archeevo

Archival management software for the

semi-active and inactive stages of information

Archeevo is an archival management software that aims to support all the functional areas of an archival institution, covering activities ranging from archival description to employee performance assessment.

This software is the market leader in Portugal. Among its users are the Presidency of the Portuguese Republic, the Navy, the Army, the Armed Forces, several Ministries including the ministries of Internal Administration, Economy, Public Works, Education and Science, among dozens of other reference institutions.

Standards & best practices

ISAD(g)
International Standard Archival Description
ISAAR (CPF)
International Standard Archival Authority Record
ODA
Orientations for Archival Description (Portuguese best practice)
EAD
Encoded Archival Description
BagIt
The BagIt File Packaging Format
OAI-PMH
Open Archives Initiative Protocol for Metadata Harvesting

The first three are intended to support archival description processes and the management of authority records.

The following two ensure interoperability with other archival management systems.

The last one allows the integration of the software with content aggregating portals, such as the Archives Portal Europe, Europeana, and others.

Over 10 years of development

This product has more than 10 years of development, taking into account an accurate process of requirements gathering among hundreds of professionals who use this software on a daily basis in more than 60 archival institutions.

Archeevo screenshot

Archeevo advantages

01. Covers all the activities of an archival institution

Through its functional modules, Archeevo delivers functionality to perform and manage all the activities found in an archival institution.

Among these are archival description, management of physical storage rooms, management of digital assets, web publishing, virtual reference room, reporting, productivity assessment, systems integration, etc.

This software covers all functional areas of an archival institution.

02. Management of the entire lifecycle

Archeevo supports the management of the entire lifecycle of the documentation during its semi-active and inactive phases.

The software allows the user to establish the retention periods and define its final destinations.

When the retention periods are exceeded, the documentation can easily be eliminated or transferred to another archive, accompanied by the respective consignment and manifest reports.

03. Permanent evolution

Archeevo has a continuous development cycle that guarantees a permanent and sustained evolution, remaining in line with the latest international standards, best practices and technologies.

The development of new features is based on suggestions provided by real customers, allowing the software to evolve and adapt in perfect harmony with the needs of its end-users.

04. Highly configurable

Due to its configurability, this software is suitable for all types of institutions, regardless of their size.

Among other aspects, it accounts for the configuration of description levels and its associated fields, numbering standards, definition of watermarks for scanned documents, definition of indexing terms, thesaurus, etc.

05. Automation of archival processes

Archeevo has a set of automatic features that enable the user to perform complex operations in a fraction of seconds.

Examples of these include the dates and extensions inference engine capable of processing hundreds of thousands of records in a few seconds updating information on top-level description items with information calculated from its descendants, a descriptions’ quality assurance tool which facilitates the task of reviewing and correcting archival incomplete record descriptions, the “Find and Replace” feature which allows the user to transversely resolve issues in finding aids, etc.

06. Easy to use

Both the Backoffice and the Frontoffice modules deliver a modern and intuitive design, privileging usability through visual metaphors widely known by every user.

All operations are reachable at the distance of a few mouse clicks. It supports drag-n-drop to simplify complex operations such as move records between hierarchical classification structures as well as to establish relationships between different types of entities.

The design of the Frontoffice module can be personalised to meet the branding guidelines of the client institution, making each implementation unique and exclusive.

07. Information Security

Archeevo incorporates a set of features that make it a highly secure system. Among these, the following stand out: 1) data exchanged between the client applications and the server are encrypted using the HTTPS protocol; 2) records are never definitively deleted, instead, they are deposited on a recycling bin and can be restored afterwards; 3) all changes to records are conserved in the history, so it is possible to retrieve a previous version of a description record; and 4) accesses to features and records are conditioned through access permissions; 5) all operations done on the system by users and services are recorded in a detailed log.

08. Publishing information has never been easier

Archival information can be published on the Internet with a simple mouse click.
Users can easily publish record descriptions and associated digital representations making information immediately available online for consultation by end-users or other stakeholders.

Once information is made available to the general public, additional services can be provided on top of archival records. The Virtual Reference Room module, enables end-users to submit service requests on published records.

09. Scalable to millions of records

Archeevo supports information volumes in the order of millions of records without any performance degradation.

