Registers are configured, not coded
Every register carries its own code, number format, yearly sequence reset and the entry types it allows — incoming, outgoing, internal. Its columns and the documents it accepts are configured from the same page.
VOGO eBS e-Registratura
An electronic registry for modern organisations
Digitise the flow of documents from registration to archiving, in one secure, easy-to-use platform.
Document registration, electronic registers, workflows, deadlines, audit and archiving — in one system.
EUIPO EUTM 019103505- Preconfigured registers
- Numbering and traceability
- Flows and deadlines
VOGO eBS ECM Registry
The Digital Registry - VOGO Orchestration and Automation Platform
The electronic registry through which the organisation manages all of its document registers in one place, from intake to archiving. Registration numbers are assigned automatically by the system, according to the rules defined for each register, and every document keeps a complete history of the operations performed on it.
An entry never disappears from the system. Corrections, cancellations and changes stay traceable, together with the user, the date and the time at which they were made. This way the institution keeps permanent control over the flow of documents and can quickly check who registered, changed, viewed, assigned or closed an entry.
The platform manages several registers in the same application, each with its own code, its own yearly numbering, its own document types and its own access rights. The general registry, contracts, petitions, decisions, resolutions, urban planning, personnel or the archive can all be run in one coherent system that is easy to follow.
Fewer manual operations. Fewer errors. Full traceability for every document.
The general register of incoming and outgoing documents
Direction, date, short content, sender, recipient, department and deadline, all on the same entry. The next number is visible before the entry is created, and search and filters run across the whole register.
Every register with its own columns
The contracts register does not carry correspondence fields: partner, contract number and date, subject, value, currency and end date. The same numbering rules, a different set of data.
The document, next to the entry
The main file and the attachments are read on the right, while the origin, the supplier and the invoice data are filled in on the left. The registration number and date stay unchanged.
Numbering inside the transaction
The system issues the registration number, per year and per register, each register with its own sequence. An incomplete form consumes no number.
Multiple registers
Every register has its own code and its list of accepted document types, checked on the server rather than in the browser.
Sender and recipient
Chosen from the institution’s org chart or from the list of external people and companies.
Response deadline
The date by which the answer is due sits on every entry in the register.
Cancellation and correction
Both stay in the register, with the reason and the person who made them. A consumed number is never reused and an entry is never deleted.
Audit log
Every operation is written to the institution’s audit log.
Role-based rights
Viewing, registering and cancelling are separate rights, configurable per register.
Retention and archiving
Closed entries fall under the institution’s retention policies, with WORM storage and legal hold.
Includes a complete set of predefined registers, configured according to the law
Registry and documents
General incoming/outgoing register
the registry’s recording instrument
Incoming register
correspondence received, kept separately
Outgoing register
correspondence dispatched
Internal register
documents between departments
Administration and management
Contracts register
partner, subject, value, duration, deadlines
Register of issued invoices
Register of investment projects
Register of personnel decisions
Relations with citizens and transparency
Register of petitions and complaints
Government Ordinance 27/2002
Register of public-information requests
Law 544/2001
Register of hearings
Special register for serving administrative acts
the Administrative Code
Compliance and declarations
Register of asset declarations
Law 176/2010
Register of interest declarations
Law 176/2010
Register of public-interest whistleblower reports
Law 361/2022
Risk register
OSGG 600/2018
Institutional activity
Register of decisions of the head of the institution
Register of resolutions of the governing bodies
Register of planning certificates
the rules under Law 50/1991
Current archive register
the rules under the National Archives Law
The institution can define additional registers, each with its own code, its own yearly sequence and its own accepted document types.
Statutory reports generated from the registers
Annual report on access to public-interest information
The number of requests, administrative complaints and court actions. Article 27 of the rules under Law 544/2001.
Information bulletin and activity report
The bulletin is updated yearly; the report is published by the end of April of the following year. Article 10 of the same rules.
Half-yearly analysis of petitions
Petitions resolved on time, extended, redirected and closed. Article 14 of Government Ordinance 27/2002.
Whistleblower report statistics
Kept separate from the content of the reports. Article 7(1) of Law 361/2022.
Every report is generated with date and time, archived as a document and stays reproducible for inspection. No data is entered twice.
Choose the configuration that suits your organisation
VOGO eBS e-Registratura is available in several configurations, depending on the number of users, the storage capacity and the advanced features required.
Every package runs on the same platform. What differs is the number of users, the storage level and access to features such as OCR and AI document processing.
| Package | Users | Storage | Full OCR | Agentic AI for documents |
Warranty | Support |
|---|---|---|---|---|---|---|
| VOGO-EBS-REG-BASE | 2 | BASE | — | — | included | included |
| VOGO-EBS-REG-BASE5 | 5 | BASE | — | — | included | included |
| VOGO-EBS-REG-FULL10 | 10 | FULL | included | — | included | included |
| VOGO-EBS-REG-FULL10AI | 10 | FULL | included | included | included | included |
| VOGO-EBS-REG-FULL20AI | 20 | FULL | included | included | included | included |
| VOGO-EBS-REG-FULL40AI | 40 | FULL | included | included | included | included |
| VOGO-EBS-REG-FULLUNAI | unlimited | FULL | included | included | included | included |
| AI configuration services agent | priced per implementation, on request | |||||
| AI self diagnostics agent | included free in every subscription | |||||
Every package includes the essential features of a modern electronic registry
- Automatic registration from email
- Registration of documents coming from the scanner
- Automatic numbering per register
- Traceability of operations
- A complete audit log
- Management of documents and attachments
- Rights differentiated by user and register
Available for purchase through SEAP
VOGO eBS e-Registratura is available in the SEAP Electronic Catalogue, under items dedicated to each configuration.
The institution can select the package that matches the number of users and the features it needs and can request a demonstration of the platform before purchase.
Frequently asked questions
What is an electronic registry?
It is the application through which the organisation registers the documents it receives and issues, gives them a number and a date, assigns them, tracks their deadlines and archives them. Paper registers are replaced by electronic ones, and every operation stays in the audit log.
Can it replace the paper incoming/outgoing register?
Yes. The general incoming/outgoing register is one of the 20 registers delivered preconfigured, with direction, date, sender, recipient, department, deadline and the document description on the same entry.
How is the registration number assigned?
The system assigns the number, separately for each register and each year, following the configured format and sequence. The next number is visible before registration, and a registered entry is never deleted.
Can a city hall use it?
Yes. The set of registers delivered covers the day-to-day activity of a public institution: petitions, requests under Law 544/2001, asset and interest declarations, whistleblower reports, urban planning, hearings, investments, personnel and archive.
Can it be bought through SEAP?
Yes. The configurations are published in the SEAP Electronic Catalogue, under dedicated items. The organisation chooses the item that matches the number of users and the features it needs.
Can additional registers be created?
Yes. Registers are configured, not coded: their own code, number format, yearly sequence reset, document types and specific fields, without changing the application.
Request a demo
See how VOGO eBS e-Registratura works
Request a demo and see how the platform can be configured for your institution’s flows and registers.
Note: The services are provided in line with the European DNSH principle – “Do No Significant Harm”, in accordance with Article 17 of Regulation (EU) 2020/852 on the establishment of a framework to facilitate sustainable investment and with the European Commission’s technical guidance on the application of the DNSH principle, C/2023/111.