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Records management
Records and document management system for public institutions
Organize case files, official letters and documents throughout their entire life cycle, from the moment they are received or created until they are preserved or disposed of, with classification, traceability and controlled access.
Includes
- Case files and archival classification
- Official letter tracking and routing
- Life cycle: active, semi-active and historical
- Digitization and permission-based access
The challenge
Records no one can find and letters no one follows up on
In many institutions, documents live in physical folders, emails and shared drives with no common structure. Finding a case file takes hours, official letters get lost between departments and there's no way to know who has a document or what stage it's in.
Public institutions must also organize their records according to formal archival instruments, control transfers and disposals, and respond quickly to public information requests.
We design records management systems that bring order to information from the start and follow each document throughout its life cycle.
The solution
The life of a document, from the mailroom to its final disposition
The system follows each document through its entire life cycle, in line with Mexico's General Archives Law (Ley General de Archivos). It is configured with your institution's organizational structure, record series and retention periods.
- 01
Step 01
Mailroom logging
The letter is logged when it is received or sent, with a case number and receipt. From that moment it is classified in its record series.
Modules at work
- Document control and mailroom
- Case files and classification
Automatically recorded
Case number, date, sender, receipt and record series
- 02
Step 02
Processing and routing
It is routed to the department that must handle it, with copies to whoever needs them and a response deadline. Alerts warn before it comes due.
Modules at work
- Document control and mailroom
- Submission and review by agency
Automatically recorded
Assigned department, deadline and every status change
- 03
Step 03
Case file in active records
The document is added to its case file according to the classification scheme, with cover sheet, index and metadata. The digitized version is accessible based on permissions.
Modules at work
- Case files and classification
- Digitization and access
Automatically recorded
Metadata, physical and digital location, and access log
- 04
Step 04
Semi-active records
Once its active retention period ends, the case file moves to semi-active storage through a primary transfer. Check-out of physical files is tracked.
Modules at work
- Document life cycle
- Inventories and lending
Automatically recorded
Transfer inventory, location and check-outs
- 05
Step 05
Final disposition
Based on the records disposition schedule, the case file moves to the historical archive or is proposed for disposal, in line with the General Archives Law.
Modules at work
- Document life cycle
- Inventories and lending
Automatically recorded
Secondary transfer or disposal inventory
Benefits
Benefits for your institution
Full traceability
Who received, routed, modified or viewed each document, with date and time.
Archival order from the start
Documents are classified when they are logged, which simplifies transfers, appraisal and disposal.
Faster responses to information requests
Locating and gathering documents for transparency or audits is no longer a manual process.
Interactive simulation
Try it now: Records and correspondence management
Mail intake, routing and deadlines, case files with a classification scheme and reports, like a records ERP.
Use cases
Use cases
Central mailroom
Centralized intake of official letters with electronic routing to departments and response tracking.
Semi-active records center
Receiving transfers from departments, tracking retention periods and lending case files.
Programs with document submission
Agencies that must periodically submit documentation to an oversight office for review.
Collection digitization
Digitization projects with quality control and images linked to their case file.
Every project follows the same process: we understand the operation, model it and validate a prototype before we build.
See how we workFrequently asked questions
Frequently asked questions: Records management
What is a records management system?
It's a system that logs, classifies, controls and preserves an institution's documents and case files throughout their life cycle, from receipt or creation to permanent preservation or disposal.
Does the system help comply with Mexico's General Archives Law?
The system incorporates the instruments and processes required by archival regulations, such as the general classification scheme, the records retention schedule, inventories and transfers, which makes compliance easier. Regulatory responsibility remains with the institution and its records coordination office.
What is the difference between document management and document control?
Document control tracks official letters and matters until they are resolved. Document management organizes and preserves documents in case files. Our system combines both so a resolved letter ends up in the right case file.
Can you digitize our physical case files?
We design the digitization workflow and the upload into the system, with quality control and linking to each case file. The physical scanning can be done by your staff or a specialized provider.
Can it be adapted to our institution's structure?
Yes. We configure departments, record series, retention periods, catalogs and approval workflows according to your institution's organizational structure and archival instruments.
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Learn moreBring order to your institution's records
Schedule an assessment and together we'll review how your documents are currently received, routed and preserved.