SCRIBA
Find any document in seconds.
Secure document repository with OCR, AI search, workflows and retention policies.
What is SCRIBA?
SCRIBA is INTELLIA's smart document management system. It stores documents in a secure, permission-controlled repository, makes scanned files searchable with OCR, lets staff search by meaning with AI, manages versions and approval workflows, and applies retention policies with a complete audit trail for compliance.
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The problem
Why teams look for smart document management software
Important documents live on shared drives, email attachments and filing cabinets. Staff waste time searching, nobody is sure which version is current, sensitive files are over-shared, and audits turn into a scramble.
The solution
How SCRIBA solves it
SCRIBA gives every document one home with metadata, permissions and version history. Scans are converted to searchable text, AI search finds documents by what they say, and workflows route contracts, policies and forms for review and approval.
Features
Why teams choose SCRIBA
OCR for scans
Paper archives become searchable text.
AI search
Ask questions and get answers with sources.
Version control
Always know which version is current.
Approval workflows
Contracts and policies routed for sign-off.
Retention policies
Keep what you must, dispose of what you should.
Audit trail
Every view, edit and share recorded.
Modules
What's inside SCRIBA
Repository
Structured, secure storage.
- Folders, cabinets and metadata
- Version control and check-in/out
- Granular permissions
- Bulk import from file shares
Capture and OCR
Turn paper into searchable data.
- Scanner and mobile capture
- OCR in English and Urdu (where supported)
- Automatic classification
- Field extraction
AI search
Find by meaning, not just keywords.
- Semantic search
- Question answering with citations
- Similar-document suggestions
- Filters by metadata
Workflows and retention
Review, approve and dispose.
- Approval routing
- Electronic sign-off
- Retention schedules
- Legal hold
How it works
Who it's for and how it's deployed
Legal and compliance teams
Contracts, policies and regulatory records.
Finance and HR
Invoices, employee files and approvals.
Regulated organizations
Banks, healthcare providers and public bodies.
Deployment options
Cloud
Hosted in a region of your choice.
On-premises
Kept entirely within your network.
White-label
For records-management service providers.
Implementation timeline
Indicative durations for a standard deployment; confirmed during discovery.
Phase 1 · 1–2 weeks
Information architecture
Cabinets, metadata, permissions and retention defined.
Phase 2 · 2–4 weeks
Migration
File shares and scans imported and indexed.
Phase 3 · 1–2 weeks
Workflows and training
Approval flows configured and users trained.
Integrations and security
Integrates with
- Microsoft 365 and Google Workspace
- Email capture
- Odoo and ERP attachments
- RAINMAKER HRMS employee files
- ASSURA audit evidence
- REST API
Security and compliance
- Granular, inherited permissions
- Encryption in transit and at rest
- Immutable audit log
- Watermarking and download controls
- AI search respects user permissions
From shared drive to managed records
A shared drive answers where a file is stored. A document management system answers who can see it, which version is approved, how long it must be kept and who touched it. That difference matters most during audits, disputes and staff turnover.
SCRIBA's AI search is built by our AI and machine learning team. See our government and compliance industry page.
FAQ
SCRIBA questions, answered
What is SCRIBA?
Can SCRIBA search scanned documents?
Does AI search expose documents users should not see?
Can we migrate our shared drives?
Can SCRIBA run on-premises?
See SCRIBA in action.
Book a tailored demo with a product specialist. We will show your workflows, not a generic tour.