In private beta. Opening to design partners in waves
Every document your institution can't afford to lose, in one place you can search
Decades of paper. Seconds to the answer.™ PaperlessZen™ is a document management system that reads each page, files it automatically, and tracks what it promises.
Decades of paper become searchable institutional memory, with no data-entry project required.
We're opening PaperlessZen in waves, working hand in hand with a small group of design partners to finish the last mile. This page is what the system does; the first teams in help decide how it looks and feels.
One system for the whole life of a document
Intake that files itself
Scans, emails, and uploads arrive, get classified, and land in the right folder. You confirm; you don't sort.
Search that reads every page
Full-text and AI search across every scanned document. Ask a question, get the answer and the page it came from.
Deadlines you can keep
Reporting dates, renewal terms, and obligations are pulled from the text and tracked, so nothing quietly lapses.
Automations in plain language
When this arrives, file it here and remind me in 90 days. Rules you can read, that never alter a document's contents.
Approvals on the record
Who signs off before whom, captured as a flow and an audit trail you can hand to counsel.
Audit, retention, and holds
Every view, share, and download recorded. Permanent records locked, scheduled ones tracked, nothing deleted by accident.
Use cases
One engine, every document that matters
PaperlessZen handles any high-stakes paper trail: the agreements, records, and files an institution has to find and honor years later.
Contracts and agreements
- Before
- A renewal date buried on page six of a PDF in someone's downloads folder.
- After
- The date pulled from the text and surfaced before it passes.
Vendor contracts, MOUs, and licenses in one searchable place instead of a dozen inboxes and drives. Every term the institution agreed to is captured, renewal and notice dates are pulled from the text and surfaced before they pass, and each contract routes to the right people for sign-off, with the approval trail kept alongside the document. When the counterparty asks what was agreed, the answer takes seconds, not a records request.
See the contract workflow
Grant agreements and sponsored awards
- Before
- Reporting deadlines for forty active awards, tracked in a spreadsheet nobody fully trusts.
- After
- Every award, amendment, and reporting date pulled from the text and tracked.
Grant agreements carry obligations that outlive the people who signed them: reporting schedules, spending restrictions, renewal windows. PaperlessZen keeps every award, amendment, and side letter in one searchable archive, extracts the dates and terms from the text, and reminds the right person before anything comes due, so compliance is a system instead of a memory.
See the grant agreement workflow
Governance and board records
- Before
- "Where are the 2021 minutes?" Asked in an email thread, answered three days later.
- After
- Found in one search, with every view on the record.
Minutes, policies, bylaws, and resolutions, kept together and findable years later. Access is role-based and every view is on the record, so the board's history is open to those who need it and protected from those who don't.
See the board records workflowCompliance and records retention
- Before
- A retention schedule in a binder nobody's opened since the last audit.
- After
- Permanent records locked, scheduled records tracked to the date, every action exportable.
Retention schedules and legal holds, handled for you. Permanent records are locked, scheduled records are tracked to their date, and every action leaves an audit trail you can export when someone asks to see it.
See the records retention workflowFrom paper chaos to calm, in one system of record
Our mission: turn decades of paper into searchable, governed institutional memory. We read every page, track every obligation, and keep every document findable inside the systems where your team already works, so institutional memory becomes a system instead of a person.
We're building this with our first design partners
The product is built and running. Ahead of a wider launch, we're rolling it out in waves, tailoring it to real document workflows alongside a small group of design partners.
So this site shows you what the system does, not a gallery of screens. We're keeping the full product close while we bring on our founding partners, and they get the first real look, on their own documents.
A partnership starts with a free demo. From there, a pilot is a scoped, hands-on engagement on your own documents: real implementation work, at founding-partner pricing locked in while we build alongside you. If your team lives in decades of paper and you'd rather help shape the tool than inherit someone else's version of it, there's a seat at the table.
Ready to get every document under control?
Book a 30-minute demo and see your own documents searchable in minutes, not months.