Data & Analytics
Correspondence and records, governed
Registry 360
Every letter, document and record, governed to archive.
Registry 360 is GTech’s correspondence and records solution. It runs an institution’s correspondence and records as one governed life cycle: every item registered, routed and answered on time, classified, kept for exactly as long as the rules require, then archived or disposed of with approval and evidence.
Highlights
- No correspondence lost, or late without escalation
- Retention schedules enforced, not just written
- Runs on Alfresco, FileNet, OpenText or SharePoint
Correspondence is tracked; records are not governed.
Letters arrive by hand, by email and by system, and each department keeps its own log. Deadlines slip without anyone noticing, replies are drafted from scratch, and leadership has no view of how long the institution takes to answer.
Meanwhile retention schedules sit in a policy file, disposal backlogs grow and legal holds depend on memory. Correspondence and records are one life cycle, and they need to be governed as one, from first entry to archive.
One life cycle, from first entry to archive.
-
Correspondence
Incoming, outgoing and internal items, each registered once with a reference number, routed with deadlines, reminders and escalation, and approved through chains with e-signature, templates and mobile tracking.
-
AI assistance
A summary of each item, a suggested route and a draft reply, with related correspondence and files found automatically. A person confirms every step.
-
Records governance
Retention schedules built from the regulations and the entity’s functions, auto-classification of record type and sensitivity, and a records register that gives every series an owner.
-
Life-cycle automation
Review dates, legal holds, disposal approvals and archive transfers on workflow, with regulator-ready compliance evidence produced as a byproduct.
-
Command loop
Overdue correspondence opens owned actions in ECC 360 and TMO 360, sensitivity data goes to Data Governance 360, and obligations to GRC 360.
An institution that answers on time and keeps what it must.
-
Nothing lost
No correspondence is lost or answered late without escalation, and response times are visible to leadership.
-
Rules enforced
Retention schedules are enforced in the workflow, not just written in a policy.
-
Backlogs cleared
Disposal backlogs are cleared with approval, and legal holds are never missed.
-
Audit-ready
Compliance evidence is produced as the work happens, and available on demand.
Runs on your content platform.
Registry 360 runs on the content platform you already have: Alfresco, FileNet, OpenText or SharePoint. Where an entity has none, a partner repository is bundled with it. The repository itself, scanning and digitization services, and physical archive storage stay with the partner.
The administrative communications unit runs correspondence, the records unit runs records governance, department heads own response times, and governance and audit oversee.
Assessed and designed with you, then built, operated and transferred.
-
Assess
Map how correspondence flows and how records are kept today, and where deadlines and retention slip.
-
Design
Agree the routing rules, the response times and the retention schedules with the communications and records units.
-
Operate
Run correspondence and records on Registry 360, on your content platform, with the first disposals approved.
-
Transfer
Your team shadows ours, co-operates with us, then runs the registry on its own.
Three editions on one life cycle.
Each edition carries the record-keeping rules and the vocabulary of the organizations it serves.
-
Government
For ministries, authorities and agencies, aligned with the national archives and records regulations.
-
Healthcare
For hospitals and health groups, with clinical record retention built into the schedules.
-
Financial services
For banks and insurers, with regulatory record-keeping built into the schedules.
Govern every record from first entry to archive.
A working session reviews how correspondence and records are handled in your organization today, and shows how Registry 360 would run them.