Our CRAFT Regist product manages the transfer of all incoming, outgoing and internal documents. It allows document registration (Reception, Filing) and digitisation, manages the delivery of documents to their respective addressees and provides tools for administration tasks (Assigning, Administration, Approval etc.). It builds an electronic archives of the managed documents, and ensures their long-term retention, retrievability and displayability.
The system was developed using the CRAFT general document manager framework system, therefore, it also offers industrial-strength capacities, high reliability and an access rights system providing sophisticated control over document access. The system can be easily extended with other modules of the framework system, such as the E-Folder module, which allows sorting archived documents by various criteria, or the Borrowing module, which facilitates the borrowing of hard-copy documents from the record office.
Activities supported by the system:
The system supports both the terminal digit and the multiple-registry filing models. It creates folders for terminal digits allowing access to every document filed under the relevant terminal digit. The module offers special functions to support centralised batch filing but filing can also be performed at any location where administration is done.
The system supports both central batch imaging of documents and imaging single documents at administrators' workplaces.
- Document forwarding
When imaging is done, the system forwards the document in an electronic form to the organisational unit or administrator addressed. It also allows forwarding the original document and supports that process with transfer lists.
The functions supporting the administration of documents at organisational units also allow assigning documents to administrators, performing the relevant administrative tasks and approving them. Depending on their privileges, administrators can assign documents pending processing to themselves, draw up responses, initiate the resolving of and resolve discrepancies and can also file new documents.
We can store extremely large volumes of data using the Archives module of the Craft document management system, which also provides fast means and efficient tools for finding documents.
Documents can be retrieved and viewed based on data supplied during the filing or the administration process, or on some specific data automatically associated with them (e.g. their barcode information). Retrieval is controlled through a rights system, so everybody can access only documents he has the appropriate privileges for.
The system can be set to make reports on the documents managed, activities done and cycle times.