Find a request in the registry

Every request is filed with the registries as soon as it is finally approved or rejected. This page shows registry staff how to find a filed request, print their office’s copy, and export the file.

How requests reach the registry

Nobody files anything by hand. When the last approver decides a request:

Approved: it is dispatched to the standard offices (the Secret and Open Registries, the CMD’s secretary, CMAC and DAO), to Finance if it involves a payment, and to the originator and their heads. Each office is notified and it appears in that office’s registry file.
Rejected: it goes back to the originator and the approvers, and is filed with the registries.

Returned or withdrawn requests are not filed: they have not been decided.

Who sees what

Registry officers: Staff of a registry office (for example the Open Registry, the Secret Registry or the CMD’s secretary) see their own office’s file.
Global registry: Auditors, records officers and ICT administrators can also open the Global registry, which holds every finally decided request, and every office’s file.

Open Registry from the menu. If you belong to just one office, its file opens straight away.

The registry overview

People who can see more than one registry get an overview first.

The Registry overview for someone with access to the global registry.

Global registry. Every decided request, across all offices, with a count.
An office’s file. Its name and code, how many records it holds, and when it last received one. Select it to open.

Administrators also see Registry offices, where they choose which units act as registries. See Registry offices.

Find a filed request

The Open Registry’s file, newest first.

Search reference or subject. Type part of a reference (DAO-ICT-001/2026) or a word from the title, then press Enter.
Type. Only one request type (for example Vehicle / Transport Request).
Decision. Approved or Rejected.
Filed from … to. The dates the decision was made between.
Export CSV. Downloads what you are looking at.
A record. Reference, subject and type, who it is from, the decision and when it was filed. Select it to open.

Open your office’s file (or the Global registry).
Search or filter. Combine the search with Type, Decision and the Filed from dates. Reset clears them all.
Sort by selecting a column heading (Reference, Subject, Decision or Filed).
Select the record to open the request.

In the Global registry there is also a Registry filter, and a Filed with column showing which offices hold a copy. Requests decided before dispatch was switched on show Before dispatch.

Open and print your office’s copy

A record opened from your office’s file shows the request with a note at the top: This is the … copy of the approved record. It prints with “Copy for: …”.

The Open Registry’s copy of an approved request.

Print this copy. Prints the official record marked “Copy for:” your office.
Dispatch. Which offices received the request and when. This copy marks yours.

Select Print this copy. Your browser’s print window opens.
Print it, or choose “Save as PDF” as the printer to keep a file.

The printed record carries every approver’s name, position, decision, comment, date and signature, and a QR code. Anyone can scan the code to check the paper is genuine (see Check a printed document).

Export the file

Filter the file to what you need (for example one type, approved, last month).
Select Export CSV. A file named like registry-rec-opn-2026-09-28.csv downloads, with up to 5,000 rows.
Open it in Excel or another spreadsheet. Its columns are Reference, Title, Type, Originator, Unit, Decision, Filed and Filed with.

Export CSV is shown only to people allowed to export the registry, such as registry officers.

Requests still in progress

The registry holds only decided requests. To follow requests of your office’s types while they are still moving, go to Requests and choose Registry desk in the Whose requests switch. Dispatched to me in the same switch lists everything dispatched to your office.