Akasha.Runs on Akasha← Solution brief
Integrated archive service

e-Arsip AI

One service for the whole archive lifecycle, from paper pickup to AI answers that cite the source document.

The context

Documents are complex to manage: spread across locations, handled by hand, and hard to track once they leave the shelf. Manual processing invites input errors, data is not integrated, and physical files without digital labels cannot be traced.

e-Arsip combines AI (OCR and LLM) with IoT (RFID) and a digital-signature aggregator to automate the document lifecycle, legally and securely.

Service lifecycle

  1. Pickup

    Couriers collect archives from your site.

  2. Storage

    Archive warehouse, tracked with RFID.

  3. Digitization

    Scanned into searchable text.

  4. Smart search

    Find documents and ask about their content.

  5. Retention

    Retention schedules monitored automatically.

  6. Destruction

    Certified, with an official record.

Key capabilities

  1. Physical archive management

    • Scheduled storage and return delivery
    • Archive building that follows records-management rules
    • RFID box tracking and digital stock-taking

  2. Digital archive

    • Production-scale scanning, including large formats
    • OCR and smart data extraction, with scan quality assurance
    • Indexing by archive classification

  3. Smart archive search

    • Q&A with references to the source document
    • Workspaces per unit, project or topic
    • Dashboard, notifications and audit trail

  4. Digital signing

    • Digital Sign Aggregator: several certificate authorities on one screen
    • Electronic stamp duty through PERURI partners
    • Signing built into the document approval flow
e-Arsip AI search answering a question with links to the source documents
AI search answers with the documents it used
e-Arsip archive registration screen with OCR upload and classification fields
Archive registration: upload, OCR and classification

How it runs on Akasha

  1. Ingestion and captureScan or upload; OCR extracts title, number and description.
  2. Processing and validationAn LLM validates the content and files it in the right folder.
  3. Digital signingRouted to the aggregator for signature by a registered CA.
  4. Archiving and monitoringStored securely, RFID-tracked, status on a live dashboard.
Akasha platformKubernetes, PostgreSQL DBaaS, GPU clusters, multi-tenant console
Tier 3 Data CenterPLN Icon Plus, Cinere GandulPLN Icon Plus

Deployment and security

  • Runs on Akasha in the PLN Icon Plus Tier 3 data center
  • Encryption, role-based access control and audit trails
  • Document-level access rights and automatic personal-data masking
  • Signatures with authentication, integrity and non-repudiation

Who it is for

  • Human capital: employment contracts, decrees, performance reviews
  • Finance: invoices, purchase orders, financial reports
  • Procurement and legal: vendor contracts, tenders, NDAs, agreements
  • In use at PLN Group, launched on 31 October 2024

Source: PLN Icon Plus, Layanan Arsip Terpadu (E-Arsip AI) and DGE Digital Archiving & Sign Aggregator Sales Kit 2026. Screens are product mockups from the sales kit.