Preserving is more
than storing
Comprehensive archive that preserves, manages and shares your documentary heritage, with regulatory compliance built in
A digital archive is much more than a hard drive full of scanned documents or a folder on a server. It’s the living system that guarantees every case file gets properly classified, managed according to the law and remains legible, intact and authentic 10, 30, or 100 years from now.
That’s the difference between simply storing and having ODILO’s comprehensive digital archiving platform. We don’t offer a standalone tool, we offer a modular solution that unifies physical archive management, electronic archive management, long-term digital preservation and public distribution. All of it with regulatory compliance built in, and most importantly, you’ll never be on your own: our team of specialists will support you as your technology partner.
+100
institutions already trust Letmino to preserve their documentary holdings
What a comprehensive archiving solution is, and what it needs to include to actually be useful
Three concepts that constantly get confused, and that confusion is expensive in time, money and legal compliance:
For an archive to truly work, it needs to cover the entire lifecycle.
Digitizing and processing
means creating or converting a document into electronic format. It’s the first step, but day-to-day document management tools aren’t built to preserve information long-term.
Archiving
means organizing those documents with rigor: classification, metadata, applying retention schedules, managing physical storage and automated ingestion.
Preserving and Distributing
means guaranteeing the document survives technological obsolescence (by reviewing formats and managing risk) and can be accessed in a controlled or public way.
The regulations your digital archive needs to meet
Letmino incorporates compliance with all four frameworks by default, and keeps it up to date as part of the service.
1
OAIS (ISO 14721) and ISO 16363: The international reference standard for long-term digital preservation. Our preservation module isn’t just based on it, it’s audited and certified against it.
2
National Interoperability Framework (ENI) and National Security Framework (ENS): Letmino strictly complies with the ENI (and its Technical Interoperability Standards for electronic documents and case files) and is certified in ENS High Category.
3
ISO 17068: We guarantee signature validation, timestamping, and operate as a trusted third-party repository to ensure the immutability and legal validity of your holdings.
4
ISO 27001 and ISO 27701: The highest standards in information security and privacy and personal data protection.
How to choose an archiving and digital preservation system: 5 criteria
Comprehensive vision
Your system should unify physical archive, electronic archive, preservation, and distribution.
Real support
Do they install the software and disappear? Look for a technology partner who advises you continuously on archival science and electronic administration.
Integration capability
Does it connect easily with your current case-management systems (Sedipualba, Gestiona, Firmadoc, Universitas XXI, etc.) and your user directory?
Certified active preservation
Does the system detect obsolescence risks and propose action plans?
Distribution and usability
Does it let you launch customizable public access portals and connect with Hispana or Europeana via OAI-PMH?
Active digital preservation: the archive that looks after itself
Follow a document’s journey through Letmino and watch, one by one, the risks that threaten your collection today disappear:
No prior setup required. We’ll show you the platform with your type of archive.
01
Ingestion and normalization
Every document enters with its metadata, is classified according to your archival model, and is under control from the very first second , whether it comes from digitized paper, a document management system, or a forgotten hard drive.
02
Continuous monitoring
The system monitors formats and media and detects the risk of obsolescence before it materializes.
WITHOUT LETMINO
A 2010 scan unreadable by 2035
WITH LETMINO
The alert arrives years before the format dies.
03
Proactive migration
Every action on every document is logged without any work from your team.
04
Automatic traceability
Every action on every document is logged without any work from your team.
WITHOUT LETMINO
Proving integrity and authenticity during an audit was impossible.
WITH LETMINO
The report is exported in one click.
05
Active protection
Redundant storage, integrity verification, and access roles that shield your collection from ransomware, leaks, and technical failures.
WITHOUT LETMINO
An incident could destroy irrecoverable collections.
WITH LETMINO
There’s a live, verified copy.
06
Controlled dissemination
Customizable portals with different access levels and OAI-PMH connectivity with Hispana and Europeana. Heritage isn’t just preserved: it’s seen
Why institutions choose LETMINO for their archive
Archive Preservation
Active preservation that detects risks and migrates formats before a document becomes illegible. No manual intervention required from your team.
Regulatory compliance included and always up to date
OAIS, ENS, eIDAS, GDPR, and LOPD come standard and are kept up to date as part of the service. No adaptation projects needed when regulations change.
Full traceability with no extra work for your team
Every action on every document is logged automatically. Audit reports are generated and exported in one click. Your documentation is always ready.
A specialist team with you from day one
Consulting, migration, training, and ongoing support under the same contract. The Letmino team works as an extension of your own, at no additional cost.
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Your archive can't wait. Let's start today.
In the first session, we’ll show you the full potential of the tool and its modular system, how it adapts to your archive’s needs, and what we could achieve together.
Frequently asked questions
WHAT IS DIGITAL PRESERVATION?
It’s the set of processes that guarantee an electronic document remains legible, intact, and authentic over the long term: format migration and review, media management, metadata management, and continuous integrity verification throughout the entire document lifecycle.
WHAT'S THE DIFFERENCE BETWEEN DIGITIZING AND PRESERVING?
Digitizing means converting a document to electronic format. Preserving means making sure that document stays usable 10, 30, or 100 years from now. Without active preservation, what’s digitized today may be unreadable tomorrow.
WHAT IS THE OAIS MODEL (ISO 14721)?
OAIS is the international reference standard for long-term digital preservation. It defines how to ingest, store, manage, and distribute digital objects while guaranteeing their authenticity. Odilo’s digital archiving solution implements it as standard.
WHAT REGULATIONS DOES ODILO'S COMPREHENSIVE DIGITAL ARCHIVING SOLUTION COMPLY WITH?
National Interoperability Framework (ENI) and its Technical Interoperability Standards (NTI)
National Security Framework (ENS) High Category
OAIS model (ISO 14721) and ISO 16363 certification to guarantee long-term digital preservation
The EU’s eIDAS regulation to guarantee the authenticity and legal validity of documents
Data protection regulations such as GDPR and Spain’s LOPDGDD
Multiple international ISO standards, including the ISO 27001, 27701, 27017, and 27018 security family, ISO 22301 for business continuity, and ISO 17068 as a trusted third-party repository.
HOW IS THE INTEGRITY AND AUTHENTICITY OF DOCUMENTS GUARANTEED?
Through traceability of every action, integrity verification, version control, and exportable audit logs. For any inspection, you can prove what a document is, where it came from, and that it hasn’t been altered.
CAN THE HOLDINGS BE SHARED ON HISPANA AND EUROPEANA?
Yes. Odilo includes OAI-PMH connectivity to share holdings with the Hispana and Europeana aggregators, with dedicated portals for public or restricted access depending on the level you define.
HAVE MORE QUESTIONS ABOUT YOUR SPECIFIC CASE?
Call us. We’ll walk you through how it works for your institution’s size and regulatory requirements.