Manage, protect and share your records in a certified environment
LETMINO’s Comprehensive Digital Archiving Platform centralizes the entire records lifecycle, from physical and administrative electronic archives through long-term digital preservation and controlled public access, in a single certified environment. All backed by a specialized technical team holding the highest level of required certifications.
Public records need to be available and immutable.
Due to fragmented systems, technological obsolescence, and legal liability risks in public administration, we commonly see the following situations:
- Scattered information and data silos: Case files and records are often spread across offices and paper archive storage, local network folders, and disconnected software applications that don’t communicate with one another.
- Broken chain of custody: Maintaining evidence for internal audits or legal requests eats up weeks of manual work and raises the risk of legal exposure.
- Format obsolescence: Technological advances degrade the ability to open or validate signatures in older files. Storing documents without an active digital preservation strategy dooms digital records to eventual loss or unreadability.
- Limits of standard market tools: Most tools are limited strictly to managing administrative document indexes under the ENI-NTI standard, leaving out management of conventional physical archives, advanced embedded-text search, or a full OAIS environment.
A new way of managing your archive comprehensively, unified, certified, and built around your users needs
For archive teams, a simple, centralized tool. For the administration, regulatory compliance, active preservation, and full control. For the end user, access to records without having to travel to the archive or the institution.
How do we make this possible?
- Single, cross-cutting access point: Centralized management within the same system, with unified classification schemes that hold both traditional physical holdings (managing transfers, storage, and disposal) and born-digital heritage or administrative case files.
- Mandatory legal immutability: The platform acts as a qualified trusted third-party repository under ISO 17068, guaranteeing legal immutability, complete traceability, and an intact chain of custody for preserved metadata and objects, ensuring the legal validity of records that require it.
- Active, independent preservation: Built on the OAIS standard architecture (ISO 16363), descriptive information and digital objects are encapsulated in packages that guarantee their preservation into the future.
- Audit-ready evidence: Automated generation of detailed archival traceability reports, case file signatures, transfers, and automated indexes that successfully meet current regulatory requirements.
A comprehensive platform with everything an archive department needs
We offer a comprehensive solution built on four modules.
Physical archive: Helps any institution manage paper records.
Electronic archive: Built to manage any type of electronic records. “Unified electronic archive.”
Digital preservation: Long-term preservation of records (administrative, heritage, or historical) helps you meet current regulations and close out the electronic case file lifecycle
OPAC: Lets you share the institution’s document holdings while ensuring controlled access at all times, guaranteeing GDPR compliance.
Technology architecture and deployment options
Software as a Service (SaaS – Cloud) Model
It is deployed in data centers located within the European Union, ensuring GDPR compliance and a 99% uptime SLA.
On-Premises Installation
For institutions that need to retain physical custody of their infrastructure, Letmino enables installation and remote provisioning on the client’s own servers.
Operations Manual
At the end of implementation, a complete guide covering maintenance guidelines, backups, and local process monitoring is delivered for proper management by the client.
Maximum legal and institutional protection,
for your peace of mind
Our archiving solution leads the market in security, quality, and compliance accreditations for electronic government.
Using the cloud solution automatically transfers and inherits an ecosystem certified in full across:
National Security Framework (ENS) – High Category: Mandatory for critical systems within public administrations and Spain’s General State Administration.
Full compliance accreditation for the Technical Interoperability Standards (NTI), audited by independent bodies.
Official certification as a Trusted Digital Repository for long-term preservation.
Qualified custody to ensure authenticity, integrity, and availability with full evidentiary validity.
Certifications in ISO 27001 (information security), ISO 27701 (data privacy), ISO 27017/18 (cloud security), and ISO 22301 (business continuity).
Strict compliance with the UNE-EN 301549 standard for public web portals and OPAC.
Direct connectivity as a Recognized Point of Presence on the SARA Network.
Other public sector solutions
Digital library
Citizen Training
Protect today what you'll needlook up tomorrow
We assess your archive’s current situation, the volume of your holdings, and your source case-management systems.We migrate the systems or databases you currently work with, so none of that work gets lost.
We adapt to your institution’s document volume and archiving model.
Frequently asked questions
WHAT'S THE DIFFERENCE BETWEEN A DOCUMENT MANAGEMENT SYSTEM (ECM) AND A COMPREHENSIVE ARCHIVING SOLUTION?
A standard document management system (ECM) serves the “now”: it handles the day-to-day paperwork and case files while they’re being processed, edited, or signed.
Our Comprehensive Platform steps in once those case files are permanently closed. Its job isn’t just storage, it’s custody of the definitive, historical archive, acting as a kind of “digital notary” or Trusted Third-Party Repository (ISO 17068). This ensures no one can alter the information, and it runs active preservation tasks to guarantee documents remain accessible, authentic, and 100% legally valid decades from now.
SINCE THIS IS A COMPREHENSIVE SOLUTION, DO I HAVE TO INSTALL EVERY MODULE, OR CAN I START WITH JUST SOME OF THEM?
