Solutions · Document Management System
Every document registered, routed, and kept by the rules.
Plant an App DMS runs official correspondence from the day it arrives to the day its
retention ends: registered with a number, worked as a case, endorsed, signed, sent, and archived.
Every step is on the record.
Arrive
Every channel, one front door.
Documents arrive at the counter, by post and courier, by email, from the public portal, and from other systems. They all land in the same queue, ready for the registry.
In person and on paper.
Documents handed in at the counter or sent by post and courier are scanned, and recorded with their channel and the date they arrived.
Through the portal.
Portal submissions arrive with the sender’s own reference, so a reply can always be traced back.
From other systems.
Other applications hand documents in through an integration API, and each one gets its registration number in reply.
Never twice.
A message received twice is registered once, under the same number. Possible duplicates are flagged for the registry to decide.
When a message can’t be accepted, it stays in the integration log with the reason. Messages that failed for a passing reason, like another system being down, are retried automatically overnight.
Register
A number, a register, and the right details.
Triage turns what arrived into an official record. The registry checks the details and picks the register, and the document gets its number. If it needs work, the case is opened from the same screen.
IN/1440/2026Registered
Application for duty-free import of research equipment
- Type
- Application
- Direction
- Incoming
- From
- Research institute
- Channel
- Counter
- Classification
- Internal
Fields for this type
- Applicant tax ID
- RO12345678
- Request type
- Customs duty exemption
- EORI number
- Missing
AttachedApplication.pdf · 18 pages
The registers you already keep.
General incoming and outgoing, internal correspondence, petitions, authorizations. Each register numbers its own entries, year by year.
Fields for each type of document.
An application asks for the applicant’s tax ID, a petition for the petitioner. Required fields still missing are flagged.
Registered and routed from one screen.
Triage gives the document its number, then opens the case for the unit that handles it, with the deadline already running.
Corrections in the open.
Cancellations and corrections are made in the register itself, where everyone who uses it can see them.
Work
Cases that know who’s on them, and when they’re due.
Work happens in cases. A case type knows its place in the filing plan, the unit that handles it, its deadline, and the workflow it follows, so every new case starts with all of that already set.
My cases.
Everything assigned to me, in progress or overdue.
My unit’s cases.
For heads of unit, the open work of the people they lead.
Unassigned.
New cases waiting for someone to take them on.
Overdue.
Every case past its deadline, in one list.
Numbered by the filing plan.
The system issues every case number: the filing-plan code, the unit, the year, and a running counter. A number alone says where a case belongs.
Assigned, reassigned, linked.
Cases move between people and units with the reason recorded. Related cases are linked: a reply to, a continuation of, a supplement for.
Closed with a reason.
Every case closes with its outcome: granted, granted with measures, refused with reasons, or filed. An exception is allowed only with its reason written down.
Petitions on the clock.
Petitions have their own register and case type, with the legal deadline for an answer set the day they arrive.
Everyone starts from their own home page: their tasks, their notifications, their cases in progress, and what’s overdue.
Approve & sign
Drafted, endorsed, and signed in order.
The workflow knows who reviews a draft and who signs it. Each step lands in the right person’s task list, with its deadline, and the case moves on only when the step is done.
III.C.2-APD-2026-0014Customs duty exemption · Research institute
- RegisteredIN/1440/2026 · General incomingNov 6
- AssignedAuthorizations & Procedures unitNov 6
- DraftedExemption decision, from template v2.0Nov 18
- EndorsedLegal review · ApprovedNov 21
- SignedDirector, AuthorizationsDue Nov 24
- SentGeneral outgoing · Portal
- ArchivedKept 10 years
Drafted from your own templates.
Decisions, replies, and requests for missing documents start from your Word templates, filled in from the case and issued as PDF. Templates are versioned.
One editor at a time.
A document is checked out while it’s being edited. Each upload becomes a new version, kept with who saved it and when, and the official version is marked.
Endorsed, then signed.
Reviewers approve or send back. Signers sign with the certificate on their own token, and the signature’s status stays on the document.
Covered while away.
Delegations hand one person’s tasks, endorsements, or cases to a colleague, for set dates and a set unit. Each one ends on its own and stays on the record.
To endorse.
Every draft waiting for a reviewer’s decision, with its priority and deadline.
To sign.
Every decision, reply, and authorization waiting for a signature.
My tasks.
Everything assigned to me, and everything delegated to me while a colleague is away.
