Description

What is a process-based records and document workflow  management system

     A process-based records and document workflow management system is software for managing documents and processes throughout their lifecycle – from creation and registration through routing and approval to storage and archiving. Documents are processed in a shared, connected environment with clear rules, deadlines and responsibilities.

     The system organises incoming and outgoing correspondence, orders, contracts, applications, case files and tasks, as well as approval and signing processes. Every document is registered, traceable and easy to find, and its movement through the organisation is controlled at every step.

Key benefits

• Organised documentation – correspondence, orders, contracts and case files are managed in one place.
• Reduced risk of omissions – automated registration and the tracking of deadlines and tasks support day-to-day work.
• Process automation – the system automatically moves work from one employee to the next and monitors deadlines and statuses.
• Clear responsibilities – you can see who is responsible for completing the work, what the deadline is and who has approved it or made a decision.
• Quick retrieval – you can find documents by number, type, correspondent or content.
• Traceability and control – actions are recorded and remain available for audit, including when working with quality management systems.
• Faster decisions – operational control accompanies processes as they are carried out.

DocSys Perfect – our solution

     DocSys Perfect brings information flows together in a shared environment for storing, managing and exchanging documents. The platform uses modern technologies, relational databases and a service-oriented architecture (SOA). Each function is a standalone service, and modules can operate independently or in combination and can be implemented in phases. Access is available through a browser on various devices, while the mobile application supports work in the field.

     Each implementation includes a set of modules and functions tailored to the needs of the organisation. You select and pay for the functionality you need and expand the system without interrupting workflows. The platform is particularly suitable for activities where management relies on current operational documentation.

     Key advantages:

• Operational control – you track current documents and manage processes while they are being carried out.
• Adaptability and flexibility – you combine entire modules or individual functions according to your needs. The system evolves with the organisation while maintaining reliable operation.
• Standalone and connected modules – you use modules as independent systems or combine them into a solution tailored to your needs.
• Phased implementation – you introduce new functions and expand the existing solution without interrupting workflows, in line with the organisation's priorities and schedule.
• Unified information – data is entered once and used across different modules, reducing duplication and inconsistencies.
• Capabilities for public administration – electronic services for citizens and businesses, registers, electronic payments, electronic authentication (eID) and exchange through SSEV and SEOS.
• Work in the field – a custom mobile application connected to the shared system in real time.
• Traceability and continuity – an activity history and audit trail, delegation of access rights, staff cover and recovery of deleted records support work during absences and changes within the team.
• Centralised monitoring – an overall view of processes and decisions for better communication, coordination and team efficiency.
• Consistent working rules – you standardise records management, document workflow and archiving processes with shared access and easy document retrieval.
• Reliable data management – centralised maintenance, backup, administration and recovery when needed.

DocSys Perfect – organised documents, clear responsibilities and traceable decisions.

Who the system is suitable for

     DocSys Perfect is suitable for organisations where documents and their associated processes play a leading role in management:

• Government and municipal administrations and bodies – ready-made modules for electronic services, registers, fees and connections to government systems.
• Regulatory and supervisory authorities – licensing, permits, categorisation, inspections, certificates and public registers.
• Creative and specialist organisations – consulting, advertising, design, technical design, engineering, construction, infrastructure and research activities based on current operational documentation.
• Manufacturing companies – document and process management to complement the ERP and MIS systems already in use.
• Organisations with management systems based on internationally recognised standards (ISO, NIST, ISA, ANSI, FIPS, etc.)  – working with document forms, registers, procedures and records, including those relating to ISO and other standards.

Core functionality

     Functions are combined according to the organisation's needs and the scope of the specific implementation.

Records management and registration – traceability from the moment a document is received

     You register incoming, internal and outgoing documents in a single electronic log with automatically generated numbers, indices and dates. Each document includes a type, correspondents, a link to a case file and attachments. Security levels (TLP) and access rights restrict access to sensitive content, while predefined lists and search functions make information easy to find.

Document assignment and routing – clear tasks and deadlines

     You route documents for action, specifying assignees, supervising staff and deadlines. The assignment remains part of the document's history, so you can see at any time who is responsible for each task and when it must be completed.

Case files – the entire case in one place

     You bring related documents together in a single case file that retains the correspondence and chronology. You add a new document to an existing case file in a single action and gain the full context of the case – from receipt to closure.

Document approval and signing

     Functionality for sequential document approval and signing, with or without employees' electronic signatures.

Correspondents and address book – contacts for the entire organisation

     You maintain a single register of individuals and legal entities with addresses, contact details and representatives. When creating a document, you select the correspondent from the address book without entering the information again. Contacts are structured, searchable and usable across all modules.

