- Counterparty
- Rift Valley Supplies Ltd
- Contract value
- KES 18,400,000
- Effective
- 01 Mar 2026
- Expires
- 28 Feb 2029
- Reference
- PROC/CTR/2026/0184
VaultIQ runs capture, workflow, signatures, and retention as one system, and writes down who did what, to which document, at every step. Deploy it in our cloud, in your data centre, or air-gapped.
Filed by A. Mwangi · 09:14 EAT · logged with user, action, resource and IP
Contract: On the record
In the same order, whether it came up from the registry as a scanned letter, arrived as an attachment in somebody’s inbox, or was drafted this morning.
It gets into the system without anyone keying it in.
Batches arrive from registered network scanners over webhook, from watched folders, from an IMAP mailbox, from an S3 or Azure bucket, or from a hosted form somebody filled in. OCR runs on anything that lands as an image, so a scanned letter becomes text you can search rather than a picture of text.
The system works out what it is looking at.
An indexing template matches the document to a category in your file plan and lifts off the values a clerk would otherwise type: counterparty, dates, amounts, reference numbers. Controlled fields resolve against your own lookup sources, so the same supplier is spelled the same way every time.
It moves through your approvals, under your permissions.
Serial or parallel approval, branching on amount or department. Overdue tasks climb an escalation ladder: nudge the assignee at four hours, their manager at twenty-four, the administrator after that. An administrator can hand a task over or transfer a whole instance, and each intervention is recorded.
Four years later, you can still show what happened to it.
Every view, edit and approval is logged with the user, the resource, the client IP and whether it succeeded. Retention attaches on filing. When the period expires the record goes to a destruction queue for a named officer to approve, and the disposition is logged, rather than being quietly deleted.
Grouped the way a document actually moves: in through capture, described by classification, found through search, controlled through its life, routed by workflow, retained by records management, and protected throughout.
The inventory above in the shape most people go looking for it. Each one opens onto what it does, how it is configured, and what it writes to the audit trail.
AES-256 encrypted storage with version history, granular permissions, and automated retention policies.
Learn more →Multi-step approval flows with conditional branching, deadline triggers, and automatic escalation paths.
Learn more →AI-powered text extraction turns scanned documents, receipts, and handwriting into structured, searchable data.
Learn more →Legally binding eSignatures with certificate-based verification, signer authentication, and full audit trails.
Learn more →Capture inbound emails and attachments directly into workspaces. Auto-classify and route to the right workflow.
Learn more →Co-editing, inline annotations, threaded comments, and @mentions so your team stays aligned without switching tools.
Learn more →Records classification, retention schedules, storage tiering, legal holds, and a destruction queue with disposition logs that evidence defensible disposal.
Learn more →Group documents, tasks, discussions, and calculations into a single case file. Build reusable case templates with custom fields for each matter type you handle.
Learn more →Pull documents in from network scanners, watched folders, IMAP mailboxes, and hosted web forms, then index them automatically against your own templates.
Learn more →Capture reads it, routing decides where it goes, approval and verification run side by side, and nothing reaches the archive until both clear. Every hop below is a real step type you can place on the canvas yourself.
A document enters at capture, is read by OCR and indexed, then routed down a conditional branch to parallel approval and verification steps. Once both clear it is signed and archived under a retention policy.
Rendered live in WebGL. See every step type
No long onboarding cycles. No professional services required. Sign up, upload, and go.
Set up your organization, invite team members, and configure roles and permissions in minutes.
Drag-and-drop documents, auto-classify with AI, and build your folder structure with metadata tags.
Build approval workflows, enable real-time collaboration, and let VaultIQ handle the rest.
A single interface for documents, workflows, and analytics, built for teams that need clarity, not clutter.
Choose the deployment model that fits your security posture. Migrate between them any time.
Fully managed SaaS on AWS with automatic updates, backups, and global CDN. Up and running in minutes.
Deploy on your own infrastructure with Docker or Kubernetes. Full data sovereignty and control.
For classified environments: runs entirely disconnected with local AI models and zero external calls.
Join teams who traded scattered files and broken processes for a single, secure platform.