Your Documents.
Controlled.
Intelligent.
Datacare Docs is a document management system built for African organisations, with AI that reads your documents, version control that never loses anything, and an audit trail that satisfies regulators.
Does Any of This Sound Familiar?
If you recognise more than two, Datacare Docs was built for you.
The SASRA examiner is here
She's asked for board resolutions and committee minutes going back three years. The CEO calls the former secretary. The secretary has the files, on a laptop she returned eight months ago.
Donor audit in 48 hours
The finance director needs the original grant agreement, the signed addendum, and three quarterly reports. She's on hour three of searching a shared drive with 847 files named 'final_report_v2'.
The NHIF contract expired six weeks ago
Nobody set a reminder. Claims have been rejected for six weeks. The administrator is looking at KES 2.4M in lost revenue while the renewal is reprocessed.
The tenant has a different version
A tenant disputes the rent escalation clause. The signed lease is filed somewhere, and the version on the shared drive is an unsigned draft. The tenant's lawyer has a different one.
Three versions. The auditor is waiting.
The ISO auditor wants the current Quality Management Procedure. Three versions exist: v4.1, v4.2, and 'FINAL_ACTUAL_USE_THIS_ONE'. Nobody is sure which one is live.
She left in March. The contracts stayed with her.
A senior accounts manager left. Eleven client contracts were on her laptop and personal Gmail. Three are up for renewal this month. Nobody knows exactly what was agreed.
"The SASRA examiner requested our board resolutions going back three years. I had them on screen in two minutes. Before Datacare Docs, that request alone would take us half a day to answer."
Not Just Storage. Document Intelligence.
Google Drive stores files. Datacare Docs understands them, and protects them with the controls that regulated organisations require.
AI Document Intelligence
Upload any document and ask the AI to summarise it, extract key dates and obligations, classify it by type, or flag risks. Powered by Claude, not a generic chatbot.
Version Control
Every edit creates a new version. Every version is stored permanently. See who changed what and when, restore any prior version, and never lose a document to an accidental overwrite.
Document Checkout & Locking
Check out a document to edit it, and no one else can overwrite your changes while you're working. Checkout expires after 24 hours automatically if forgotten.
Secure External Sharing
Share any document with an external party via a password-protected link that expires on a date you set. No login required for the recipient. Full audit of every access.
Permanent Audit Trail
Every view, download, edit, approval, and share is logged permanently with the user's name, IP address, and timestamp. Compliant with Kenya DPA 2019. Nothing is ever deleted from the log.
Contract Expiry Alerts
Set expiry dates on any document: leases, contracts, licences, insurance policies. Receive automated alerts 90, 30, and 7 days before expiry via email, SMS, or WhatsApp.
One System, Many Sectors
Any organisation that manages sensitive documents and needs control, compliance, and intelligence built in.
Member loan files, board resolutions, SASRA compliance documents, and policy files, all versioned and access-controlled.
Clinical protocols, staff contracts, equipment manuals, regulatory licences, and board minutes, KDPA-compliant with role-based access.
Grant agreements, donor reports, project documents, M&E files, and audit packs, organised by project with external sharing for funders.
Title deeds, sale agreements, lease contracts, valuation reports, and tenancy files, with expiry alerts for lease renewals.
Policy documents, procurement files, board papers, and public records, with approval workflows and comprehensive audit logs.
Safety procedures, supplier contracts, quality certifications, inspection reports, and project files, organised by site and contractor.
Also used in: Law firms · Schools · Logistics · Construction · Insurance · Auditing firms
Umoja Savings & Credit Co-operative Society
SASRA-licensed SACCO with 4,200 members across two Nairobi branches, running Datacare Docs for board papers, compliance files, and member loan documents.
"The SASRA examiner requested our board resolutions and committee minutes going back three years. I had them on screen in two minutes. Before Datacare Docs, that request alone would take half a day to answer."
What the SACCO can do today that it could not do before:
Powered by the same document engine that runs JurisFlow, live at JK Advocates, Nairobi.
Built for Kenya's Regulatory Environment
Every DMS competitor was built for the UK or the US. Datacare Docs was built for the KDPA, the SASRA, the CBK, and the Kenyan business reality.
KDPA 2019 Compliant
Role-based access, consent tracking, data retention controls, and full audit logs aligned to Kenya's Data Protection Act 2019. When the Office of the Data Protection Commissioner asks for evidence, you produce it in minutes.
SASRA & CBK Document Standards
Pre-built document categories for financial institutions: board papers, SASRA examination files, CBK returns, member loan files, internal audit reports. Built around what Kenyan regulators actually ask for.
WhatsApp Expiry Alerts
Contract and licence expiry alerts delivered via WhatsApp, because that's where Kenyan decision-makers actually act. Email alerts sit unread. A WhatsApp message gets handled.
Kenya Data Residency
Documents stored on MinIO infrastructure hosted in Kenya. Your data does not leave the country. For regulated organisations (SACCOs, hospitals, government agencies), this is not optional.
No Microsoft or Google Dependency
No Microsoft 365 or Google Workspace licence required. No per-seat cost to a foreign company that doesn't know the SASRA or the CBK. A flat KES subscription you control.
Nairobi-Based Support
Datacare's implementation team is in Parklands, Nairobi. You call a Kenyan number and reach someone who has read the KDPA, understands how SASRA exams work, and knows what a board resolution for a SACCO should look like.