You don’t need to install everything at once, our tool is fully modular. You can start with a basic project activating just two modules (for example, unified physical archive management and the public access portal). Later, as your institution needs it or has the budget, you can roll out the remaining electronic archive or digital preservation modules in stages, without losing a single piece of data along the way.
WHAT REAL TECHNICAL ADVANTAGES COME FROM ISO 16363 CERTIFICATION AND THE OAIS STANDARD FOR ADMINISTRATIONS THAT NEED TO IMPLEMENT A UNIFIED ELECTRONIC ARCHIVE?
Requiring these standards is the only real safeguard institutions have against getting locked into a closed software vendor, and the only way to genuinely guarantee legal compliance.
The OAIS Model (ISO 16363) requires that public records and their data be packaged together in a way that’s neutral and independent of the software that created them. This ensures the information stays authentic, readable, and intact over the long term, meeting current regulations and genuinely protecting citizens’ documentary heritage against the rapid pace of technological change.
WHAT EXACTLY DOES IT MEAN FOR A REPOSITORY TO BE ISO 16363 CERTIFIED?
It means an independent auditor has verified and officially certified that the system meets the highest requirements for technical infrastructure, organization, and security for long-term data preservation.
Many systems on the market claim to “follow the OAIS model,” but very few hold the official ISO 16363 accreditation. In our case, this certification comes standard, giving you an extra layer of assurance with no need to run additional audits on your own.
HOW DO YOU GUARANTEE DOCUMENTS WILL STILL BE PERFECTLY READABLE IN 20 OR 50 YEARS?
We achieve this through active preservation. Unlike passive storage on a hard drive or a conventional cloud service, our system continuously monitors the files.
The platform tracks ingested formats using integrity hash codes, and if it detects that an older file type is at risk of becoming obsolete and unreadable in the future, it automatically triggers contingency plans to migrate those documents to modern, current, and secure formats. This entire process preserves the chain of custody intact, ensuring the final document retains the same legal validity as the original.
CAN TRADITIONAL PHYSICAL ARCHIVES AND ELECTRONIC ARCHIVES BE MANAGED IN A SINGLE SYSTEM?
Yes, and that’s one of our biggest operational advantages. With the A3W module, you manage your entire paper-based collection (classification schemes, shelf locations, boxes, transfers, and regulatory disposal). Meanwhile, A3W-AE extends that same control to born-digital records, managing digital signatures and administrative evidence metadata.
Since they share the exact same database and search engine, your archivists work in a single unified environment without having to jump between programs.
CAN WE PUBLISH OUR DOCUMENTARY HERITAGE ONLINE WITHOUT COMPROMISING CONFIDENTIAL RECORDS?
Absolutely. The public Archive Portal (OPAC) lets you precisely configure public, restricted, or strictly internal access to your records.
You can apply these permissions at the level of an entire collection, a historical holding, a full series, or down to an individual document. Best of all, archivists themselves manage visibility levels through a highly intuitive dashboard, with no need to request help or rely on the institution’s IT team.
DOES THE SOLUTION MEET THE ENS HIGH LEVEL REQUIRED BY PUBLIC ADMINISTRATIONS?
Yes. We hold the National Security Framework (ENS) High Category certification built in as standard. To make things easier for you, we provide all the official technical documentation ready to attach: the audit report, the official declaration of conformity, and our compliance plan. You’ll have everything ready even before your personalized demo.
HOW LONG DOES SYSTEM IMPLEMENTATION AND MIGRATION OF OUR CURRENT ARCHIVE TAKE?
The timeline depends on the volume of your holdings, the state of your current data, and the number of source case-management systems you need to integrate.
Generally, smaller or simpler projects are ready in about 4 months, while implementations at large institutions with highly complex or massive data volumes can take up to 12 months. Our agile implementation methodology and expert support model ensure the digital move happens in a controlled, secure way, without interrupting your regular service.
WHEN CONTRACTED IN THE CLOUD (SAAS) MODEL, WHAT TECHNICAL AND SECURITY GUARANTEES ARE OFFERED?
We provide comprehensive protection so your institution has complete legal and technical peace of mind. By choosing our SaaS model, you get:
99% Contractual Availability (SLA): Your archive will always be accessible when you need it, backed by a specialized support team.
Strict GDPR Compliance: Data is hosted in Amazon Web Services (AWS) data centers located within the European Union (Ireland).
Smart, Separated Backups: We separate fast-access storage from deep preservation storage for long-term packages (AIP), running incremental backups with retention levels fully adapted to your regulatory requirements.
Fully Certified Ecosystem: You directly inherit our certifications in ISO 27001 (information security), ISO 27701 (privacy), ISO 27017/18 (cloud security), and ISO 22301 (business continuity/disaster recovery), plus status as a Recognized Point of Presence on the SARA Network.
Financial Protection Against the Unexpected: All our operations are backed by cyber risk insurance coverage of up to €5,000,000 and general liability coverage of up to €7,000,000.