• IS security
• Technical and object security
• IT solutions
• SW solutions
  • Enterprise Facility Management and RFID
  • Electronic registry

Electronic registry

Registry administration is an autonomous information system for managing an ever-growing number of registry records in the organization. The system is quick to provide information in the extent and quality as required, particularly information relevant for the organization’s specific production activities, but also for management and control activities in the organization. Its importance is stressed by the fact that the organization’s efficiency in a specific area of activity depends on having a rational record management system as well as appropriate control and administration procedures for such a system in place.
Automated registry management system (ASPREG) is an information system used to automate all administrative activities performed by the filing department, encompassing registration, allocation to individual organization units, storage in the Registry Center, and disposal of records (including the organization’s own records such as responses to incoming documents).
ASPREG provides for a due record management, as defined by the applicable legislation, right from the origination (delivery) of registry records (hard copies and electronic files), structuring of records into subject groups based on the approved registry records schedule, and transparent storage of hard copy and electronic records for the retention periods set (frequently referred to by mistake as archiving) as well as creating prerequisites for a due performance of the disposal procedure (process of disposal of unnecessary documents with
a documentary value that are transferred to the organization’s archives or to the respective state archives).
ASPREG is not intended for use only by specialist staffers that are in charge of document registration and expert document agenda. The system includes necessary document-handling functions that are required for providing of the following features:

• option allowing several staff members to work simultaneously with a single document,
• creation of documents using pre-defined and approved templates,
• conversion of documents from hard copy to electronic form,
• sending and receiving of documents via e-mail, and
• others.

ASPREG is intended both for experts handling document registration and for the organization’s management, which then gathers information from the central registry. Individual functions provide fast and simple access not only to registry data (e.g. information on document handling stage) but also to e-documents.

Circulation of Records and Documents
Circulation of records and documents is operated electronically, including approval, reviewing and return of records for rewriting.
The system is configurable by the type of the record. Each employee has authorizations to access the registered data, assigned to him/her based on the employee’s position within the organization’s hierarchy.
The system uses a pre-defined filter to render its functions (related to new records, overdue handling of records etc.) - not only to the respective employee but also to his/her superior.

Registry Center
The system also supports activities of division registry and registry center administrators. Processed documents are registered within organization unit registries, and then within the registry center. As regards the registry center, the system provides tools for monitoring document flags, retention periods and location in the registry.
The system also has functions to monitor document loans, which are electronically controlled and registered. This feature allows tracing back the history of a document (in regard to its handling) as well as its current location.
As part of the disposal process, the system provides for automatic generation of proposals for document shredding or for archiving of
a document in the Slovak National Archives.

Main Modules in the Solution:

1. list of registry records, configurable according to the user’s needs,
2. list of documents, configurable according to the user’s needs,
3. document loans list,
4. registry records schedule management,
5. directory management,
6. user and user role administration,
7. unified structure of disposal and log closing procedures,
8. record-keeping of rubber stamps,
9. code list administration, and
10. output printouts, templates and documents.

Major Benefits of the Solution:

1. compliance with legal requirements concerning registry administration,
    (document disposal, registration and categorization)
2. implementation of transparent and orderly document management within an organization (from the management, checkup, control and production perspectives).

Hard Copy Documents
Underlying documents (or documents to be prepared) in relation to putting automated registry administration system into operation:

A. The organization’s registry administration directive, involving:

1. designation of the organization’s individual units
   (based on the company’s organization structure and organization rules),
2. registry administration guidelines,
3. sample forms used in the organization,
4. registry records schedule,
5. templates for formal layout of records, and
6. description of the processing cycle for specific registry record types.

B. User manual for the software – automated registry administration system
The ASPREG system is compliant with the requirements laid down by the Act No. 395 of 17 May 2002 on archives and registries, and on amendments and supplements of certain laws. The system is certified by the Ministry of Interior of the Slovak Republic under No. SVS-204-2006/00568.

Required Environment (Infrastructure)

• three-layer architecture,
• MS Windows Server 2003,
• MS SQL Server 2000, 2005,
• ASP.NET Framework 1.1 and higher (included in the Windows Server),
• Crystal Reports 9.0 (if output printouts are to be generated at own cost), and
• Internet Explorer 6.0+ (or another Internet browser).