Rayterton Document & Correspondence Management
One registry, controlled disposition, audit-ready records
A government-ready platform to manage official correspondence and institutional records end-to-end: incoming and outgoing letters, disposition and approvals, standardized templates and numbering, optional digital signatures, centralized document repository, retention schedules, fast search, and executive dashboards backed by full audit trails and evidence bundles.
Why ministries modernize correspondence and records
When letters are managed via manual registers, email chains, or scattered folders, it becomes difficult to find documents, enforce disposition timelines, and prove accountability during audits. A unified e-Office and records platform standardizes how correspondence moves, how approvals happen, and how documents are stored and retained.
Move letters faster with controlled routing
Digital registers, disposition, and approvals reduce delays and lost documents.
- ✓Incoming and outgoing registers
- ✓Disposition workflows and inbox queues
- ✓Reminders and overdue alerts (optional)
Templates, numbering, and policy compliance
Ensure consistency across directorates and regions with controlled numbering rules.
- ✓Letter templates and classification
- ✓Numbering rules per unit and type
- ✓Controlled approvals and delegation
Find documents instantly with evidence trails
Central repository with retention schedules and traceable access.
- ✓Full history: who routed and approved
- ✓Document versions and attachments
- ✓Exportable audit pack per case/letter
Core modules (implementation-ready)
Start with registers, templates, and disposition workflows. Then activate governance controls such as retention schedules, audit exports, and optional digital signing for higher trust and faster turnaround.
Incoming Letter Register
Log incoming letters with scanning, metadata, and routing readiness.
- ✓Register fields, classification, and tags
- ✓Scan upload and attachments
- ✓Initial disposition to responsible unit
Outgoing Letter Management
Create outgoing letters with templates, numbering, and approvals.
- ✓Template-based authoring
- ✓Auto-numbering rules by unit/type
- ✓Attachments, recipients, and dispatch log
Disposition & Approval Workflow
Controlled routing, delegation, and accountability for each letter.
- ✓Disposition notes and instructions
- ✓Approval steps and delegation windows
- ✓Inbox queues and workload visibility
Templates, Letterheads & Numbering
Standardize formatting and numbering across the organization.
- ✓Template library by letter type
- ✓Letterhead and signature blocks
- ✓Numbering patterns per unit and year
Document Repository & Classification
Centralized storage with metadata, tags, and controlled access.
- ✓Folder taxonomy and metadata
- ✓Full-text search readiness (optional)
- ✓Access logs and downloads tracking
Retention Schedule & Archiving (Optional)
Manage retention, archival, and disposal processes based on policy.
- ✓Retention rules by classification
- ✓Archive status and controlled access
- ✓Disposition logs and approvals
Digital Signature (Optional)
Enable digital signing for faster dispatch and higher trust.
- ✓Signature workflow and signing roles
- ✓Certificate integration-ready (optional)
- ✓Signed document verification (optional)
Notifications & Reminders (Optional)
Improve timeliness and reduce bottlenecks with alerts.
- ✓Assignment alerts and due reminders
- ✓Escalations for overdue disposition
- ✓Email/SMS/WhatsApp gateway-ready
Dashboards & Oversight KPIs
Dashboards for leadership and records officers: volume, turnaround, and overdue items.
- ✓Incoming/outgoing volume by unit
- ✓Turnaround time and overdue disposition
- ✓Search and retrieval performance indicators
Example dashboards that usually win leadership over
Replace placeholders with real screenshots later. Layout is prepared for leadership briefings and audit committees.
Secretary General / Leadership Correspondence Cockpit
Volume, turnaround time, and overdue disposition across units and regions.
Disposition & Workflow Command Center
Queues, assignments, escalations, and workload distribution by role.
Records Governance & Retention View
Retention status, archive volume, and upcoming disposal approvals.
Audit Pack & Evidence View
Approval trail, document versions, access logs, and exportable evidence bundle.
Architecture, integration, and security
Built for government operations: controlled access, traceable actions, and integration readiness with existing systems and identity providers.
Integration Hub
Connect with HR, SSO, email gateways, and archive storage systems.
- ✓REST API with token-based access
- ✓Import/export templates for migration
- ✓Webhook events (optional)
Security Controls
Controls to support internal governance and oversight requirements.
- ✓Role-based access and segregation of duties
- ✓Audit logs for create/update/approve actions
- ✓Session controls and IP allowlist (optional)
Records Governance
Metadata, retention readiness, and exportable evidence for oversight.
- ✓Document access logs and evidence tracking
- ✓Retention and archival status (optional)
- ✓Audit export packs
Implementation approach (safe rollout, measurable adoption)
Start with correspondence registers, template standardization, and disposition workflows. Then expand to retention schedules, archiving processes, and optional digital signing for faster end-to-end processing.
Phase 1: e-Office Foundation
Registers, templates, numbering rules, and user roles.
- ✓Incoming/outgoing registers setup
- ✓Template and numbering standardization
- ✓Disposition workflow baseline
Phase 2: Workflow + Repository
Approvals, repository governance, and dashboards for oversight.
- ✓Approvals and delegation rules
- ✓Repository structure and access policies
- ✓Dashboards and overdue monitoring
Phase 3: Governance + Trust
Retention schedules, archiving, and optional digital signature enablement.
- ✓Retention schedule implementation
- ✓Archiving and disposal workflows
- ✓Digital signing and verification (optional)
Want a demo tailored to your e-Office workflows?
Share your letter types, numbering rules, disposition chain, and archiving policy, and we will prepare a demo showing end-to-end correspondence flow and audit-ready records.