Registry & Records

Every request that is finally approved or rejected is filed with the registries automatically. Your job in the suite is to receive those records, find and print them on demand, and keep official memo templates and circulars in order.

Who this is for

Registry officers: Staff of the Record Service (REC) and its units: the Secret, Open and Senate registries, Records / Documentation, Statistics, IPPIS and the Auxiliary Central Division. Also the CMD Secretary Office (CMD-SEC). The suite gives them the Registry Officer role (REGISTRY_OFFICER) automatically.
Records officers: The Registry & Records Officer role (RECORDS_OFFICER), given by an administrator to someone who keeps the whole archive. It adds the Global registry: every registry’s file, not only the offices the person sits in.

What you’ll see in your menu

The menu of a clerical officer in the Open Registry (Registry Officer role).

Requests. Includes Dispatched to me: finished records sent to your office.
Registry. Your registry’s file: every finalised request filed with it.
Memo templates. The official letterheads and layouts memos and circulars are written on.

The bottom of the same menu.

Mail Control. Read-only view of the organisation’s mailboxes and domains.

The full menu of the Registry & Records Officer role:

Menu section	What you will see (select to open it in the app)
Workspace	Dashboard AI Assistant Notifications Mail Documents Memos Events Meetings
Work	Requests Approvals Registry Fixed Assets
Administration	Memo templates Mail Control

A Registry Officer’s menu is the same, plus Payment Vouchers (to read the vouchers on file). In the app, Memos reads Memos & Circulars and Approvals reads My Desk.

What gets filed where

When the last level decides, the suite sends the signed record, with every comment and signature, to the offices named on the request template. By default:

Open Registry: every ordinary request.
Open and Secret registries: every finance request.
Secret Registry only: confidential matters such as discipline, board submissions, staff welfare, legal advice and retirement benefits.
CMD Secretary Office: every request the CMD decided.

Rejected requests are filed too. Nothing skips the registry. Withdrawn requests are not filed.

Your working day

Every morning

See what arrived. Open Registry and your office’s file. Each record shows Approved or Rejected, where it came from and when it was filed.
Or work from Requests. In Requests, choose Registry desk or Dispatched to me.
Open and print. Open a record and use Print this copy (or Print / Save as PDF) for the paper file. The print carries the full approval trail and the distribution list.

When someone asks for a file

Search. In your registry’s file, type the reference (for example DAO-ICT-001/2026/0001) or words from the subject in Search reference or subject.
Check the status. Only finished requests are in the registry. For one still in progress, the originator can see whose desk it is on.
Export a list. Export CSV gives the filtered list, for returns and statistics.

Full steps: Find a request in the registry.

CMD Secretary: circulars

Draft. In Memos & Circulars, select Write a memo and pick the Circular from the CMD template. Choose the audience: all staff, or particular departments and units (their sub-units are included).
Submit for approval. It goes to the CMD. Follow it under Written by me.
Once the CMD approves, it is circulated. For all staff, the e-mail goes out in batches. See Write and send a memo and Take a memo through approval.

Now and then

Keep Memo templates up to date: letterhead, reference style, who approves. See Memo templates.
Upload scanned incoming letters and file copies to Documents. See Upload and share a document.

How do I…

Things only you can do

Open your registry’s file and export it. Registry officers see the offices they sit in; records officers and administrators see the Global registry as well.
Edit memo templates, the official layouts others write on.
Delete documents from the shared document store.
Draft circulars for the CMD (CMD Secretary).

Common pitfalls

“No registry desk for you.” You are not placed in a registry office yet. Ask an administrator to add you to the right unit (for example Open Registry) in Departments & Units.
A record is not in the file. It may still be in progress, it may have been withdrawn, or its template files it with another registry (confidential matters go to the Secret Registry only).
Old requests from before the registries were set up are only in the Global registry.