Electronic records management service

Electronic records management is used to manage electronic messages, data messages from the Data Mailbox Information System and also classic mail whose originals are sent by traditional paper mail.

These services are provided by the ELECTRONIC RECORDS MANAGEMENT, a module that provides communication with a data mailbox, receiving, sending and processing e-mail messages and also the paper ones, digitized using a scanner.

The whole system can be used to communicate with one data mailbox or several at the same time. Communication settings are separate for each of the mailboxes, and they can be set up to communicate with each other (typical solution for a holding). Access permissions allow each user of Electronic records management access to only the messages and features they need.

The Electronic records management offers the following features:

  • Communication interface between the data mailbox information system (DMIS) and the user’s organization.

  • Receiving data messages.

  • Data message distribution to specific users, providing data message workflow within the organization.

  • Sending data messages with roles and responsibilities – it means roles responsible for the data message contents and roles responsible for its actual sending (e.g., the authorized person).

  • Confirming the responsibility for the contents and securing the message with the user’s electronic signature.

  • Archiving data messages not just as a result of the internal workflow but also the whole data message originals (both received and sent) as they passed through the data mailbox information system.

  • Registering messages (incoming mail journal, outgoing mail journal).

  • Processing paper mail both received and outgoing. Paper mail digitization using a scanner.

  • Sending and receiving Postal data messages.

  • Sending and receiving e-mail messages.

  • Within the records management service, documents and records can be loaned; this applies to both those in process and finished ones. A finished document or record can be loaned by the user who finished it or is listed as the person authorized to reopen documents and records.

More detailed description of all the features is available in the following chapters.