Introduction
RecordsKeeper.AI revolutionizes how organizations handle their documents and records through intelligent automation and blockchain security. This guide will walk you through the essential steps of managing your records effectively, from initial upload to advanced organization and secure sharing.
Getting Started
Step 1: Accessing Your Account
To begin managing your records, visit app.recordskeeper.ai and log in to your account. New users can create an account by clicking "Try Now". Once logged in, navigate to the RecordsKeeper section and select "Records & Files" from the menu.
Step 2: Uploading Documents
The platform offers two primary methods for adding records:
Click the "Upload Files" button to directly upload documents from your computer
Use "File Requests" to obtain documents from team members or external stakeholders Each uploaded document is automatically analyzed by AI for intelligent categorization and tagging.
Step 3: Organizing Your Records
Once uploaded, enhance your document organization by:
Creating a logical folder structure for different departments or categories
Using the AI-suggested tags for improved searchability
Adding relevant metadata such as document type, date, and department
Setting document classification levels for proper access control
Step 4: Document Information Management
The platform provides comprehensive document management through various tabs.
Metadata:
Edit file names, versions, and document types
Add keywords and tags for improved searchability
Specify related documents and reference materials
Security & Permissions:
Set access levels for different user groups
Enable password protection for sensitive documents
Configure time-limited access for temporary sharing
Implement blockchain verification for enhanced security
Activity Logs:
Track all document interactions
Monitor who accessed the document and when
Review modification history and changes
Compliance & Legal:
Set retention periods
Add compliance requirements
Link relevant regulatory documents.
Step 5: Sharing and Collaboration
Share documents securely by:
Creating secure sharing links with customized permissions
Setting expiration dates for temporary access
Requiring email verification for document viewing
Enabling or restricting download capabilities
Tracking recipient activities and access patterns
Step 6: Version Control and Updates
Maintain document integrity through:
Uploading updated versions while preserving originals
Tracking changes through the activity log
Adding notes for version differences
Managing related document linkages
Step 7: Advanced Features
Leverage additional capabilities:
Use AI-generated insights for document analysis
Enable blockchain verification for critical documents
Set up automated compliance checks
Create custom workflows for document approvals
Best Practices
Regularly review and update document metadata
Implement consistent naming conventions
Use folder structures that align with your organization
Regularly audit access permissions and user activities
Maintain clear documentation of compliance requirements
Conclusion
RecordsKeeper.AI simplifies complex record management through intelligent automation and robust security features. By following these guidelines, organizations can maintain organized, secure, and compliant record management systems while improving operational efficiency. For additional support or advanced features, contact our support team or explore our resource center.