RecordsKeeper.AI
RecordsKeeper.AI is an AI-first enterprise document management platform that pulls scattered records from cloud drives, email and business software into one searchable system, adding automatic classification, natural-language search and blockchain-backed audit trails for compliance-heavy teams.
What is RecordsKeeper.AI?
RecordsKeeper.AI is an enterprise document management platform built by Recordskeeper, Inc, a Delaware C-Corp headquartered in San Francisco with a regional office in Gurugram, India. Founded in 2024, it positions itself as AI-first: rather than handing you another folder hierarchy to maintain, it ingests records from wherever they already sit and turns them into what the company calls a Unified Intelligent System, a single searchable layer with an AI agent and enterprise search running on top of the customer's own data.
Ingestion covers cloud drives such as Google Drive and OneDrive, cloud storage including Dropbox, Box and AWS, plus SharePoint, business software, local devices, email and WhatsApp. Once a document arrives, machine learning classifies it, applies tags and extracts structured data without manual sorting. Retrieval then happens conversationally: users ask a question in plain language and receive an answer with source citations, instead of navigating folders or crafting search syntax.
Eight product modules are advertised: secure data rooms, smart document search and retrieval, AI-powered document management, blockchain security and compliance, business intelligence and analytics, the unified system itself, a ChatGPT-like natural language interface and automated tagging with classification. The feature pages add electronic signature with automated reminders and multi-party workflows, multi-channel capture, activity monitoring and compliance automation for GDPR, HIPAA, SOC and SOX.
The blockchain layer serves one specific purpose: anchoring a tamper-evident audit trail so record changes can be proven rather than asserted. Combined with compliance dashboards and one-click audit-ready reports, that is what the product offers regulated industries.
Security documentation is detailed for a company this young. AES-256 at rest, TLS 1.3 in transit, an isolated AWS VPC, multi-factor authentication, role-based access, a zero-trust internal policy, quarterly penetration testing and a stated 99.99% uptime goal. The certifications listed on the security page belong to the AWS infrastructure rather than to audits of the vendor itself, a distinction the homepage badges do not make.
The platform ships as a web application plus iOS and Android apps, and is sold through three tiers, of which only the free one carries a published price.
What it does
- Unify records from cloud drives, business software, email and local devices
- Classify, tag and extract data from documents automatically
- Search any document in plain language and get answers with source citations
- Anchor an immutable audit trail on blockchain
- Automate compliance monitoring for GDPR, HIPAA, SOC and SOX
- Share confidential files through secure data rooms with time-limited access
- Generate audit-ready reports and business intelligence dashboards
When to use RecordsKeeper.AI / When not to
A quick filter to help you decide if RecordsKeeper.AI is the right fit.
When to use RecordsKeeper.AI
- Compliance and audit teams that have to produce audit-ready reports on demand
- Finance and accounting departments handling invoices, statements and tax records
- Legal teams managing contracts, case files and policy documentation
- Healthcare and pharmaceutical administrators working under HIPAA and regulatory record-keeping rules
- Small and mid-sized businesses whose files are spread across Google Drive, OneDrive, Dropbox, SharePoint and email
When not to use RecordsKeeper.AI
- Developers who need a public, documented API: none is published, and APIs appear only inside the Enterprise tier
- Buyers who need a public price to build a budget, since only the free tier is quoted and Growth is listed as Custom
- Organisations bound to a named data-residency country, as hosting is described only as AWS multiple regions
- Customers who refuse any use of their content to improve AI models, because internal training on anonymised data is foreseen and no opt-out is documented
- Teams needing an interface in a language other than English, or expecting a refund option, since all payments are final
How to use RecordsKeeper.AI
A typical end-to-end flow, from setup to results.
