Chain-of-custody you can prove — not just promise
Track every box, folder and file from intake to destruction with retention automation, bulk operations and a full audit trail — built for records managers in HR, legal, healthcare and finance.
The problem
Paper contracts, signed HR files, medical charts and financial ledgers pile up across boxes, shelves, cabinets and off-site facilities with no reliable system of record. When an auditor asks “where is the 2019 signed lease,” the answer is a manual hunt through a spreadsheet or a physical search — and a missed retention deadline creates real regulatory and legal exposure.
The solution
Physical Records & Archive Management gives records managers, compliance officers and archivists a single source of truth: every box and file is tracked by location and lifecycle stage, every move is logged, retention deadlines raise alerts automatically, and destructions require a documented, witnessed approval before they happen.
Everything a records manager needs
Every capability below is implemented in the module.
Record Tracking with Custom Metadata
Create records with a reference, barcode, record type, category and colour tags so any vertical — HR, legal, medical, finance — can model its own document taxonomy.
Location Directory & Utilization
Build a hierarchical directory of rooms, shelves and boxes with capacity limits, live occupancy and a status badge so you always know where space exists.
Chain-of-Custody Transfers
Every move between locations is logged with who, when, from and to on the record's chatter — a full, immutable audit trail an auditor can review instantly.
Configurable Lifecycle Stages
Define stages such as intake, active, archived and pending destruction, and move records through a kanban board that matches your own process.
Retention-Policy Automation
Set a retention period per record type and let a daily scheduled check flag records that are due-soon or overdue for destruction — before a deadline is ever missed.
Destruction Request & Approval
Every destruction goes through a request-and-approve gate with an approver, a witness and a required reason on rejection — a documented, defensible decision trail.
Bulk Operations
Multi-select records and run a bulk transfer, bulk destruction request or bulk stage change in one action — clearing a full storage room takes seconds, not hours.
Manager Dashboards
A kanban dashboard groups records by stage with retention badges and tags at a glance, so oversight no longer means opening records one by one.
PDF Reports
Print a record card or a destruction sign-off report on demand — ready to share for audits, hand-offs and internal review.
How it works
Register the record
Create a record with its type, category, tags and starting location; a reference and barcode are assigned automatically.
Track and transfer
Move records through lifecycle stages and between locations, individually or in bulk; every move is logged on the record.
Get alerted on retention
A daily check flags records that are due-soon or overdue against their retention policy, right on the dashboard.
Request and approve destruction
Submit a destruction request with a method and reason; an approver and witness sign off before the record is destroyed.
Frequently asked
No sales fog. If your question isn't here, email us and we'll answer it the same way.
No. This app tracks the physical custody, location and lifecycle of paper records — boxes, folders and files — not the digital content of a document. It is designed to sit alongside, not replace, a document management system.
Buy it on the Odoo App Store
Purchase, download and install directly from the official Odoo Apps Store — you'll always get the latest supported build.
Physical Records & Archive Management
Physical records tracked by location with chain-of-custody transfers and configurable lifecycle stages — driven by retention-policy automation and an approved destruction workflow.
Buy on Odoo App Store