A number is never invented. A trail is proven.
The registry office and the archive in one system with your documents: registration with a server-assigned number, case assignment and closing, a retention schedule, an archive book with its transcript for the competent archive, and disposal that cannot go through without the archive’s decision.
- Registry books per organization
- Numbers never recycled
- Transcript by 30 April
- Four-eyes disposal
What the registry office and archive get
One whole, from incoming mail to handover to the archive, on the same document that has already been read, described and found.
Registry books and cases
Books per organization, a case with its number within the year and documents under sub-numbers. The server assigns the number at registration and never frees it — a cancelled case keeps its own.
Assignment, delivery and closing
A case goes to an officer or a unit, delivery is acknowledged, dispatch is recorded once. Cases are closed as filed or with a deadline, and an overdue deadline shows up among items needing attention.
Received-invoices book
An incoming SEF e-invoice or e-dispatch note becomes a DMS document and is entered into the received-invoices book automatically, linked to the supplier as a correspondent.
Classification plan and retention schedule
Classification codes, statutory retention rules and a versioned retention schedule. The schedule takes effect only once the competent archive’s approval is entered; a change is a new version.
Archive book and transcript
An entry per category and year with an unbroken sequence number and a chain of fingerprints, archiving the year’s electronic documents and a transcript for the competent archive by 30 April.
Disposal with the archive’s decision
Candidates once the retention period has passed, a proposal approved by a second person, execution only with the number and date of the archive’s decision. All versions and derived content are destroyed; the evidence is kept permanently.
Legal hold
A document held for a dispute or an inspection cannot be disposed of or deleted, whatever its retention period. Placing and lifting a hold stays in the trail.
Deadlines on a business calendar
Closing, transcript and disposal deadlines are counted on a calendar with Serbian holidays, and the compliance calendar shows what is due this week.
Moving over from Excel and paper
Import in order: retention schedule, the registry by year, then the archive book, with a sequence check. A starting number continues the paper book’s numbering.
A case’s year
From incoming mail to handover to the archive. Every step leaves a trail.
- 01
Receipt
Mail arrives on paper, by e-mail, from SEF or as a document already in the system; the receipt-stamp details go into the first entry.
- 02
Registration
Book, classification code and a short subject; the server assigns the sequence number within the year.
- 03
Assignment and delivery
An officer or unit receives the case; delivery is acknowledged and dispatch is recorded once.
- 04
Closing
Filed with a retention category, or with a deadline. A closed case can be reopened when needed.
- 05
Archiving the year
The book is closed on 31 December, entered into the archive book and transcribed by 30 April of the next year.
- 06
Disposal or handover
When the period ends: a proposal, a second person’s approval and the archive’s decision — or handover as archival material.
What changes in practice
One document, not three records
A registered document is the same one that was scanned, read by OCR and found in search. No copying from the registry into a folder and back.
Moving over without breaking the sequence
The old book’s sequence number serves as a control column at import, and a gap in the sequence is reported before anything is written. A company with a paper book sets a starting number.
Four eyes where it matters
Disposal is proposed by one person and approved by another. Without the archive’s decision execution is impossible, and the record is kept permanently as evidence.
Frequently asked questions
Can I keep the records registry in NG DMS?
Yes. NG DMS keeps registry books per organization: registration with a server-assigned number, assignment and delivery, closing cases and closing the year. A registered document is the same one that was scanned and is searchable.
Can numbering continue where the paper book left off?
Yes. A company moving over mid-year sets a starting number, so the first case in NG DMS gets the last paper number plus one. Existing entries from Excel are imported with a sequence check.
What is the archive book transcript due by 30 April?
For documentary material from the previous year, a transcript of the archive book is submitted to the competent archive by 30 April. NG DMS generates the transcript as a PDF with a cover letter and tracks the deadline in the compliance calendar.
Does disposal delete earlier versions of a document too?
Yes. Execution removes all files of the disposed document, current and earlier versions, as well as the search text, while the title, number and record remain as evidence. Execution is not possible without the archive’s decision and a second person’s approval.
Are incoming e-invoices registered automatically?
Yes. An incoming SEF invoice becomes a DMS document and is entered into the received-invoices book, and it can then go through an approval workflow before payment. Bookkeeping stays in your ERP, for example NG One.
Related
- Workflows and approvalsInvoices, contracts and decisions move from person to person on their own, with a deadline and proof of every decision.
- ComplianceA fingerprint, an archival copy and a trail of every change — proof the document stayed the same.
- Public sectorA registry office that reads Cyrillic, registers by the rules and knows where the paper is.
- Archive4 min read
The archive book and the list of record categories: obligations and how NG DMS keeps them
The archive book, the list of record categories approved by the archive, the transcript due by 30 April and disposal with the archive's decision — what the rules require and how NG DMS handles it.
- Compliance4 min read
Trusted electronic preservation: what it is and what it is not
Technical integrity and legally trusted electronic preservation are not the same thing. What NG DMS provides itself, and what a qualified trust service provider adds.
Want to see how this looks in NG DMS?
We will show you in a demo, on examples from your own registry office — from the scan to NG Copilot’s answer. No obligation.
- office@konissoftware.com
- Phone
- +381 66 000 977