European Collaboration Summit

KORTO (Records Management)


KORTO is a friendly anchor and aid during the entire records lifecycle. With its advanced and seamless integration capabilities, KORTO can automatically detect and archive records from your current document management and line of business systems, such as Microsoft 365, Google Workspace, or any other system willing to talk to KORTO using its APIs. KORTO will use AI to analyze your records, and help you to auto-tag them, so you can easily find them later. Its strong compliance capabilities and retention workflows make KORTO an important part of your IT infrastructure.

We have actively worked on KORTO development, we have influenced its features, and we are in constant conversation and exchange with the team. It is safe to assume that nobody knows KORTO better than us (well, except for a few developers, maybe 🙂).

KORTO makes Records Management easy

Records management is difficult. Or maybe it’s not, but has merely been perceived as such. It was always that thing which was needed in order to meet legal requirements, but at the same time was difficult and expensive to implement and was actively disliked by most employees, who viewed it as an unnecessary overhead and yet another chore to be added to their busy daily schedules. This complexity has resulted in many European companies, especially SMEs, not being compliant with European Union (EU) records management regulations, which were recently further affected by the introduction of strict privacy laws.

KORTO is the result of an entirely different vision. KORTO was born from the premise that records management is your friend. It stands by you when you must find that one document from a project that was archived many years ago.

It helps you to destroy, at the proper time, any private records you may hold about employees, customers, and partners. It is your best aid in all litigation and audit scenarios.


KORTO can natively integrate with Microsoft 365 and Google Workspace. If you dock KORTO to a professional document management system such as Microsoft SharePoint (standalone or through Microsoft Teams), KORTO will take over and understand all the metadata within those documents, and will turn them into KORTO classifications. It will then use AI to find even more classifications within the documents.

Through its extensive, open, and secure APIs, KORTO can easily be integrated with any document management or line of business system. If your system produces documents, and if those documents must automatically be declared as records, KORTO APIs will make that a very easy task to achieve.

Intelligence: natural and artificial

KORTO will analyze and understand your records. If they are scanned, it will carry out OCR recognition and understand the context. It will extract the names of people and places and entities (such as companies) from your records, and declare those as “auto-tags”. If there are images in your records, such as schemas and drawings, it will understand them and let you search on them. In the background it will translate your records into your primary language (if you have one), so that your record managers can search KORTO records in that language, regardless of the original language of the record. It will use AI and cognitive services to do all of that.

The result is classification that goes far beyond what record managers can do manually. It is the synergy of the manual, logical work of records classification staff combined with an AI-powered understanding of context which makes KORTO incredibly powerful.

Compliance and retention Schedules

KORTO will help you to easily create retention schedules for your records, in this way fulfilling business and legal requirements, and helping you to find and act on your records with ease – whenever you wish.

Using its powerful Cronos workflow engine, KORTO will execute actions associated with your retention schedules, such as record destruction. But you can also create retention extension procedures and destruction delays.


Security and Permissions

Permissions in KORTO are defined through group memberships: your users can create, access, and modify metadata only of those records with classifications and labels that are available to the groups of which they are members. For example, we can easily enable all or just some employees at our Zurich office to access only those records in KORTO that are classified “Zurich”.