when — control over data leaving the system.
Users see a reference number; support finds the full details behind it.
A bilingual interface that switches direction with the language.
Administration
The lists and rules behind indexing and storage are managed from the system itself — alongside the archiving regulations library and support tickets.
Public and private centers in a hierarchy, with storage locations down to the column.
A classification tree, with retention periods for each secrecy level.
Reference lists for documents, images, video, audio, manuscripts and maps.
Senders and recipients linked to their earlier or later names.
Define stages, outcomes and responsible roles; reassign or reopen records when needed.
In-app notifications when a record arrives or changes status, plus email templates.
Who it is for
Large collections, strict retention and full traceability.
Registries with confidential records across several archive centers.
Scanning, indexing and shelving at volume, with quality control.
Contracts, legal and personnel files kept, found and retained correctly.
In about 30 minutes, we walk your team through the full journey — indexing, scanning, audit, shelving and search.