Tasks and progress tracking – traceable commitments

     You create tasks by type, with deadlines, assignees and statuses. Notifications remind you of upcoming and overdue commitments, while views show what is due and what is behind schedule. This brings operational communication and control together in a shared environment.

Process monitoring – visibility of workloads

     Specialised views highlight documents that require action – unread documents, documents requiring supervision or management action, and documents that have not been completed. You receive centralised information on workloads and issues in real time so that you can respond promptly.

Organisational structure – a model of your actual organisation

     You build a tree hierarchy of departments and positions to which you assign employees and substitutes. Elements can be added, edited and restored. Deleted positions are retained as inactive in historical documents, and all modules use the shared structure to select people, organisational units and access rights.

Delegation of access rights and staff cover – continuity of work

     You delegate access rights to a colleague permanently or for a specified period during an absence or a busy period. The system activates staff cover on the specified date, and a visual indicator shows the rights granted. Delegation is revoked with a stated reason, and the history records its creation, activation and termination.

Leave, business travel and personnel – electronic request management

     Employees submit leave requests that follow a traceable process: agreement with the staff member providing cover, approval by a manager and director, a report from the personnel department and a signed order. Working days are calculated automatically, excluding rest days and public holidays. Business travel, sick leave and expenses are managed using the same model.

Public portal – electronic services for citizens and businesses

     Citizens and businesses submit applications online after signing in using electronic authentication (eID). Forms are organised into logical sections, allow documents to be attached and can be tracked in the “My Applications” section. If necessary, the applicant makes the requested corrections using an automatically pre-filled correction application.

Specialised registers – information aligned with the rules governing your activities

     You create public and internal registers with fields, reference lists and rules for registration and deregistration that reflect regulatory requirements. You create, edit and search records using detailed filters and publish them in the public section when required.

Fees and electronic payments – integrated handling of amounts due

     Amounts due are charged against applications and services and can be viewed and paid electronically. The status is updated automatically after payment. If necessary, an employee adds an additional charge with a stated reason, so that payments remain part of the overall process.

Inspections and checks – data directly from the field

     You organise individual and group inspections linked to specific inspection targets, reports, deadlines and dates for the next inspection. Using the mobile application, the inspector opens the relevant inspection, enters data and attaches files on site. The results are sent to the shared system in real time and linked to the documents and registers.

Electronic signatures and exchange – documents signed and sent online

     You sign documents and orders with a qualified electronic signature directly in the system. Exchange with institutions takes place through the Secure Electronic Delivery System (SSEV) and the Electronic Message Exchange System (SEOS).

Archive, history and audit trail – traceable and recoverable data

     Documents, tasks, applications, leave requests and other objects retain a history of who did what and when. Deleted records can be recovered when needed. The centralised archive, automatic synchronisation and recovery support the availability and protection of information.

Specialised applications

     DocSys Perfect G 3.0 and M 3.0 are specialised versions designed for the management of government and municipal administrations and bodies, respectively.

     Specialised applications can be added to the conventional modules of DocSys Perfect V 3.0, including:

• Licences, permits, categorisation and registration.
• Fees and electronic payments.
• Inspections and checks.
• Accidents and incidents.
• Certificates of competence.
• Staff appraisals.
• Library and information centre.
• International cooperation.
• Public and internal registers.

     The system modules of DocSys Perfect V G 3.0 can model all regulatory requirements for the lawful operation of any government administration. They provide optimal information services at all management and operational levels and effectively supply citizens with the information they need.

Integrations

     DocSys Perfect connects to the following services and systems:

• eAuthentication System — electronic identification and authorisation of users.
• Secure Electronic Delivery System (eDelivery) (SSEV) — official communication: administration ↔ citizens/businesses, as well as communication between administrations.
• Electronic Document Exchange System (ESOED) (SEOS) — internal interaction and document exchange between administrative authorities.
• Electronic Payment System (ePayment) — payment through a single point, with a virtual POS terminal for service fees
• Qualified Electronic Signature (QES) – electronic signing module.

Implementation and support

     We implement DocSys Perfect using a project-based approach tailored to the organisation. We begin by analysing user  requirements, document workflows and processes, then configure the organisational structure, reference lists, document types, workflows and processes to reflect your actual operations.

     This is followed by implementation, data migration, integration with external systems where necessary, and role-based training for the team. We provide user and administrator guides and technical documentation. Once the system is live, we provide support and enhancements as the organisation develops.

     As your partner, we cover the entire cycle – consulting, implementation, support and custom software development for specific needs. We combine modern software  and user-facing technologies, relational and document  databases, and many years of experience with administrations and organisations across different sectors.