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SSD - Main record-keeping / Main registry

Available modules

SSD module - main registry is used for data recording that means to store data of a document in a submission logbook, including transfer/handover, processing, sending, cancelling and other functions. The module allows you to edit all data in documents and files including monitoring of the document movement within the organization. SSD module - main registry offers the following functions:

  • Internal submission and own document receiving
  • record-keeping / registry of document profile data (subject, focus, sender, reference number ...),
  • storage/recordkeeping of auxiliary document data (keywords, document type ... ),
  • transfer and acceptance of a document within the organization,
  • sending of a document outside of the organization,
  • delivery note processing,
  • creation of document / file, entry and removal of a document,
  • processing method input,
  • scheduling and inspection of entered and received deadlines,
  • entering data about cancellations, losses, founds, interruptions and reinstatement of management
  • entering document signs and discarding signs and deadlines,
  • general preview and search functions (based on subject, document focus, PID, ČJ and SpZn.),
  • working with templates (MS Word),
  • working with electronic files (doc, xls, zfo, pdf, txt, jpg, …),
  • document conversion done in cooperation with an external conversion tool,
  • adding electronic signatures and timestamps to stored files,
  • record-keeping (registry), verification of external subjects in terms of ISDS (databox information system) and ISZR (basic registry information system),
  • preview of documents based on statuses and filters (document focus, sender, date)

Parameters of the SSD module may be preset and the user may implicitly modify the module so it best suits the most frequent use. For example, this includes defining the type of envelopes most frequently used for sending, implicit setting for filter masks, making accessible some functionalities or restrictions of access rights during document search. The module also offers wide range of print outputs. Before printing the user may display a preview of the assembly. Individual print assemblies are user-friendly and variable. They allow you to sort out data, replace individual columns, etc. Basic print outputs (required by law) have defined shape and cannot be modified.

As far as information flow is concerned, functions may be divided into the following groups:

  • creation of information and information input - input into the system,
  • information transfer/handover,
  • converging of information into groups,
  • sending information to a subject outside of organization,
  • information on group of information processing,
  • information archiving,

Lists

Active documents and files - the system will download a list of documents and files (analogue and digital, processed or unprocessed) based on preset configuration for the relevant time period. By changing filtering criteria - based on your requirements, you will get the data you need. In this list you may display details of the document or file and perform handover and processing/closing of the relevant document or file.

Inactive documents and files - the system will read a list of inactive (cancelled, lost) documents and files (analogue and digital) based on preset parameters for the relevant time period. By changing filtering criteria - based on your requirements, you will get the data you need.

Shipments - the system will read a list of shipments based on preset parameters for the relevant time period. By changing filtering criteria - based on your requirements, you will get the data you need.

Packages - the system will read a list of packages which are not in the document registry. By changing filtering criteria - based on your requirements, you will get the data you need. In this list you may display detail of the package, create new package, handover the package into document /file registry and recalculate the year when the package was discarded.

Preview of packages handed over to the document registry - the system will read a list of packages which were transferred over to the document registry.

Preview of documents and files handed over to the document / file registry - the system will read a list of documents/files which were transferred over to the document registry.