Records & archive management software that holds its structure
Archival work needs more than a folder tree and good intentions: structured records, consistent metadata, controlled access, and a verifiable change history that survives as the collection grows. Herarx is built around exactly that.
Sound familiar?
Shared drives don't scale into a real archive
Folder trees drift, metadata is inconsistent, and no one can prove what changed. Here's the difference.
- Inconsistent naming and metadata across the collection
- No record of who accessed or altered a file
- Access control is all-or-nothing at the folder level
- Search means remembering where something was filed
- Provenance erodes every time files are moved or copied
- Structured metadata on every record group, applied consistently
- Immutable audit trail of every view, edit, and change
- Per-record role-based access for restricted material
- Full-text search across records, notes, tags, and contacts
- Provenance preserved — the record holds its history
Built for records management
The structure archival work actually demands
Not a generic document store. A workspace designed around structured records, controlled vocabulary, and long-term accountability.
Immutable audit trail
Every access, modification, and permission change is logged automatically with a timestamp and user attribution. The trail cannot be edited or deleted — ever. Provenance is preserved.
Tag-based classification
Build a controlled vocabulary as tags and apply them consistently across cases. Filter your full collection by any combination of tags. Analytics surface your tag distribution at a glance.
Full-text search
Search across case names, descriptions, notes, contacts, and tags in a single query. Find any record in the collection without knowing exactly where it was filed.
Role-based access control
Grant read, edit, or admin access per case, per user. Restricted series stay restricted regardless of who joins the organisation. Access changes are logged instantly.
Encryption at rest & in transit
All files are encrypted at rest and stored on infrastructure separate from the database and web server. TLS-encrypted transport. Your records are protected at every layer.
Structured case metadata
Each record group has a title, description, status, importance level, associated contacts, and a location. Consistent metadata across every record in the collection — not freeform notes.
Collection analytics
Cases opened and closed over time, status and importance breakdowns, and most-used tags — charted automatically. Understand the shape of your collection without running manual reports.
Controlled external access
Share specific files or an entire case with a researcher or external reviewer via a secure, time-limited portal link — without granting them a system account or access beyond what you choose.
Hardware key & 2FA support
Protect access with TOTP two-factor authentication or WebAuthn hardware security keys. Every account is behind a second factor — no exceptions, no configuration required.
Workflow
From acquisition to long-term access
A consistent four-step structure that keeps every record group organised, documented, and findable indefinitely.
Create the record group
Open a case for the series or collection. Set the title, description, date scope, and importance. Apply your controlled-vocabulary tags from the start.
Attach materials & contacts
Upload source documents and working copies directly to the case. Add creators, donors, and custodians as contacts with provenance notes attached.
Set access & restrictions
Configure which team members can view or edit each record group. Restricted material gets restricted access — enforced automatically, not by convention.
Provide access with accountability
Share via secure portal link for external researchers. Every access is logged. The audit trail shows who viewed what and when — permanently.
FAQ
Questions records managers ask
What software is good for digital records management?
Good records management software gives you structured metadata, consistent classification, controlled access, full-text search, and a verifiable change history. Herarx provides all of these: each record group is a structured case, tags act as a controlled vocabulary, access is role-based per record, and the audit trail is immutable.
Does Herarx support long-term retention and an audit trail?
Yes. Records stay in their structured cases for as long as you need them, and every action — view, edit, upload, permission change — is recorded with a timestamp and user. The audit trail cannot be edited or deleted, which is what makes long-term retention defensible.
Can I control access to restricted records?
Yes. Access is granted per record group, per user, with read, edit, or admin roles. Restricted series remain restricted regardless of who joins your organisation, and any change to access is logged immediately in the audit trail.
How does Herarx handle metadata and classification?
Each record group carries structured metadata — title, description, status, importance, contacts, and location — plus tags you apply as a controlled vocabulary. You can filter and search the whole collection by any tag, and analytics show your tag distribution so classification stays consistent.
Is Herarx free to start?
Yes — there's a free tier with no credit card required, so you can structure a first collection before deciding. Encryption, role-based access, 2FA, and the immutable audit trail are included on every plan, including free.
Give your collection the structure it deserves.
Always free to get started. No credit card. Encryption and audit logging are on from day one — not a paid add-on.