Paper stays on the shelf. A copy lives on the platform.
The Shengmei digital archive platform runs alongside your physical shelving: scan once, index once, and every document becomes searchable, borrowable and auditable — without touching the original.
One archive, two fully synced views.
Regulations in most industries require the paper original to survive — but daily work happens on screen. The platform keeps both tracks aligned automatically.
Physical track
- Shelf, bay and layer address for every folder
- Loan, return and transfer records
- Retention period and disposal schedule
- RFID / barcode identity for each document
Digital track
- Full-text searchable scan of every page
- OCR-recognised titles, dates and parties
- Online browse, download and print rights
- Complete access log for every viewer
Five steps from paper to searchable.
A controlled pipeline that keeps scans faithful, metadata consistent and originals safe.
Capture
Bound-book and flatbed scanners digitise folders without unbinding fragile files.
OCR
Text recognition converts images into searchable content in Chinese and English.
Index
Metadata templates assign file number, title, author, date and retention class.
Publish
Approved scans go live with permission tiers — view, download or print only.
Retrieve
Staff find any document by keyword in seconds, on desktop or the room terminal.
A second, indestructible copy of the room.
Fire, flood or paper decay can destroy an original — the digital copy cannot. The platform stores every scan with checksums, off-site backup and version history, so a single accident never means total loss.
Smart Archive Control Console
Six live panels watch the room so you don’t have to.
Each panel on the control console answers one standing question about the archive — refreshed continuously, alarmed when a threshold is crossed.
Real-time air quality
Current temperature, humidity, PM2.5, formaldehyde and TVOC readings for every storage zone, on one dial.
3D room view
A visual model of the archive hall with sound-light, leak, fire, climate and security alarms flagged in place.
Archive status
Folders awaiting shelving, on shelf, on loan and reported lost — counted live and broken down by archive type.
Temp & humidity curves
Trends across the day expose drift early, so climate strategy can be tuned before documents feel it.
CCTV integration
Full-coverage camera wall deters intrusion and records every entry for later trace and evidence.
Alarm monitoring
Fire, leak, security, temperature, humidity and AQI alarms surface on the console the moment they trigger.
Everything an archive office asks for.
Six modules that cover the daily questions: where is it, who has it, and what happened to it.
Full-text search
Search inside scanned pages, not just titles — results ranked by relevance with highlighted excerpts.
Metadata templates
Prebuilt schemas for document, accounting, engineering and personnel archives keep indexing consistent.
Permission tiers
Department, role and single-document level rights — sensitive files visible only to cleared staff.
Version control
Re-scans and amendments keep every historical version retrievable with a full change trail.
Usage statistics
Borrowing heat maps, retrieval frequency and department usage — exportable for annual review.
Compliance export
One-click export of access logs and disposal records for audit and inspection visits.
Built around your workflow, not the other way round.
The platform is developed and configured for each client: classification schemas, approval flows, retention rules and console layout all adapt to how your organisation actually files and retrieves. We work closely with your team so the system fits the business — from government registries to enterprise record centres.
Courts & Procuratorates
Universities
Hospitals
Enterprises
Banks & Insurers
Need a digitisation plan for an existing archive?
Tell us the volume in linear metres — we propose scanning capacity, staffing and a phased timeline.