Public-sector digital transformation

Electronic Files, Archives and Correspondence Registry

We help institutions move from paper incoming and outgoing registers and growing archives to an organized electronic system: registering, routing and following up correspondence, classified electronic files, and search that finds the right document in moments. Digitizing older records is planned in phases according to the institution's priorities.

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What we offer

We start by understanding how the institution manages correspondence and files: how incoming and outgoing letters are numbered, who routes them, how files are classified, which retention periods apply, and who may access each type of document. We then design a system that reflects this structure rather than imposing a ready-made one.

The system includes an electronic incoming/outgoing registry with automatic numbering, routing of letters and follow-up on replies, electronic files linked to cases, field and full-text search, role-based access and an audit trail. For existing paper archives we set up a phased scanning and indexing plan, starting with the most frequently used documents.

The system can be connected to approval workflows so that every completed case is filed automatically with its documents in the right file.

Who it is for

Ministry and institution registriesTo manage incoming and outgoing letters, routing and follow-up.
Departments with large archivesWhen older documents that are referred to regularly are hard to reach.
Legal and administrative unitsTo keep files, decisions and contracts with clear classification and permissions.
Multi-branch institutionsTo exchange and track correspondence between headquarters and branches.

Problems we address

Paper registers that are hard to search, with no clear view of what has been answered.
Documents that are lost, damaged or copied repeatedly without control.
Long searches for an old letter or decision.
Difficulty controlling who may access sensitive documents.
Growing, unindexed paper archives taking up a lot of space.

Tasks and deliverables

Classification and retention plan: File structure, document types, metadata and retention periods according to the institution's instructions.
Electronic correspondence registry: Registration, automatic numbering, routing, reply tracking and alerts for overdue letters.
Electronic file system: Files linked to a subject, party or case, with document versions.
Search and permissions: Field and full-text search with view and edit rights by role and classification.
Legacy archive digitization plan: A phased scanning, indexing and quality control method based on priority.
Audit trail: Logging of access, changes and routing for each document.

Who does what

What IAG does

Studying current correspondence and file management.
Designing the classification structure and metadata together with the institution.
Developing or configuring the system and testing it.
Preparing the legacy digitization plan, organizing its execution and checking quality.
Training registry staff and users.

What specialists, partners and authorities do

The institution adopts classification rules, confidentiality levels and retention periods according to its applicable regulations.
The institution decides which documents are digitized, in what order and who may access them.
The institution determines the legal validity of electronic copies under the applicable legal framework.
All documents and data remain the property of the institution.

Practical example

Illustrative scenario

Organizing a directorate registry

A registry logs hundreds of letters by hand and struggles to know which have not been answered.

The incoming letter is registered, scanned and given an automatic number.
It is routed to the competent section with a reply deadline.
An automatic alert is sent as the deadline approaches or passes.
The outgoing reply is linked to the original incoming letter.
The correspondence is stored in the subject file and is searchable.

This is an illustrative scenario describing our way of working, not a client reference or an existing project.

How we work together

Study
Reviewing registers, current classification, document types and archive volume.
Design
Agreeing the classification structure, permissions and correspondence flow with the institution.
Build and test
Configuring the system and testing it with registry and section staff.
Go-live
Starting with new correspondence first, then bringing in the legacy archive in phases.
Follow-up
Reviewing usage and refining classification and permissions as needed.

Intended results

Faster access to letters, files and decisions.
Clear follow-up of correspondence awaiting a reply.
Better control of access to sensitive documents.
Less reliance on the paper archive in daily work.

What we need from you

Samples of incoming/outgoing registers and the numbering method in use.
Internal instructions on classification, confidentiality levels and retention periods.
An estimate of the paper archive volume and its priorities.
A registry or archive officer as the point of contact.
A suitable workspace for scanning on the institution's premises where needed.

Basis for cost and timeline

Cost depends on the number of users and units, the complexity of classification and permissions, integration with other systems, and the volume and condition of the legacy archive to be digitized. We usually separate the system phase from the legacy digitization phase and price each with a clear scope.

Frequently asked questions

Do all old documents have to be digitized at once?

No. We recommend starting with new correspondence and digitizing older records by priority and usage.

Do documents leave the institution during scanning?

Scanning can take place on the institution's premises; the decision follows its policies and the sensitivity of the documents.

Does an electronic copy have the same validity as the original?

That depends on the applicable legal framework and the institution's decision; the system supports storing and tracking documents.

Can we search inside scanned documents?

Yes, using optical character recognition, keeping in mind that accuracy depends on the quality of the original, the language and the script.

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