- Start on the free Starter tier, which opens without a credit card
- Connect a first storage source: Google Drive and OneDrive are available from the free tier
- Add Dropbox, Box, SharePoint or AWS once you move to a paid tier
- Route additional records in from email, WhatsApp or bulk upload
- Let the AI engine categorise, tag and file everything automatically
- Ask questions in plain language instead of browsing folders, and check the source citations returned
- Open a secure data room to share confidential documents with OTP verification and time-limited access
- Send documents for electronic signature and track multi-party approval in real time
- Review compliance dashboards and alerts, then export audit-ready reports
- Book a call with sales for Growth or Enterprise, SSO, SCIM provisioning and migration support
Pros & Cons
Pros
- A genuinely usable permanent free tier: five users, AI classification and semantic search, no credit card required
- Unusually complete public legal corpus, with privacy, terms, GDPR, security, DPA, cookie and refund policies all dated 6 November 2025
- Named subprocessor list published in the DPA: AWS, Google Cloud, Stripe, SendGrid, Intercom and Twilio SMS
- Designated Data Protection Officer and a named Article 27 EU representative
- Concrete commitments: 72-hour breach notification, deletion or return of data within 30 days, quarterly penetration tests
- Broad functional coverage in one product, from document management and AI search to data rooms, e-signature, compliance and analytics
- iOS and Android apps alongside the web platform, plus 47 dedicated solution pages by industry, role, department and use case
Cons
- Only the free tier has a public price: Growth is listed as Custom and Enterprise is quote-only, so budgeting requires a sales call
- The legal entity is stated inconsistently, with Recordskeeper, Inc in the terms and privacy policy but Ashto Innovations Private Limited in the data processing agreement
- Three different postal addresses appear across the site: San Francisco, Gurugram and Gurgaon
- No public API documentation, even though the Enterprise tier promises custom integrations and APIs
- Internal model training on anonymised customer data, with no documented way to opt out
- Hosting countries and regions are never named, only described as AWS multiple regions
- A blanket no-refund policy, and security certifications the vendor's own page attributes to the AWS infrastructure rather than to its audits
Pricing & Plans
A permanent free plan is available: the Starter tier covers up to five users at no cost and requires no credit card. Beyond it, no price is published. The Growth tier is listed as Custom and billed annually, and the Enterprise tier is quoted on request. The vendor states that both scale with the number of users and with the integrations and compliance features selected. No lowest paid price point, and therefore no currency, can be reported from the site.
- up to 5 users
- AI document classification
- smart semantic search
- Google Drive and OneDrive integration
- standard activity log
- email support
- unlimited users
- everything in Starter
- blockchain-backed audit trail
- secure data rooms
- digital document signing
- all cloud integrations (Dropbox
- Box
- SharePoint)
- everything in Growth
- SSO and SCIM provisioning
- dedicated customer success
- custom integrations and APIs
- advanced compliance reporting
- security review and SLA
- onboarding and migration support
Data, GDPR & hosting
A consolidated view of how RecordsKeeper.AI handles your data.
GDPR overview
GDPR compliance is claimed explicitly and documented on a dedicated page, which states full compliance with Regulation (EU) 2016/679. A Data Protection Officer is designated and reachable at privacy@help.recordskeeper.ai, and an Article 27 EU representative is named: Kanishka Sharma, at the same address. Access, rectification, erasure, restriction, portability and withdrawal of consent are all listed as rights. Cookie consent runs through Cookiebot by Usercentrics. The Data Processing Agreement applies EU Standard Contractual Clauses and the UK Transfer Addendum, rules out transfers outside the EEA, UK or Switzerland without prior approval, and commits to breach notification within 72 hours. One caveat: the same GDPR page dates the regulation's entry into force to 4 March 2025, which is incorrect.
Who owns the data?
Under the published Data Processing Agreement the customer stays the controller and RecordsKeeper.AI acts only as processor: customer personal data remains the property of the customer. Processing is limited to delivering the service, following the customer's documented instructions and meeting legal obligations. The vendor commits not to sell, rent or distribute personal data, and not to use it beyond the agreed services. When the contract ends, all personal data is deleted or returned within thirty days, unless a legal obligation requires retention. Customers remain responsible for the lawfulness of what they upload and must review AI-processed output before relying on it for decisions.
Reuse rights
Nothing in the terms grants an end user new rights over anyone else's content: customers upload their own records and keep them, and no reuse of other users' data is authorised. On the vendor's side, uploaded documents may be processed by in-house models or by external AI providers bound by confidentiality agreements, for extraction, classification, insight generation and compliance checks. The privacy policy adds that data processed through AI may be used to anonymously train and enhance our internal models, with personally identifiable information removed or anonymised beforehand. Data obtained through Google Workspace and Photos APIs is explicitly excluded from any generalised model training. No personal data is sold, rented or traded, and analytics and marketing cookies are governed by a Cookiebot consent panel that can be declined without losing core features.
