Every document.
Every facility.
Always accessible.
Firmity replaces scattered drives, email attachments, and paper filing cabinets with a single cloud repository — searchable, access-controlled, and linked directly to your facilities, assets, and vendors.
2.4k+
Documents managed per facility
99.9%
Cloud uptime SLA
0
Lost documents with Firmity
Tenancy Agreements
142 files2h agoCompliance Certificates
38 filesTodayVendor Contracts
67 filesYesterdayFloor Plans
24 filesMar 10HVAC_ServiceContract_2025.pdf
Contract9:42 AMBlock_A_FloorPlan_v3.dwg
Floor PlanYesterdayFireSafety_Cert_Q1.pdf
ComplianceMar 112.4k
Total documents
99.9%
Uptime SLA
256-bit
Encryption
What Firmity Records delivers
One source of truth for
every facility document.
Most facility teams lose hours each week hunting for documents across email threads, shared drives, and physical files. Firmity centralises everything — with expiry alerts, version control, and role-based access — so the right document reaches the right person in seconds.
Capabilities
Everything your records team needs.
Centralised Document Repository
Store every facility document — contracts, floor plans, compliance certificates, warranties — in one searchable cloud location accessible from anywhere.
Instant Full-Text Search
Find any document in seconds with full-text search across file names, tags, content, and metadata. No more hunting through shared drives.
Smart Tagging and Classification
Organise documents with custom tags, categories, and facility-linked metadata. Enforce consistent naming conventions across your team.
Expiry and Renewal Alerts
Never miss a contract renewal, certificate expiry, or compliance deadline. Automated reminders fire days or weeks in advance.
Role-Based Access Control
Grant granular permissions by role, department, or facility. Sensitive documents stay protected without blocking legitimate access.
Audit Logs and Version History
Every document view, edit, and download is logged with timestamp and user ID. Roll back to any previous version with one click.
How it works
From file chaos to instant retrieval.
Upload and Tag
Drag-and-drop files or bulk-import from existing drives. Tag by type, facility, and expiry date.
Organise by Facility
Folder structures mirror your building hierarchy. Each site has its own record space.
Set Expiry Alerts
Define lead times for contracts, certificates, and warranties. Alerts go to the right people automatically.
Search and Retrieve
Anyone with the right permissions finds what they need instantly — from desktop or mobile.
Business impact
80%
Less time spent finding documents
instant search replaces manual folder hunting
Zero
Missed contract renewals
automated alerts fire before every deadline
100%
Audit-ready at any time
every access, edit, and download is logged
256-bit
Encryption at rest and in transit
enterprise-grade security with role-based access
Replace the filing cabinet
with something smarter.
Access any document from desktop, tablet, or mobile — anywhere, anytime
Share documents securely with external parties via time-limited links
Link documents directly to assets, vendors, and work orders
Bulk-import existing files from Google Drive, OneDrive, or local storage
Receive expiry alerts for leases, certificates, AMCs, and insurance
Generate document compliance reports for audits in one click
Document types
One platform. Every document category.
Tenancy and Leases
Lease agreements, addenda, rent schedules, occupancy certificates, and tenant correspondence stored and versioned.
Compliance Documents
Fire safety certificates, lift inspection reports, electrical certifications, and statutory compliance records.
Vendor Contracts
AMC agreements, service contracts, SLAs, purchase orders, and vendor performance records in one place.
As-Built Drawings
Floor plans, M&E schematics, structural drawings, and CAD files with revision history and markup support.
Who uses it
Records management for every sector.
Commercial Offices
Lease agreements, MEP drawings, compliance certs, and fit-out approvals for multi-tenant buildings.
Residential Communities
Unit ownership records, NOC history, facility handover documents, and shared asset registers.
Retail and Malls
Retailer agreements, brand guidelines, maintenance contracts, and common-area usage records.
Healthcare Facilities
Equipment certifications, sterilisation logs, NABH documentation, and regulatory compliance records.
Educational Institutions
Campus infrastructure records, lab equipment manuals, safety certificates, and vendor agreements.
Industrial and Logistics
Plant drawings, ISO documentation, safety registers, and equipment calibration certificates.
Ready to centralise your facility records?
Facility teams using Firmity Records eliminate document loss, pass audits faster, and reclaim hours every week — without changing how they work.