Using a convenient search bar, it is possible to directly access record descriptions and digital representations by simply introducing a reference code or any other metadata attribute.

The system supports the integration of Terabytes of digital objects with automatic generation of dissemination versions with the inclusion of watermarks, extraction of technical metadata and full text extraction, respecting the highest performance and quality standards.

Modalities

Standalone

Price on request
  • 1 user
  • Backoffice
    Description, authorities, physical storage, digital objects, appraisal & selection, conservation & restoration
  • Helpdesk
    Support line (up to 5 incidents)
  • Warranty
    Bug fix updates
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StandardMost popular

Price on request
  • No user limit
  • Backoffice
    Description, authorities, physical storage, digital objects, appraisal & selection, conservation & restoration
  • Frontoffice
    Online publication
  • Administration
    Configuration of the entire system
  • OAI-PMH
    Integration with service providers, e.g. Europeana, Archives Portal Europe.
  • Services
    Deployment & configuration, data migration, branding, training, maintenance & support
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Premium

Price on request
  • No user limit
  • Backoffice
    Description, authorities, physical storage, digital objects, appraisal & selection, conservation & restoration
  • Frontoffice
    Online publication
  • Administration
    Configuration of the entire system
  • OAI-PMH
    Integration with service providers, e.g. Europeana, Archives Portal Europe.
  • Virtual reference room
    Online support for user requests and management workflows
  • Consulting
    Configuration of workflows for the Virtual Reference Room module
  • Services
    Deployment & configuration, data migration, branding, training, maintenance & support
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Cloud

Price on request
  • No user limit
  • Backoffice
    Description, authorities, physical storage, digital objects, appraisal & selection, conservation & restoration
  • Frontoffice
    Online publication
  • Administration
    Configuration of the entire system
  • OAI-PMH
    Integration with service providers, e.g. Europeana, Archives Portal Europe.
  • Virtual reference room
    Online support for user requests and management workflows
  • Consulting
    Configuration of workflows for the Virtual Reference Room module
  • Services
    Deployment & configuration, data migration, branding, training, maintenance & support
  • Cloud storage
    SLA of availability > 99%.
  • Helpdesk
    Support line, documentation and access to new versions
  • Backups
    Daily backups to remote locations
  • Exit strategy
    Clients can takeout their information in open standard formats at anytime.
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Testimonials

“The experience we have of working with KEEP SOLUTIONS is extremely positive. All the questions or doubts that arise are explained in a simple and effective way. This allows us to make the most appropriate decisions for each situation.”

Rita NunesDiretora do Departamento de Estudos e Projetos do Comité Olímpico de Portugal

“The Archeevo solution has narrowed the gap between the past and the present, facilitating the circulation and publication of information, making it accessible to all at the distance of a click.”

Carlos CristoArquivo Municipal de Vidigueira

“I can say that after one year of implementing Archeevo the outcome is naturally positive. This software translated into a clear evolution with respect to the tools that we had before in terms of document management and organization of the abundant archival information we produce.”

Arquivo Regional e Biblioteca Pública da Madeira

“The service that KEEP SOLUTIONS has provided to the Regional Archive of Braga has the mark of quality and proximity, not only because KEEP is a spin-off of the University of Minho, of which the Archive is a cultural unit, but by the type of relationship we maintain.”

António SousaDiretor do Arquivo Distrital de Braga

“A word for your technical support service that allowed us to quickly and efficiently overcome many of the reported difficulties.”

Arquivo Regional e Biblioteca Pública da Madeira

“KEEP SOLUTIONS has demonstrated great professionalism from parameterization to implementation, and also training. Their employees showed great commitment to find solutions to our needs, which resulted in the evident satisfaction of our users.”

Miguel NarcisoTécnico Superior de Informação e Documentação do Arquivo Municipal de Leiria

“The municipal archive of Valença is 100% satisfied, not only with the performance of the product, but also with the human resources that are always available. Congratulations and continue to improve this program.”

Arquivo Municipal de Valença

“Archeevo and GERMIL are essential and fundamental tools for accessing and retrieving information from the funds of the Military Historical Archive and for the dissemination of our memory.”

Major Cunha RobertoSubdiretor do Arquivo Histórico Militar