Data retention & training
Hosting summary
All RecordsKeeper.AI products run on Amazon AWS, and the security policy states that customer data is never stored outside AWS data centres. Those centres are described as GDPR-compliant and spread across multiple regions for residency compliance and geographic redundancy, but no country and no region is ever named. Physical security is handled by AWS, with biometric access, round-the-clock surveillance and redundancy, on infrastructure certified SOC 2, ISO 27001 and PCI DSS. Data is encrypted with AES-256 at rest and TLS 1.3 in transit, inside an isolated Amazon VPC with per-instance security groups and firewalls. Real-time mirroring across several AWS availability zones and automatic failover support a stated 99.99% uptime goal, with daily encrypted backups held off-site. For international transfers, the data processing agreement applies EU Standard Contractual Clauses and the UK Transfer Addendum, and rules out moving customer personal data outside the EEA, UK or Switzerland without prior approval. Buyers with a jurisdiction requirement should ask for the specific regions in writing.
Things to keep in mind
Risks and trade-offs to weigh before adopting RecordsKeeper.AI.
- Over-reliance on automatic classification: the terms make the user responsible for reviewing AI-processed content, and a misfiled regulated record becomes a compliance failure rather than a minor inconvenience
- Skill erosion, since teams that stop maintaining their own filing discipline may struggle to work without the tool if a subscription lapses or an export is needed
- Internal models may be trained on anonymised customer content, and no way to exclude your data is documented
- The data processing agreement names a different legal entity, Ashto Innovations Private Limited in Faridabad, India, from the one behind the terms and privacy policy: clarify who your counterparty is before contracting
- Homepage badges present SOC 2, ISO 27001 and HIPAA as product credentials, while the security page attributes those certifications to the underlying AWS infrastructure and publishes no vendor audit report
- Hosting countries and regions are never named, so data-sovereignty requirements cannot be verified from the public documentation
- Annual commitments are irreversible: all payments are final and no proration is granted for an unused subscription
Setup & Integrations
Technical difficulty
Low for a first deployment. The free Starter tier opens without a credit card, and onboarding is presented as four steps: connect a storage source, let the AI organise, use the records, stay compliant. Google Drive and OneDrive connect natively, there is no taxonomy to design since classification and tagging are automatic, and search works in plain language rather than through folder trees. No developer work is required, as there is no public API to integrate. Complexity only appears at Enterprise level, where SSO, SCIM provisioning, custom integrations and assisted migration come into play.
Deployment
Apps stores
Integrations
Supported languages
Behind RecordsKeeper.AI
Social
Resources
All the official URLs gathered for verification and reference.
Frequently asked questions
Is there a free plan?
How much do the paid tiers cost?
Which storage sources can I connect?
Is there an API?
Are there mobile apps?
Where is my data hosted?
Will my documents be used to train AI models?
Is a Data Processing Agreement available?
Can I get a refund?
How long is my data kept?
Should you pick RecordsKeeper.AI?
RecordsKeeper.AI is a young product. The domain was registered in August 2024 and the company describes itself as founded that same year, yet it arrives with a legal and security documentation set that is unusually complete for that stage: privacy policy, terms, GDPR policy, security policy, data processing agreement, cookie and refund policies, all dated 6 November 2025, plus a named subprocessor list, a designated DPO and an Article 27 EU representative.
Functionally it covers a wide surface for a single subscription: ingestion from the main cloud drives, automatic classification, conversational search with citations, secure data rooms, electronic signature, compliance monitoring and business intelligence, wrapped in a blockchain-anchored audit trail aimed squarely at regulated industries. The free Starter tier, capped at five users but including AI classification and semantic search, makes that surface genuinely testable before any spend.
The reservations are real and worth weighing. Pricing above the free tier is entirely opaque, so no budget can be built without a sales conversation, and the refund policy gives nothing back once an annual plan is signed. The legal entity behind the product is stated inconsistently, as Recordskeeper, Inc in the terms and privacy policy but as Ashto Innovations Private Limited in the data processing agreement, and three different postal addresses appear across the site. Certifications shown as badges on the homepage are attributed on the security page to the AWS infrastructure. Hosting regions are never named, and internal model training on anonymised customer data has no documented opt-out.
The sensible approach is to treat the free tier as the evaluation, and to get the contracting entity, the certification scope and the hosting regions confirmed in writing before committing to an annual contract.
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