Main dashboard
The latest registered documents, your own assignments and monthly activity indicators, with one-click access to new incoming, new outgoing and the register.
Document registry · Public sector
Electronic document registry platform for public institutions and companies
A platform that replaces paper registers and the spreadsheets each department keeps on the side: one register for incoming, outgoing and internal documents, with deadlines, assignments, reports and an audit log. Management can see at any moment what has been registered, what is in progress and what is overdue.
- Automatic registration numbers
- Deadlines and overdue alerts
- Excel and PDF reports
Problem
The problem: scattered registers and missed deadlines
In many institutions, the registry office still runs on a paper book, separate spreadsheets in every department and follow-up emails. The information exists, but never in one place.
- Registration numbers are assigned by hand, which invites duplicates and gaps.
- It's hard to tell which documents have a deadline and which have already missed it.
- Reconstructing a document's history (who it was assigned to, what changed, which attachments it has) takes real effort.
- Reports for management or auditors are compiled manually, every single time.
Solution
The solution: one register with deadlines and full traceability
The platform brings every document into a single electronic register, with registration numbers assigned automatically for both incoming and outgoing mail. Each entry records the sender or recipient, the external number and date, the subject, the deadline, the responsible department, the internal recipient and any attachments.
Alongside the full register, the platform automatically separates urgent documents that are past their deadline and those still in progress, so nothing important gets buried in the list. Reports and statistics for management take a few clicks and export to Excel or PDF.
Features
Key features
The whole registry workflow, from registration to reporting.
Incoming and outgoing register
A central list with numbers, dates, status, attachments and actions, filterable by period, direction, sender, recipient, content and year. Columns can be customised.
Automatic numbering
Incoming and outgoing documents automatically get the next number in the general register, with or without a response deadline.
Urgent documents
Documents past their deadline are separated automatically, so management can spot operational risks straight away.
Documents in progress
Every active, unfinished document in one view, handy for tracking each department's workload.
Reports and exports
Annual register, incoming register, outgoing register and reports filtered by year, direction, department, status and period, exported to Excel or PDF.
Statistics
Incoming and outgoing volumes by month and by year, with visual indicators for activity and resource planning.
Departments and document types
The organisation's structure with hierarchy levels, plus a catalogue of document types with internal codes, direction and status.
Users and roles
Accounts with per-department access and a clear split between viewing, editing and administration.
Security
Traceability, control and data safety
Every document has a history, and every important action leaves a trail.
Audit log
Important actions in the system are recorded and can be filtered by user, period and action type, which helps with internal checks and audits.
Per-document history
Assignments, status changes, attachments and edits stay in each document's history.
Role-based permissions
Administrators and operators have different rights, and user access can be limited to specific departments.
Data on your own network
The platform runs on the institution's internal network, with storage locations set by the administrator.
Database export and import
The database can be exported and imported straight from the server settings, for operational safety.
Consistent classification
Standardised document types and departments keep the register easy to filter, report on and audit.
Deployment
Deployment and administration
The platform can run locally on a single computer or as a server on the institution's internal network.
- 1
Discovery and setup
Together we define departments, document types and users to match how your organisation actually works.
- 2
Installation on your network
The platform is installed on your own server and the administrator configures storage locations.
- 3
Training
Registry staff and departments are trained on the daily workflow: registering, assigning, deadlines and reports.
- 4
Support and development
We stay on for maintenance and build custom features on request.
Simple technical administration
- Server settings for running on the internal network
- Database export and import from a single screen
- Configurable storage locations and options
Gallery
Screenshots
Real screenshots from the platform. Operational data has been blurred.
FAQ
Frequently asked questions
Who is the registry platform for?
Public institutions and companies that handle a steady flow of incoming and outgoing documents and want one register with deadlines, assignments and reports.
Can reports be exported?
Yes, to Excel and PDF, filtered by year, direction, department, status or period.
How do we see who changed a document?
In the audit log and in the document's own history, which keeps assignments, status changes and attachments.
Can the platform be adapted to our workflows?
Yes. Departments, document types and user permissions are configurable, and we build custom features for specific requirements.
Want a similar solution for your organisation?
We'll walk you through the software and tailor it to your processes. Write to us or call 0740 902 102.
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