Digital Archive and Record Management
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Takumo Pro creates a digital waybill record for every booking automatically. These records are stored for seven years in compliance with Japanese business record retention requirements.
What is Stored in the Archive
Every completed booking generates an archived record containing:
● Full booking details — guest information, pickup location, destination, carrier
● All luggage items with size, weight, and contents
● Label image — the exact label that was printed and applied
● Carrier tracking history — timestamped at every scan point
● Guest acknowledgement — the terms and liability checkbox record
● Staff member who created or completed the booking
● Booking creation and completion timestamps
Searching the Archive
Go to Bookings → Archive in the left sidebar. Use the search and filter options:
● Search by guest name, email, room number, or booking ID
● Filter by date range — useful for monthly reconciliation
● Filter by carrier — to review all Yamato bookings in a period, for example
● Filter by branch — for multi-property accounts
Downloading Waybill Records
Open any archived booking and click Download Waybill Record. A PDF is generated containing the full booking record. This PDF is used for:
● Carrier liability claims
● Guest disputes
● Internal audit and compliance
● Tax and business record purposes
Archive Retrieval Allowances
Plan | Free Retrievals per Month | Overage Fee |
PAYG | 3 retrievals | AWS passthrough cost per retrieval |
Small | 5 retrievals | AWS passthrough cost per retrieval |
Medium | 10 retrievals | AWS passthrough cost per retrieval |
Large | 15 retrievals | AWS passthrough cost per retrieval |
ℹ NOTE Standard operational use — downloading records for active claims or current month bookings — does not typically consume archive retrieval allowances. Allowances apply to retrieval of records from cold storage (bookings older than 90 days). |