Inbound registration
Registration of incoming correspondence with a unique, consecutive and immutable number, and the minimum data required by Agreement 060 of 2001.
What the system does, module by module
Anyone coming from Orfeo will recognise almost everything. Names were kept where it made sense: there is no point re-educating a whole office to call the same thing by a different name.
Outbound registration
Correspondence issued by the institution, with dispatch control and proof of sending.
Internal registration and attachments
Memoranda between units and documents added to an existing record without altering its number.
Digitisation
Capture of the physical document image with integrity verification and long-term archival format validation.
Document handling
Metadata, versions, drafts, annulment with a stated reason and quick replies.
Templates
The institution’s document models with a rich text editor, and fields filled from the record data. One user at a time, not simultaneous editing.
Routing and workflows
Movement of documents between units and people, with a rules engine, returns and sequential approvals.
Processing inbox
What each officer has outstanding, with deadline alerts based on the institution’s working-day calendar.
Electronic case files
Case file assembly, electronic pagination, index signed at closure and the closure rules of Agreement 001 of 2024.
Classification scheme and retention schedules
Hierarchical classification, two-phase retention and final disposition following National Archive criteria.
Documentary transfers
Primary and secondary transfers with an immutable record, three personal signatures and the institutional seal.
Physical archive and loans
Locations, storage units, shelf marks, loan and return, and inventory in the single official format.
Look-up and advanced search
Search by metadata, by content and by meaning, with a trace of who consulted what.
Citizen petitions online
Public submission of petitions, complaints, claims, suggestions and reports, with statutory deadline control.
Public case tracking
Citizens follow their request with a verification code, without needing an account.
Traceability and audit
Complete document route sheet and a hash-chained audit trail that admits neither modification nor deletion.
Statistics and reports
Management indicators, workloads, deadlines and the index of classified and restricted information.
Electronic signature
Native and advanced signature in XAdES formats, with time stamping and a second factor at the moment of signing. Ordered signer chains, batch signing and rejection with a mandatory reason.
Postal correspondence
Dispatch through a postal operator with tracking number, delivery states, return reason and a downloadable dispatch sheet.
Long-term preservation
Archival packages with recalculated fixity, preservation metadata, write-lock and replication.
Interoperability
Metadata harvesting, standardised archival description, package export and import, and signed notifications to other systems.
Artificial intelligence
Search by meaning, cited precedents and a conversational assistant operating with the user’s permissions.
Administration
Users, roles, units, catalogues, parameters, calendar and the Institutional Archives Plan.