Correspondence
The records clerk receives official letters, registers them, sends them to a director, tracks deadlines, then numbers and seals outgoing letters. Ziro Office runs those steps on screen, with numbers that stay continuous in each yearly register. A director on a business trip can still assign letters from a phone.
The clerk drops in the PDF and the system reads its text to suggest the number, date, sender and summary, leaving the clerk to check them. Digitally signed letters have their signatures checked on arrival. Urgent letters notify the person in charge at once.
A director waiting at the airport opens the direction slip on a phone and picks the leading department, the supporting units and who should be informed. Assignees can pass a letter on, ask for reassignment with a reason, or simply file it. Deadlines count working days, with reminders before and after they fall due.
Staff draft from a template or upload a file, then send it through the company's approval process. Once the director has signed digitally, the clerk presses issue and the letter gets its number, the organisation's digital seal and its register entry together. It then goes out by email, internally to another unit, or is recorded as posted.
At year end, print the incoming and outgoing registers to PDF for safekeeping. Each outgoing letter links to the incoming letter it answers, so opening one shows the whole exchange. Classified letters are recorded by number and summary in a separate register, and their files are never stored in the system.
DocumentsA shared library with permissions, content search and Office editing in the browser.
Digital signingSign PDFs, sign batches with one approval, control the company seal, check signatures.
Document generationProduce contracts, decisions and payslips from your own Word templates and existing data.
ProcessesDraw approval processes in BPMN, design the forms and set what each step does on its own.Import your current register with the template file and numbering carries on from the last number in it. Next year's registers open by themselves on 1 January.
Each legal entity has its own registers, notation and seal. Letters sent between units on the same system go straight into the receiving unit's intake.
Suggestions currently come from PDFs that contain a text layer. For a scan that is only an image, the clerk types the fields, and the scan is kept with the record.
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