The verdict in three sentences
For a records storage company serving banks and insurers, tracking every box has become an audit requirement, not a convenience. Custom software at 15-28 million FCFA (about EUR 23,000-43,000, or USD 25,000-46,000), delivered in 12 weeks, with a client portal, 100% barcoding and retention management, brings retrieval time from 72 to 24 hours. It is also what wins tenders from large accounts, in Abidjan as in Nairobi.
What a spreadsheet-run records warehouse costs
The benchmark below comes from an archiving company in Abidjan; operators in Nairobi face the same structure, with prices in KES. With 180,000 boxes spread over several warehouses, a spreadsheet no longer works. Part of the boxes have no barcode, retrieval requests arrive by email or phone, and finding a specific file sometimes takes half a day. Banking clients, subject to central bank inspections, now demand a full movement history.
| Indicator (180,000 boxes) | Spreadsheet and partial barcodes | With dedicated software |
|---|---|---|
| Boxes identified by barcode | about 60% | 100% |
| Average retrieval time | 72 h | 24 h (4 h urgent) |
| Boxes lost per year | 150 to 300 | under 10 |
| Time to process a request | 45 to 90 min | 10 to 15 min |
| Destructions at legal expiry | rarely tracked | 100% logged with certificate |
| Client audit report | 2 to 3 days to prepare | instant export |
A lost box at a banking client can cost an entire contract: that risk, more than the lost time, justifies the investment.
Custom build or international software: 2026 comparison
International physical records management software is powerful, but billed in euros or dollars, often per box or per user, and rarely adapted to local rules or to mobile money payments.
| Criterion | International software (licence) | Custom software |
|---|---|---|
| Upfront cost | 6 to 12 million FCFA (integration) | 15 to 28 million FCFA |
| Recurring cost | 1.2 to 2.5 million FCFA per month | 250,000 to 500,000 FCFA per month |
| 4-year total cost | 64 to 132 million FCFA | 27 to 52 million FCFA |
| Local legal retention periods | to be configured | built in |
| Client portal with mobile money payment | rarely | included |
| Local support | remote, often another time zone | regional team |
| Go-live time | 8 to 16 weeks | 12 weeks |
Over four years, custom software costs two to three times less for a volume of 180,000 boxes.
The typical scope
The register describes each box (client, document type, date range, aisle, rack, level location) with a barcode or QR label. Tracking records every movement by mobile scanner: intake, consultation, checkout, return, destruction. The client portal lets banks and insurers search their boxes, request a physical retrieval or scan on demand, and follow delivery. The retention engine computes each box's expiry date (10 years for accounting records under OHADA rules in francophone Africa, statutory periods under Kenyan law in Nairobi) and prepares destruction schedules for client approval.
| Module | Indicative budget | Timeline |
|---|---|---|
| Register and labelling | 3 to 5 million FCFA | 2 weeks |
| Mobile scan tracking | 4 to 7 million FCFA | 3 weeks |
| Client portal and online requests | 4 to 8 million FCFA | 4 weeks |
| Retention and destruction engine | 2 to 4 million FCFA | 2 weeks |
| Storage and service invoicing | 2 to 4 million FCFA | 1 to 2 weeks |
Backfilling existing stock (labelling the 72,000 unbarcoded boxes) is planned separately: budget 150 to 250 FCFA per box for labour and labels.
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Mini case study
Mr Kouassi, managing director of a records storage company in Abidjan, bills an average of 450 FCFA per box per month, about 81 million FCFA of monthly revenue on 180,000 boxes. His team handles 1,800 requests a month at 60 minutes each; the software cuts that to 12 minutes, freeing 1,440 hours a month, the equivalent of eight staff. Adding a new banking client with 25,000 boxes won thanks to the portal (11.25 million FCFA a month), the 24 million FCFA project, plus 18 million FCFA of labelling, pays back in under five months, as a 2026 order of magnitude.
FAQ
How much does records management software cost in 2026?
Budget 15 to 28 million FCFA (EUR 23,000 to 43,000) for custom software with client portal, tracking and retention engine, then 250,000 to 500,000 FCFA per month for hosting and maintenance. A version without client portal starts at around 10 million FCFA.
Does the software handle legal retention periods?
Yes, each document type gets a rule: 10 years for accounting records under OHADA, specific periods for banking and insurance files. Destruction is never automatic: it goes through a client-approved schedule and a destruction certificate.
Is client personal data protected?
The software applies the local data protection law (Côte d'Ivoire's Law 2013-450, Kenya's Data Protection Act 2019): per-client access rights, access logs and secure hosting. Each bank only sees its own boxes.
Can we add scan on demand?
Yes, the client orders a file scan from the portal and receives the PDF within 4 to 24 hours. Billed at 150 to 400 FCFA per page depending on volume, it is an extra revenue stream.
How do clients pay?
Monthly invoices for storage and services are generated automatically, with payment by bank transfer or mobile money from the portal. Average collection time usually falls from 45 to 20 days.
Let's scope your project. Share your box volume, warehouses and main clients: we will price the register, tracking and client portal with an indicative budget and a 12-week plan. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.