In public institutions, documents do not “sit on a shelf”: they move. They enter via registry, must be found, approved, signed, archived — and nobody should lose the correct version. That is why the trio Electronic Registry + Document Management + File Manager in IntegraCity is a solid digitization base: evidence, workflow, and storage — not three isolated tools. At UNICORE, such architectures often appear in IT consulting for public administration.
1. Electronic Registry — the in/out gate. The module digitizes registration, tracking, and circulation: in/out register with automatic numbering, multi-criteria search (number, date, sender, keywords), multiple registers by type or department, import of PDFs and scans, export/print, and role-based access. Plus: smart routing (the document reaches the right department by type, content, or rules), a live dashboard of status (in progress, waiting, approved, overdue), and in-flow digital signature with a log — ready for archiving.
2. Document Management (DMS) — the brain of the flows. Here documents do not merely “exist”: they go through centralized organization, review/approval/distribution workflows, traceability, and audit (who changed, who accessed). Classification by type, department, or project; digital signing; role-based control; advanced search; integration with Registry and Document Issuance. Practical gains: less search time, more control and compliance — exactly what an audited institution needs.
3. File Manager — the institution’s file library. It complements the DMS with storage and organization by folders/categories, secure role-based access, fast upload/download, preview without download, and search by title, type, author, or keywords. It connects to Registry and Document Management so files do not live on USB sticks or personal desktops. Capacity depends on configuration, but the system is built for large volumes.
Why together, not apart. Registry answers “what came in / went out and under which number?” DMS answers “who approves, which version is valid, what changed?” File Manager answers “where does the file live and who can access it?” Separately, silos appear: a paper register, a server folder, an email attachment. Together you get a chain: register → store → workflow → sign → retrieve — with traceability.
Benefits for city halls and institutions. Shorter processing time; fewer errors than paper registry; live status and visible deadlines; signing without “print–sign–scan”; fast search; role-based control (GDPR and least privilege); a base for electronic archiving. It is not “paper scanned into a folder” — it is a digital process.
Security and compliance. Public documents and case data need controlled access, logging, and integrity. The IntegraCity trio emphasizes roles, audit, and in-platform signing — essential for legal deadlines and controls. For a wider risk view, tie digitization to cybersecurity, not only to “we installed a module.”
How to start. Do not turn everything on at once. Define critical document types, registry series, roles (who registers, who approves), and 1–2 pilot flows (e.g. petitions / complaints / correspondence). Measure: average time to assignment, % overdue documents, search time. Expand File Manager and DMS as adoption grows.
Conclusion. Registry + Document Management + File Manager is the trio that turns paperwork chaos into a system with number, status, file, and owner. Module details: Registry, DMS, File Manager. If you want to map the trio onto your institution, contact us.