Decades of paper, and not one page you can search.
GovIQ PaperlessOS runs the entire lifecycle of turning boxes of records into a searchable, auditable, legally defensible repository — on hardware you own, inside your own security boundary. You keep the repository, the data, and the exit path.
Priced as a capital build plus support, sized to your volume. Not a per-year fee on your own records.
What your office ends up with
Who this is built for
Prosecutors and district attorneys
Convert closed criminal case files, then retrieve them instantly mid-prosecution.
Court and city clerks
Land records, court records, and permanent-retention series made searchable.
Treasurers and assessors
Tax rolls, deeds, and assessment records — the same office GovIQ Clerk already serves.
Records managers
Retention schedule compliance and defensible destruction, documented end to end.
Regional authorities and councils of government
One shared instance serving many member localities, each isolated from the others.
Scanning and infrastructure partners
Production operations software they do not have to build themselves.
The whole job, not just the scanning
Most vendors sell you capture and leave custody, QC, retention, and the exit as your problem. PaperlessOS runs all of it.
- 01
Pickup & transport
Scheduled movement under seal, with a transport manifest.
- 02
Receiving & custody
Every box barcoded and location-tracked from the moment it moves.
- 03
Inventory & preparation
Contents counted, staples pulled, pages made ready for capture.
- 04
Scan capture
A 300-DPI colour profile that is enforced and provable, not just intended.
- 05
Image validation & OCR
Every page checked, then a searchable text layer produced.
- 06
Identifier extraction
The system proposes case numbers. A person confirms them. Always.
- 07
Case assembly & QC
Documents assembled into cases, then technical and visual QC with reason-coded defects.
- 08
Acceptance & publication
You accept the batch. Only then does it publish to the searchable repository.
- 09
Search & retrieval
Find a case by identifier or by full text, with permissions applied.
- 10
Reconstruction & return
Boxes rebuilt and returned, custody reconciled with zero unexplained items.
- 11
Retention & legal hold
Retention rules and holds tracked against your schedule.
- 12
Authorized disposition
Defensible destruction, documented, when the schedule finally allows it.
Four things that are different here
The usual model for records digitization is a multi-year services contract that leaves the agency owning nothing. We think that is the wrong shape.
You own the asset, not a subscription to your own records
PaperlessOS is a capital build plus a support subscription — not an annuity that stops working the day you stop paying. At the end of the contract you own a running repository and a documented right to move it. If GovIQ disappeared tomorrow, the system keeps working.
The records never leave the jurisdiction
It runs inside your security boundary, on hardware you or a local partner own. No cloud AI. No cloud OCR. No telemetry carrying case content. Inference happens locally, on the same hardware as everything else.
Our administrators cannot read your records
GovIQ platform administrators operate without a tenant context, so no connection to your database exists for them to use. That is not a policy promise you have to take on faith — it is how the authorization model is built, and it is testable.
Portable by construction
One codebase, configuration rather than forks, containers rather than appliances. A second office or a second locality is a config file and an identity connection. The instance can move to another rack, or to Azure or AWS, without a data conversion.
The rules the system enforces on us
These are architectural constraints in the product, not promises in a proposal. They are the reason a records officer can defend this system in a hearing.
Evidence is immutable
Captured images, page records, custody events, audit events, and OCR runs are write-once. Corrections create a new version; nothing is silently overwritten.
No state change without custody
Every movement writes a custody event in the same transaction as the change itself. If you cannot prove where a box was, the digitization is worthless.
No machine-confirmed legal identifier
OCR proposes a case number. A human confirms it, including when two sources conflict. The system will never invent an identifier and present it as fact.
A no-charge exit, in open formats
PDF/A, OCR text, metadata as JSON or CSV, SHA-256 checksums, lineage manifests, and audit extracts. The export package restores on a machine that has never seen our software. This is a functional requirement, so the claim is literally true.
Where PaperlessOS is today
PaperlessOS is our third product, after GovIQ CallScore and GovIQ Clerk, and it reuses the tenancy, audit, and authorization work already running in both. The architecture, module plan, hardware sizing, and compliance posture are fully specified, and we are building to a defined pilot standard.
We would rather tell you that plainly than let you find out later. If you are evaluating for a project that starts inside the next few months, talk to us about Digitization Services, which we deliver today with our partners, and which runs on this platform as it comes online.
A pilot is not successful until we have shown you: an enforced 300-DPI capture profile, a searchable PDF/A, human-confirmed identifiers including the conflict path, end-to-end checksum verification, a QC rejection and rescan that loses no page, custody reconciled with zero unexplained boxes, permission-filtered search, an export that restores on a clean machine, and a backup restoration demonstrated rather than asserted.
Bring us your hardest box
The fastest way to evaluate this is a representative sample: a few boxes, run end to end, with the output in your hands and the custody record to match.
Start the conversation