ActiveFile Software Product Features

Product Features


  • Hosted on your servers.
  • Intranet site requires a secure password.
  • Intranet site offers protection against brute force attack.
  • Users can change or reset passwords.
  • Administrators can “Lock Out” users anytime.
  • Encryption at transfer with 256-bit SSL.


  • Add files, boxes, items and eDocs to your inventory with ease.
  • Separate retention periods can be created to manage on-site and off-site items.
  • Easily place and control orders.
  • Built-in import and export functionalities.
  • Fast data entry and batch addition.


  • Fixed on-site space allocations simplify the storage and tracking of records.
  • Get real-time inventory management.
  • The historical access log tracks who and when items are ‘touched’.
  • Users have an online access to their inventory.
  • Unique barcodes unmatched worldwide.


  • Managers can tailor the terminology and users can define their screen layout.
  • Create as many document classes and retention schedules as needed.
  • Metadata fields can be made mandatory, default and drop-down.
  • There are 16 customizable information fields for all items +20 more for files.

Manage eDocs

  • The system links to Microsoft Office™ programs.
  • Scan, store, find and view all your images.
  • eDocs can be “finalized” to prevent any changes.
  • Built-in viewer for quick access to multiple electronic formats.
  • The system lists all eDocs versions and retains every change.


  • Create and audit lists for: disposals, transfers and deletions.
  • Images can be indexed fully or by zone with optical character recognition (OCR).
  • Includes reports or create your own.
  • Full-text searches on multiple metadata fields and items.
  • Automatic keyword indexing function for all your items and documents.


  • Managers can create users and groups with incremental access rights.
  • Access rights options include viewing, modifying, adding and deleting.
  • User groups can be created by department or within departments.
  • Users can define their default language and choose between two options.
  • View the current user and status for any item.