Custom e-depot and digital archive software
Appfront builds the custom layer around digital archiving for government bodies: software that makes case files ready for archiving, builds MDTO metadata, transfers them to your e-depot and handles destruction in line with the selection list. We don't build an e-depot preservation platform of our own, but the connecting and supporting software around it, so archiving becomes part of the working process rather than a manual task afterwards.
What are e-depot and digital archive software?
Government information must remain accessible not only today but in ten, twenty or fifty years. An e-depot is the durable storage environment in which closed case files are kept permanently and reliably. Before information gets there, it must be selected, given metadata, validated and transferred. These steps require software that closely matches your own working processes and case management system.
Appfront builds the custom layer around that process. We don't deliver an e-depot preservation platform: that is a specialised product from your archive service or a certified supplier. We do build the software that makes the connection: archiving by design in the case management system, building MDTO metadata, calculating and monitoring retention periods, destruction workflows based on the selection list, and the transfer to the e-depot. We are deliberately honest about this, so it is clear what you can expect from us.
Why often custom development rather than a standard package? Because every government organisation has its own case management system, its own selection list and its own arrangements with an archive service. A custom layer fits that situation precisely, automates steps that are currently done by hand, and keeps pace with changing regulations such as the revised Archives Act. We work to the standard of the National Archives (MDTO) and keep the software understandable and manageable for your own team. Read more about our broader custom software services.
Archiving by design
Archiving becomes part of the working process rather than a separate step afterwards. Case files receive the correct metadata and retention period during their lifecycle, so that transfer and destruction later run almost automatically.
MDTO metadata
Metadata in line with the MDTO standard of the National Archives, the successor to TMLO. The software builds metadata as far as possible automatically from existing case and document data, so that information remains durably findable, legible and reliable.
Transfer to the e-depot
Closed case files are compiled, validated and transferred securely to your e-depot, where relevant via Digikoppeling (the Dutch government messaging standard). A verifiable log and confirmation remain for every transfer.
How Appfront builds your archiving software
We work in clear steps, with your archive specialist and information managers at the table. From an initial review of your case management system, selection list and e-depot through to go-live and ongoing management, every step aims to make the archiving process demonstrably traceable and manageable for your own organisation.
We map out which case management system you use, which selection list applies, which e-depot you work with and where archiving is still done manually. Together with your archive specialist, we determine the scope.
We design the metadata mapping to MDTO, the logic for retention periods and destruction, and the connection to the ZGW APIs and Digikoppeling, with a clear strategy for error handling and validation.
Implementation with automated tests, metadata validation and structured logging. You see working versions along the way and test them against your archive service's requirements.
Controlled go-live with validation and a safety net, followed by ongoing management and further development whenever selection lists, standards or regulations change.
What the software actually does
Every archiving software solution is set up around your case management system, selection list and e-depot. Below are the features we most often deliver for government bodies that want to strengthen digital archiving and demonstrably work in line with the Archiving Act.
Retrieving case files from the case management system
Via the ZGW APIs, including the Zaken API and the Documenten API, we retrieve closed case files and documents along with their metadata. The case management system becomes the starting point, so no one has to compile files by hand.
Building MDTO metadata
The software translates case and document data into metadata according to MDTO, the standard of the National Archives and successor to TMLO. Missing fields are flagged, so the set is complete and valid before transfer.
Retention periods and selection list
For each case file, the software calculates the retention period based on the current selection list and flags when a period is about to expire. If the selection list changes, we adjust the rules without having to overhaul the entire setup.
Destruction workflows
The software prepares destruction proposals and submits them to an authorised employee. Destruction never takes place without approval: there is always a review and sign-off step, with a destruction list and a recorded decision.
Transfer to the e-depot
Case files eligible for permanent retention are compiled, validated and transferred to your e-depot. Where relevant, message exchange runs via Digikoppeling, with a verifiable confirmation for each transfer.
Searchability and public access
Good metadata makes information searchable for employees and, where applicable, for disclosure under the Open Government Act (Woo). The software supports searching by case, period, subject and retention status, with attention to what may and may not be made public.
The government bodies we build this for
Digital archiving is a concern for many government organisations, each with its own case management system, selection list and archive service. We see a number of variants recurring, and for each we align the software with the organisation's own processes and the e-depot it works with.
Municipalities
Municipalities with a case management system who want to make case files ready for archiving and transfer them to the e-depot of their regional archive service. We integrate via the ZGW APIs and build the destruction and transfer workflows. See also our software for municipalities.
Regional archive services
Regional historical centres and archive services that receive information from several affiliated government bodies. We build the software that validates submissions against MDTO, checks metadata and connects to the e-depot, with secure message exchange via Digikoppeling.
Water boards
Water boards with permit, enforcement and project files that must be retained and transferred in line with the Archiving Act. We build the archiving layer on top of the existing case management system. Read more about our software for water boards.
Provinces
Provinces with large, long-running files on spatial planning, permits and governance. We set up retention periods, selection and transfer according to the current selection list, with attention to public access under the Woo and searchability for the organisation itself.
Test your idea first: a working prototype in 1 day
With OneDayBuild, we turn your idea into something tangible in one day for €1,150, so you can see whether further development is worth the investment. Decide to go ahead with the full build? Then we credit the full cost.
Explore OneDayBuild →Technology we use
We build on a modern, proven web stack and align with the standards of the Dutch digital government. The software retrieves case files via the ZGW APIs (Zaken and Documenten API), exchanges messages securely via Digikoppeling where needed, and builds metadata according to MDTO. We agree the precise choice with your landscape, so that your own team can manage or further develop the software.
For depots that receive and want to load archaeological data according to SIKB0102, there is our page on a SIKB0102 integration.
