An ECM-compatible digital registry for parliamentary records

The challenge

The central registry handled a constant flow of inbound and outbound parliamentary correspondence, including confidential directives. Paper-based filing made records slow to find.

My role

Registry Operations officer during national service (NYSC). Designed the registry system.

Objectives

• Make registry records searchable.
• Reduce the time needed to retrieve official correspondence.
• Keep classification, retention and confidentiality controls intact.

Work undertaken

• Designed a digital registry compatible with enterprise content management (ECM) systems.
• Applied classification, registration, retention scheduling and archiving to the records.
• Supported secure distribution and controlled release of official directives.

Tools & methods

ECM systems; electronic records and document management; digitisation, indexing and retention

Stakeholders

Central registry; Office of the Head of Administration and Conference Division

Deliverables

Searchable digital registry

Status

Deployed

Documented outcomes

• Up to 2,000 records made searchable.
• Retrieval time cut by about 70%.

Supporting material