Never Lose Another Export Document
Export documentation isn’t just paperwork—it’s your legal proof of compliance, your defense in customs disputes, and your record of international transactions. Losing these documents can be costly.
The problem: Most exporters store documents across emails, local drives, and filing cabinets. When customs or auditors come calling years later, finding the right paperwork becomes a nightmare.
Our solution: A secure digital archive that keeps every export document organized, accessible, and audit-ready for the full 7-year statutory retention period.
The Cost of Lost Documents
Without Proper Document Management:
- Customs audits fail because you can’t produce required documents from past shipments
- FTA claims are rejected because you can’t prove origin years after the fact
- Hours wasted searching through email threads and file folders
- Compliance penalties for not meeting record-keeping requirements
Core Features
7-Year Retention
Audit-ready records for the full statutory period
New Zealand customs law requires exporters to retain trade documentation for at least 7 years. We automatically archive every document we produce and keep it accessible for the full retention period.
- Automatic retention for 7+ years
- Audit notifications before expiry
- Extended retention available
- Compliant with NZ Customs Act
Bank-Level Security
Encrypted storage with strict access controls
Your export documents contain sensitive commercial information. We protect them with enterprise-grade encryption, secure authentication, and strict access controls.
- 256-bit AES encryption at rest
- TLS 1.3 encryption in transit
- Two-factor authentication (2FA)
- Role-based access control
- Audit logs for all access
Instant Search
Find any document in seconds
Need a Certificate of Origin from 3 years ago? Find it instantly by searching for PO number, invoice number, consignee name, or shipment date.
- Search by PO or invoice number
- Filter by consignee or destination
- Filter by date range
- Filter by document type (COO, Invoice, etc.)
- Bulk download for audits
What Gets Stored
We automatically archive every document we produce for you:
Export Documents
- Certificates of Origin: All Chamber-certified COOs with stamps
- Commercial Invoices: Original and amended versions
- Packing Lists: Detailed shipment contents
- Health Certificates: MPI-issued phyto and health docs
Supporting Documentation
- LC Presentations: Full LC document sets
- DG Declarations: Dangerous goods paperwork
- Correspondence: Email chains and approval records
- Source Documents: Your original invoices and specs
Multi-User Access
Grant your team, accountants, and auditors secure access to the documents they need:
User Roles & Permissions
Admin Access
Full access to all documents, users, and settings. Can grant/revoke access.
Staff Access
View and download documents. Can search and filter. Cannot delete or modify.
Auditor Access
Read-only access for a specific date range. Ideal for accountants or customs auditors.
How It Works
Simple Setup, Instant Access
Automatic Archiving
Every document we create is automatically uploaded to your secure portal. No manual filing required.
Intelligent Tagging
Documents are automatically tagged with PO numbers, consignee names, dates, and document types for easy searching.
Instant Retrieval
Access your portal 24/7 from anywhere. Search, filter, download, or share documents with a few clicks.
Pricing
Included with All Services
Digital document management is included free with all our service packages. No setup fees, no monthly charges, no per-document fees.
As long as you’re using our services, your documents are stored, secured, and accessible at no extra cost.
Frequently Asked Questions
Can I upload my own documents to the portal?
Currently, the portal stores documents we create for you. If you need to archive additional export documents (like Bills of Lading or customs entries), contact us and we can arrange manual uploads.
What happens to my documents if I stop using your services?
You retain access to your portal for 12 months after your last service. Before the portal closes, we’ll provide you with a bulk download of all your documents. You can also request extended retention for a small annual fee.
Can I download all my documents at once?
Yes. You can use the bulk download feature to export all documents (or filtered subsets) as a ZIP file. This is useful for annual audits or internal backups.
Is my data backed up?
Yes. We maintain redundant backups across multiple data centers. Your documents are protected against hardware failures, data corruption, and disasters.
Can I share documents with my freight forwarder or buyer?
Yes. You can generate secure, time-limited links to share specific documents with external parties. Links expire after 7 days by default, but you can customise the expiry period.
Ready to Digitize Your Export Office?
Stop Losing Documents. Start Searching.
Get secure, searchable access to all your export records—included free with our services.
Get Started Today
Or call us at 021 025 15316