Why Appfront for your archiving software?
Appfront builds custom software that aligns with the standards of the Dutch government's digital infrastructure. We always begin with a thorough analysis of your case management system, selection lists and archiving processes. Software must not only be technically sound but also demonstrably workable for your information managers and archive specialists.
On every project we write clear documentation so that your own team, or any future supplier, can understand and manage the software. No black box, just transparent code and clear agreements on monitoring, alerting and maintenance.
You work with a dedicated point of contact who understands both the technology and the archiving domain. This keeps communication short, prevents misunderstandings and speeds up decisions when choices need to be made during the build. Unsure whether bespoke software or a standard package is the right fit? We will discuss that candidly in a no-obligation conversation.
See also our broader services around custom software, software for municipalities, the council information system (open government) and AI for government.
- A custom layer around your e-depot, with no black box or vendor lock-in
- Experienced with the ZGW APIs, Digikoppeling and case-based working
- Metadata in line with MDTO, the National Archives' standard
- Logic for retention periods, selection lists and destruction
- Secure by default, with role-based access and least privilege
- Comprehensive audit logging and monitoring from day one
- Clear documentation your team can read and manage
- A dedicated point of contact who understands both technology and the archiving domain
- Flexibly designed for the revised Archives Act
- Ongoing maintenance and further development
Security, privacy and accessibility
Archive records almost always contain personal data. Appfront therefore builds in line with the Baseline Information Security for Government (BIO) and the principles of the GDPR: data minimisation, role-based access with least privilege, encryption in transit and at rest, and careful logging of who viewed or transferred what, and when.
Where the software includes a user interface, for example a destruction or search screen for staff, or a component that makes information available under the Open Government Act (Woo), we build to WCAG 2.1 AA and the requirements for digital accessibility of government websites and applications. We document the data flows so that your record of processing activities remains complete.
The substantive frameworks for retention, destruction and public access remain with your archive specialist and data protection officer. We translate those frameworks into reliable, verifiable software. Discuss your situation with no obligation via contact.
- A working method aligned with the BIO (Baseline Information Security for Government)
- GDPR-compliant data processing and data minimisation
- Encryption in transit (TLS 1.2+) and at rest
- Role-based access and least-privilege principles
- Audit logs of access, destruction and transfer
- WCAG 2.1 AA wherever the software has an interface
- Monitoring and alerting for anomalies
- Documentation for your record of processing activities
Frequently asked questions about e-depot and digital archive software
Answers to the questions we are asked most often about digital archiving and e-depot software.
This is custom software that supports the digital archiving of government information. An e-depot is the durable storage environment in which closed case files are kept permanently accessible. Appfront does not build the e-depot preservation platform itself, but the integration and supporting layer around it: archiving by design in your case management system, automated export and transfer, destruction workflows based on selection lists, and metadata structured according to MDTO. This way, your information management aligns with the e-depot of your archive service or the National Archives.
No. An e-depot as a durable preservation platform is a specialised product, usually supplied by a regional historical centre, an archive service or a certified vendor. Appfront builds the custom layer around it: the software that prepares case files for archiving, builds MDTO metadata, handles transfer to the e-depot and processes destruction in line with the selection list. We integrate with the e-depot you already use or are planning to work with.
MDTO stands for Metagegevens voor Duurzaam Toegankelijke Overheidsinformatie (Metadata for Sustainably Accessible Government Information) and is the standard set by the National Archives of the Netherlands for recording and exchanging metadata. It succeeds the earlier TMLO (Application Profile for Metadata of Local Government). Good metadata ensures that information remains findable, readable and reliable for decades. Our software builds MDTO metadata as far as possible automatically from existing case and document data, so archive staff do not have to enter everything by hand.
We derive retention periods from the selection list that applies to your organisation. For each case file, the software calculates the retention period, flags when a period expires and prepares a destruction proposal. Destruction never happens automatically without approval: there is always a checking and sign-off step by an authorised member of staff, with a destruction list and a recorded decision. This keeps you in control and ensures the process remains demonstrable and traceable.
Closed case files eligible for permanent retention are prepared for archiving: documents, metadata and relationships are assembled into a transferable package according to MDTO. The software validates the set, uses Digikoppeling for secure messaging where needed, and transfers the package to the e-depot. We record a log entry and confirmation for every transfer, so each handover is verifiable.
Yes. Digital archiving often starts in the case management system. Using the ZGW APIs (Zaakgericht Werken APIs, including the Zaken API and the Documenten API), we retrieve case files and documents along with their metadata. For secure messaging between government organisations, we use Digikoppeling where relevant. This is how we build archiving by design: archiving is not a separate step afterwards, but part of the workflow.
Digital archiving touches on the Archives Act (Archiefwet) and on public access under the Open Government Act (Wet open overheid, Woo). The Archives Act is being revised; the updated legislation is expected to take effect on 1 January 2027 and will, among other things, shorten the transfer period. We follow the current position and configure the software flexibly for retention periods and selection lists, so that changes to policy or regulations can be implemented without major rework. We do not provide legal advice; your archive specialist or data protection officer determines the substantive framework.
We focus on government bodies that want to strengthen their digital archiving: municipalities, regional archive services and historical centres, water boards and provinces. The software is configured per organisation for its own case management system, the applicable selection list and the e-depot it works with. Whether you are just starting with digital transfer or want to automate an existing process, we fit your situation.
Ready to strengthen your digital archiving?
Tell us which case management system and e-depot you use, and where archiving is still done by hand. We are happy to think along with you on MDTO metadata, retention periods, destruction workflows and transfer. A no-obligation first conversation will quickly give you a clear picture of what a custom layer could mean for your organisation.