Datacare Docs vs The Alternatives
Why organisations with compliance requirements choose Datacare Docs
| Capability | Datacare Docs | Google Drive | SharePoint | OneDrive |
|---|---|---|---|---|
| Version history (every edit) | No | No | No | |
| AI document summarisation | No | No | No | |
| Document checkout & locking | No | No | ||
| Password-protected expiring links | No | No | ||
| Permanent audit trail (never deleted) | No | No | No | |
| Contract expiry alerts | No | No | No | |
| Kenya DPA 2019 compliance | No | No | No | |
| Approval workflows | No | No | ||
| No Microsoft licence dependency | No | No | ||
| Unlimited storage (MinIO) | No | No | No |
Simple Plans, No Per-User Traps
Priced per organisation, not per user. Add your whole team without watching the invoice grow. Your documents come with you, or we refund your setup fee.
Starter
Small teams getting control of their documents
+ KES 30,000 to 80,000 one-time setup (migration, configuration & training)
- Unlimited document uploads
- Version control (full history)
- Role-based access (5 roles)
- Document checkout & locking
- Secure external share links
- Basic audit trail
- Contract expiry alerts
- Email support: 48hr response
Growth
Teams that need AI and workflow automation
+ KES 30,000 to 80,000 one-time setup (migration, configuration & training)
- Everything in Starter
- AI document intelligence (summarise, extract, classify)
- Approval & sign-off workflows
- WhatsApp & SMS expiry alerts
- Advanced audit trail with IP logging
- Full-text search across all documents
- Bulk upload & migration support
- Priority support: 4hr response
Enterprise
Multi-branch organisations with compliance and integration requirements
Scoped to your organisation's size, branch structure, and integration requirements.
- Everything in Growth
- Custom document categories & metadata
- E-signature integration
- Multi-branch / department management
- API access for system integration
- Custom retention & destruction policies
- Dedicated account manager
- Same-day support SLA
Small NGO, startup, or community organisation? We have a lighter plan for organisations under 5 staff. Talk to us about small-org pricing →
Setup fee covers full data migration, document categorisation, and role-specific staff training. Waived on annual plans.
From Contract to Go-Live in 4 Weeks
Datacare manages the full implementation. Your team shows up for training.
Audit & Setup
- Map document types and categories
- Configure user roles and permissions
- Provision storage and metadata fields
- Set up department/branch structure
Data Migration
- Import from shared drives and email
- Process scanned documents via OCR
- Apply categories and metadata
- Quality-check all migrated documents
Workflows & Alerts
- Configure approval workflows
- Set all contract expiry alerts
- Configure external sharing rules
- Test AI document intelligence
Training & Go-Live
- Role-specific staff training (2hrs each)
- Go-live with Datacare hypercare
- Daily check-ins for first week
- Formal sign-off and handover
Frequently Asked Questions
Everything a CEO or compliance officer asks before adopting a new document system.
Google Drive has no version control beyond 30 days, no document locking, no AI intelligence, no permanent audit trail, and no contract expiry tracking. OneDrive has password-protected links but no checkout locking, no audit trail retention, and no compliance tooling, and it requires a Microsoft account for every user. SharePoint requires an active Microsoft 365 licence, has no AI summarisation, and its audit logs are capped at 90 days. Datacare Docs keeps every version and every audit log entry permanently, includes AI built in, and has no dependency on a Microsoft or Google subscription.
Most organisations complete migration in 1 to 2 weeks depending on volume. Our team handles it: we extract documents from shared drives, email attachments, Dropbox, or physical scans, import them into Datacare Docs, and apply the correct categories and metadata. You do not manually re-upload anything.
This is one of the most common reasons organisations adopt Datacare Docs. When a staff member leaves, their documents remain in the system, not on a personal laptop, Gmail, or WhatsApp group. Role-based access means departing staff are deactivated in minutes. Their documents stay. The audit trail shows every document they touched. Nothing walks out the door with them.
Documents are stored on MinIO-powered object storage hosted in Datacare's Kenya-based infrastructure. For organisations requiring data residency in Kenya, we offer on-premise or Kenya-hosted deployment. Data is encrypted at rest and in transit.
Yes, via secure share links. You generate a link to any document or folder, set a password, and set an expiry date. The external party accesses the document without needing a Datacare Docs account. Every access is logged in the audit trail.
Yes. The Enterprise plan includes API access so Datacare Docs can be connected to your ERP, accounting system, CRM, or other internal tools. Common integrations include QuickBooks, Sage, Odoo, and custom databases.
All common document types: PDF, Word, Excel, PowerPoint, images, and scanned documents. AI intelligence works best on text-based PDFs and Word files. Scanned documents are processed through OCR before AI analysis.
Yes. Datacare Docs is built with KDPA 2019 compliance in mind: role-based access, consent tracking, data retention controls, right-to-erasure support, and a permanent audit trail that can be produced as evidence of compliance.
Take Control of Your Documents
Book a 45-minute demo. We show you Datacare Docs running with your document categories and your organisation's structure, not a generic walkthrough.
No slides. No pressure. Just the system, live.
Datacare Limited · Ojijo Plaza, 1st Floor, Suite A8, Ojijo Road, Parklands, Nairobi · 0784 155 752