How do you organize a company's electronic registry?
The electronic registry is the gateway through which documents enter the company, and the first step toward the archive.
Răspuns scurt
- You set up a single incoming-outgoing register for the whole company.
- Every document received or sent gets a unique registration number, in chronological order.
- The number is assigned automatically at the moment of registration and can no longer be changed afterward.
- The registered document is routed to a person in charge, with a response deadline.
- At the end of the process, the document moves automatically into the archive, with its full history.
What the law says (in brief)
- Law 16/1996 requires record-keeping at the level of the creator: the registry is the first link in that record.
- Law 135/2007 allows the registered document to be kept in electronic form, provided the conditions in the law are met.
- Regulation (EU) 2016/679: the register contains personal data (names, addresses, in some cases national ID numbers), so access is limited by role.
- Financial-accounting documents that pass through the registry remain subject to the periods in Law 82/1991 and OMFP Order 2634/2015.
Practical examples
- A letter received from an authority on 3 March gets number 412/03.03.2026 and is routed the same day.
- A company with three work points uses a single register, but with separate series per work point.
- A dispatch log groups 18 envelopes sent on the same day and is attached to the register.
- A request with a 30-day response deadline gets an automatic alert at day 25.
Common mistakes
- Every department keeps its own register in a spreadsheet, which produces duplicate numbers.
- Numbers are allocated in advance and leave gaps that can't be justified during an inspection.
- Documents received by email are not registered at all.
- The register does not show who picked up the document and on what date.
- The register is visible to the whole company, even though it contains personal data.
How 4docs helps
- The registration number is assigned automatically, with no gaps and no duplicates.
- Incoming and outgoing mail sit in the same register, filterable by year, department or sender.
- Dispatch logs are generated from a selection of documents.
- A registered document goes straight onto the internal approval circuit.