Electronic registration, automatic numbering, deadlines, traceability and a full audit of operations.
The register is the act, not its record
In an institution, the registration number is not an administrative label. Legal deadlines depend on it, so does the proof that a document was received on a given date and, sometimes, the number of the act issued on its basis. A register kept in a spreadsheet solves the record and loses exactly what matters: the certainty that the number was given only once and that the entry was not changed afterwards.
The most frequent problem is not negligence but simultaneity. Two clerks registering at the same time, in the same book with one free line, inevitably end up with the same number.
How it works in VOGO eBS ECM
The system gives the number, per year and per register, each register with its own sequence. Allocation happens in a transaction: either the number is given and the entry is written, or neither happens. An incomplete form does not use up a number.
The institution can keep as many registers as it needs, each with its code and the list of document types it accepts. The rule is checked on the server, not in the browser — a request sent directly, without going through the form, is refused just the same.
The sender and the recipient are chosen from the institution’s organisation chart or from the list of external people and companies. Each entry carries the deadline for the reply. Cancellation and rectification stay in the register, with their reason and author; a used number is not reused, and an entry is not deleted.
- automatic numbering, in a transaction, per year and per register;
- multiple registers, each with the document types it accepts;
- sender and recipient from the organisation chart or from outside;
- separate rights to consult, register and cancel, on each register.
Predefined registers and reporting
The component comes with registers configured according to Romanian law: the general register of incoming and outgoing documents, the incoming and outgoing registers, the internal register, the registers of contracts, issued invoices, decisions and resolutions, the register of petitions (GO 27/2002), of requests for public-interest information (Law 544/2001), the registers of declarations of assets and interests (Law 176/2010), the register of whistleblower reports (Law 361/2022), the risk register (OSGG 600/2018), the special register for communicating administrative acts to the prefect, the register of urban planning certificates, the register of audiences and others.
The reports required by law are produced from the data already registered — the annual report on access to public-interest information, the half-yearly analysis of petitions, the statistics of whistleblower reports. The data is not entered a second time.
How to work
New register and cloning a register
In Registre – definiții (Registers – definitions), Registru nou (New register) creates a register. Clonează (Clone), in the header of a register’s card, makes a copy with the code `<CODE>-COPY` and opens it for editing: the definition, columns, accepted documents and permissions are copied, and numbering starts from zero. Entries are not copied.
Registering a document in a register
The Registre – înregistrări (Registers – entries) screen has three areas: the registers, with the next number; the documents without a number accepted by the chosen register; the recent entries. Choose the register, then the document, and press Înregistrează (Register). A register only takes the document types it accepts, and a document already registered is not registered again.
Changing an entry
An entry opens in Editează înregistrarea (Edit the entry): at the top you see the number and the short content, below it the register code. The Acces (Access) tab shows who sees the entry and its document; the rules are changed by whoever may rectify the entry. In the list, the reply deadline is red when it has passed and orange when it falls within the next 7 days.
Exporting the register
The Export button in the list bar: choose the period (monthly, yearly or a custom period), the format (PDF, Excel, CSV or XML) and, if you wish, Include anulate (Include cancelled). The export has the columns you see in the list, at most 5,000 rows. The PDF opens as a print page in a new tab; you save it from the print dialog.
The registration receipt
The registration receipt — the adhesive label or the slip — has the unit’s name at the top, the code in the middle, the number and date at the bottom. When printing you can choose any defined format. Formats are defined in Settings, under Registry → Formate bon (Receipt formats); the unit name on the receipt, under Settings → General → Unitate (Unit).
Registering incoming e-mails
The registry’s e-mail addresses are set up in Settings, under Registry → Emailuri registratură (Registry e-mails): the register they go into, the document type, the numbering and the automatic reply. E-mails are fetched with Preia acum (Fetch now) or automatically, if Preluare automată (Automatic fetching) is ticked in Settings → General → Unit. The whole e-mail becomes the main document, and the attachments become separate documents. The Reguli SPAM (SPAM rules) button in Registry e-mails stops messages by subject or sender.
Questions and answers
How many registers can we define?
As many as needed. Each gets its own code, its own yearly sequence and its own list of accepted document types.
Can a wrong entry be cancelled?
Yes, by cancellation or rectification. The entry stays in the register with the reason and the author of the operation, and the used number is not reused.
How is the component bought?
Through the SEAP electronic catalogue, as a monthly subscription, under the reference code VOGO-EBS-REG-BASE. Warranty and support are included for the duration of the subscription.
What happens with paper documents?
They are registered the same way, and the record stays electronic. Physical storage and archival records are handled separately, by the archiving component.