Registry Office

1 Document Management • Registration and Classification: Allows the registration and classification of documents in a structured manner within different folders based on their type (letters, invoices, reports, etc.). • Advanced Search: A search feature that enables easy retrieval of a document based on keywords, categories, dates, or other criteria. • Document Scanning: Integration with scanners to convert physical documents into digital files. 2 Tracking Incoming and Outgoing Mail • Mail Management: Recording and tracking incoming and outgoing mail (date of receipt, sender, subject, etc.). • Receipt and Response Notifications: Sending notifications when receiving or sending mail to ensure prompt follow-up. • Automatic Archiving: Archiving of mail for future reference, with the possibility to define an archiving duration. 3 Workflow Management • Task Assignment: Assigning documents to the concerned users or departments for processing. • Task Tracking: Tracking the progress of tasks, actions taken, and deadlines. • Validation and Approval: A validation and approval process for important documents or mail 4 Security and Access Management • Access Control: Defining roles and permissions to ensure only authorized users have access to certain documents. • Audit and Traceability: Detailed tracking of actions taken on each document to ensure traceability and security. 5 Electronic Signature • Digital Signature Addition: The ability to add a digital signature to documents to validate actions, letters, or contracts. • Signature Tracking: Sending notifications to remind users to sign documents or forms. 6 Notification Management • Automatic Alerts: Alerts about document reception dates, expiration, or required actions for specific documents or tasks. • Notification History: Viewing sent notifications and actions taken as a result. 7 User-Friendly Interface • Custom Dashboard: An overview of tasks, documents to process, and important alerts. • Mobile Accessibility: A mobile app that allows users to access the Bureau d'Ordre from anywhere. 8 Reports and Statistics • Report Generation: Generating detailed reports on mail, documents, and tasks processed. • Performance Analysis: Monitoring processing times, task completion rates, etc. 9 Collaboration and Sharing • Comments and Discussions: Ability to add comments or discuss documents within the app. • Secure Sharing: Sharing documents with internal or external users while ensuring confidentiality. 10 History and Archiving • Long-Term Archiving: Secure archiving of important documents for a defined duration, with the possibility to access them at any time. • Action History: Tracking the actions taken on each document or mail to ensure complete traceability. 11 Multilingual Support • Multilingual Interface: A multilingual interface to allow users to choose their preferred language for a better experience.