Deadlines are checked every night. Overdue tasks escalate to the coordinator, and no one gets the same reminder twice.
Send
Every reply leaves with a number and a receipt.
Outgoing correspondence is registered like incoming. The registry sees what’s ready to go, sends it, and records how it went.
Numbered on the way out.
Replies, decisions, and authorizations get their number in the outgoing register or the register of authorizations, and it can be printed on the document as a QR code.
By the right channel.
Post, courier, email, portal, or in person, chosen for each document.
With proof it went.
The result is recorded, sent or failed, with the courier’s tracking number or the message ID.
Keep
Kept as long as the law says.
Retention rules come from your archival schedule. Each document type has its rule, so the archive knows when every document is due for review, and which ones can’t be touched.
DocumentRuleKeep until
AEO authorizationAUT/90/202610 years from expiryNov 2036
Reply to a petitionOUT/1190/20263 years from resolutionNov 2029
Administrative decisionOUT/1184/2026Permanent—
Post-clearance audit reportINT/312/202630 years from closingNov 2056Legal hold
Hold reasonCase before the regional court. Destruction and deletion blocked until final judgment.
Rules with a legal basis.
Each rule names its legal basis, the event that starts the clock, such as a case closing or an authorization expiring, and how many years it runs.
Archived on time.
Closed cases still waiting to be archived have their own list, and retention dates are reviewed every night.
Legal holds.
A document under litigation can’t be destroyed or deleted until the hold is lifted, and the reason stays on the record.
Classified access.
Classification levels you define, such as public, internal, and confidential, on top of separate rights to view, add, edit, and delete. Confidential documents open only to those who need them, and every access is logged.
Find & trace
Find anything. Account for everything.
A document management system is only as good as the answers it gives: where a document is, who touched it, and how long the work took.
One document repository.
Every document, incoming, drafted in-house, outgoing, and archived, in one list. Filter it by type, status, number, sender, recipient, unit, channel, or signature, and export it to Excel, CSV, or PDF.
Full-text search.
One search across documents, cases, register entries, parties, tasks, and templates, including the words inside PDF and Word files.
An audit trail.
Every action, from creating a document to checking it out, registering, signing, and archiving it, with who did it, when, and the result.
An integration log.
Every message in and out, with its reference, its retries, and its error, if any. Failed messages wait in one list to be retried.
Reports.
Document volumes, cases by status and owner, delays and time per step, registry activity, endorsement and signing, and integration errors.
An index kept current.
The search index rebuilds every night, and administrators can rebuild it on demand.
Configure
Run by your administrators, not by a vendor.
The rules of the system are data. Functional administrators keep document types, registers, workflows, and retention up to date as the organization changes, without changing code.
Document and case types.
Codes, default registers, workflows, deadlines, signature rules, and retention, set for each type.
Registers and templates.
Numbering by register and year. Templates are versioned, each with the date it takes effect.
Workflows drawn, not coded.
Reviews in sequence or side by side, with a deadline on every step, drawn in standard BPMN. A new version takes over from the date you choose.
Organization and people.
Directorates, units, and offices with their heads; roles from registry clerk to archivist; the people, companies, and institutions you correspond with.
Built around the roles of a public institution
- Registry clerk
- Case officer
- Coordinator
- Reviewer
- Signer
- Archivist
- Functional administrator
From the front desk to the archive.One record, every step.
Run
Inside your infrastructure and your rules.
Official records stay where the institution decides. The system fits the data center, the sign-in, and the systems already in place.
In your own data center.
On your own servers, fully offline if the network has no internet access, or in your own cloud account. Your team or your integrator runs it.
The sign-in you already use.
Single sign-on through OpenID Connect, plus two-factor sign-in and sign-in with a certificate or smart card.
Connected to the systems around it.
Other systems hand documents in through an API, and workflows call theirs. Every message is logged with its result.
Every server active.
Add servers behind your load balancer as the load grows, all of them serving users at once. Scheduled work runs once, on one server.
Ready for the security review.
Plant an App is certified to ISO 27001 and audited under SOC 2 Type II, and shares penetration test reports with your security team.
Licensed your way.
A perpetual license or a subscription, never priced per user, so opening the system to every employee adds nothing to the bill.
Built on the Plant an App platform
Bring your registers and your filing plan.We’ll show you them running.
A live demo of the Document Management System, set up with your document types, workflows, and retention rules.