Digitizing millions of land records has transformed how the State Department for Lands and Physical Planning (Kenya) manages, protects, and accesses vital information – laying the groundwork for faster service, stronger governance, and long-term national preservation.
- Centralized digital archive
- Faster access to critical land records
- Reduced storage and handling costs
- Improved coordination across counties
- Enhanced security and compliance
- Scalable foundation for future digitization
The Challenge
The State Department for Lands and Physical Planning operates across multiple counties in Kenya, handling critical records of land ownership, tenure, and national development. With large volumes of parcel files, green/white cards, and legacy land records spread across county offices, the Department faced several persistent challenges in managing, accessing, and safeguarding information.
- Records were stored manually or across disconnected systems.
- Locating specific files required physically sorting through paper archives.
- Retrieval was slow and resource-intensive
- Document handling costs were high, with a heavy reliance on staff.
- Important records were at risk of misplacement, duplication, or damage due to environmental exposure and daily wear.
Limited access to consistent data across regions made coordinating, planning, or responding to inquiries harder, ultimately affecting public trust and slowing down internal workflows.
The Solution
Metrofile in partnership with trusted digital transformation leader DISI Group, co-designed and implemented a phased rollout to digitize and streamline land record management across multiple counties:
- Scanning of 10 Million land records (green cards/white cards and parcel Files) in Kisii
- Digitization of 30 Million land records for the Mombasa, Kilifi, Kwale registries
Each document was indexed, organized, and stored in a centralized, searchable archive.
The Impact
The Department now benefits from a secure, scalable records environment designed for speed, efficiency, and accessibility.
- Land records are secure and compliant, reducing risk for the Department and preserved valuable land data for the country.
- Document retrieval times have dropped dramatically.
- Physical storage costs have been reduced, and office space has been reclaimed.
- Staff spend less time handling paper and more time serving the public.
- Regional offices can access shared records more easily, improving coordination.
- A digital foundation has been laid for further modernization across the Department.
Metrofile continues to support the Department as it strengthens its approach to land governance, helping to build a more transparent, efficient, and future-ready public records environment.
How we can apply this solution to other clients
Metrofile’s digitization services support organizations looking to modernize —improving access, reducing risk, and creating lasting operational efficiency.
We offer flexible delivery options:
- Outsourced: Records are digitized and securely hosted on Metrofile’s systems
- Insourced: Metrofile deploys and manages infrastructure and teams at your premises
- Hybrid: A tailored combination based on your specific needs
Outsourced
Records are digitized and securely hosted on Metrofile’s systems
Insourced
Metrofile deploys and manages infrastructure and teams at your premises
Hybrid
A tailored combination based on your specific needs
Our proven solutions are trusted across the public and private sectors. Let us help you build a secure, accessible, and future-ready records environment.
