Documents and records
One register for every piece of paper the assembly holds, tied to the record it belongs to, with a way to prove afterwards that the copy on the server is the copy that was filed.
Why it is not just a shared folder
A folder stores files. It cannot tell you six months later who had sight of a contract before the tender closed, or whether the scan on the server is the scan that was made. This register can answer both, which is the whole point of it.
Filing a document
Use Documents → File a document, or the File one button on any record — a demand notice, a voucher, a permit application, a project. Filing from the record itself attaches it there automatically, which is almost always what you want.
- Give it a title somebody else would search for. "Pay-in slip 4471, GCB Weija" beats "scan 3".
- Choose the kind. It is what the register is filtered by.
- Set the date on the document if it differs from the day you filed it.
- Files up to 20 MB. If a scan is bigger, scan it again at a lower resolution.
If the same file has been filed before, you will be told which reference it went under. That is nearly always a duplicate rather than a second document.
Who can see what
- Public
- Anyone, including residents. A signed permit or a published contract.
- Staff only
- Any signed-in member of staff. The default.
- Restricted
- Only the filing department, and administrators.
A resident signed into their own account sees only public documents attached to their own records — their permit, not the internal file behind it.
Proving a document is unaltered
A SHA-256 checksum is taken as the file lands, and stored with it. Press Check it is unaltered on any document and the system reads the file again, works out the checksum afresh, and compares.
If it says the file does not match, do not rely on it. It means the file on the server has been changed or replaced from outside the system — through the file manager, or a restored backup. Tell the administrator, quote the reference, and treat the original paper as the record until it is resolved. The check itself is recorded either way.
Who opened what
Every view, download, integrity check and archive action is recorded with the person's name, the time and the address they came from. It shows on each document, and administrators can search the whole log under Who opened what.
The log cannot be edited from anywhere in the system, including the admin area. An access log that can be edited is not an access log.
Nothing is deleted
A document that is wrong is superseded by a corrected copy, or archived so it drops out of the ordinary list. Both stay on the record and both stay findable. Set a retain until date where the assembly's retention schedule sets one.