EDMS for registries that still run on a file movement book

Files that cannot be found

A file signed out months ago, sitting on an officer desk in another building, with no record of who has it. Decisions wait; audit queries go unanswered.

Registries at physical capacity

Strong rooms are full, new intake is stored in corridors, and records due for disposal decades ago are still occupying the shelf.

Approvals that cross buildings

A minute travels physically between officers. Turnaround is measured in weeks and cannot be measured at all until it is finished.

No line of sight for the accounting officer

Nobody can say how many actions are overdue, in which department, or how long the average approval takes.

Retrieval in seconds, from anywhere

A file reference, a subject, a citizen name or a phrase inside a scanned document all lead to the same file — from headquarters or a sub-county office.

File movement without losing the file

Electronic file movement keeps the registry discipline — who holds it, since when, what action is due — while the file itself stays available to everyone entitled to it.

Retention and disposal that satisfies the archivist

Retention schedules applied automatically, disposition reviewed by a named officer, and destruction certificates produced as evidence.

An audit trail the Auditor-General accepts

Every view, edit, approval and deletion recorded immutably, with reports that can be produced without a special exercise.