Welcome

e-Registry Office

 



 

An application for electronic tracking of case reception at the registry office and tracking of case flow trends in the City Administration authorities. It is fully compliant with the regulation and instructions on electronic office management of the state administration authorities and features all the functionalities required by the ordinance and the instructions. The solution can be customized as appropriate to meet the specific demands of each user.
 
In order to ensure information security, different levels of access can be defined, depending on the organizational structure and user’s authority.
 
 
Basic functionalities of the e-Registry Office:
 
•  Case filing, review and modification of filed cases
•  Adding supplements and documents to the filed cases (appeals, lawsuits, petitions ...)
•  Filing scanned documents together with the case, supplement and document
•  Filing incoming and outgoing mail
•  Case distribution and archiving
•  Automatic case deletion upon expiration of the retention period
•  Searching filed cases, supplements and documents according to different criteria
•  Printing file folders
•  Printing internal delivery books
•  Printing daily records
•  Printing the record of received and sent mail
•  Keeping and printing the e-account book
•  Tracking changelogs in case data
•  Submitting cases to Belgrade City authorities
•  Case flow tracking from receipt to resolution in the Authority
 
 
Warnings
 
•  Receipts – a list of cases issued on receipt whose retention period has expired
•  Organizer – a list of cases in the organizer whose retention period has expired
•  Outside the case resolution time limit – a list of cases whose resolution time limit has expired
 
 
Reporting
 
•  On cases – by organizational unit, classification, clerk, case status (active, archived...), case type (red, yellow, white …), resolution time limit (within the time limit, outside the time limit)
•  On supplements – by organizational unit, classification, clerk, case status (active, archived), supplement type
•  On receipts – by organizational unit, classification, clerk, receipt status (issued, returned)
•  GIRGU – monthly report on clerk’s work (number of filed cases, number of archived cases …)
 
 
Administration
 
•  Administering case classification and case classification description by subject matter
•  Administering authorities and organizational units and defining the case registry
•  Administering application users
 
 
Case flow tracking within the Authority
 
All cases filed in the Registry Office are assigned a unique reference number, based on which they are automatically forwarded to the Authority on behalf of which they have been received. Case handling arrangements enable case flow tracking, from the receipt of a case at the Authority until its forwarding to the Registry Office for the purpose of distribution and archiving.
 
Case processing rights are determined when defining the organizational structure of positions and employees. For each employee, it is possible to define whether he/she is entitled to see all the cases at the Authority where he/ he works or only the cases assigned to him/ her in the case flow records.
 
Received in the Authority> Distributed> Assigned for processing> Received for processing> Sent for initialing and signature> Initialed> Signed and processed case> Forwarded to the Registry Office
 
 
Reference user of the e-Registry Office application:
 
Belgrade City Administration - The implemented application is centralized and integrates six locations with separate local Registry Offices of the City Administration. The system supports the receipt of 650,000 - 700,000 cases per year and allows multiuser work for 1800 simultaneous users. The new application has imported and integrated all data from previous applications used by the Belgrade City Administration.
 
 
Elements of the technical solution:
 
Windows Server 2008 R2, Active Directory, Visual Studio 2010, .NET Framework 4.0, SQL Server 2008 R2 - Express Edition, SQL Reporting
 
 
 
 

e-Registry Office

: