Integrated Document Management & Electronic Registry System
Archium DMS is a modern, comprehensive platform for Document Management and Electronic Registry, designed for organizations that require secure, standardized, and fully traceable handling of administrative documents.
The platform supports the entire document lifecycle — from draft creation, approval workflows, and digital signatures, to registry, distribution, and archiving.
Key Features
– User, Role & Permission Management
- Multi-level, fully configurable role system.
- Linking users with Organizational Units (OUs).
- Multiple roles per unit supported.
- Automated access control for each document and workflow.
– Hierarchical Organization Management
- Support for complex organizational structures.
- Hierarchical arrangement of units.
- Ability to define virtual units.
- Clear separation of responsibilities and workflows.
- Prevention of overlaps and full traceability of actions.
– Metadata Management & Configuration
- Customizable document metadata.
- Thematic categorization.
- Security classification (Unclassified, Confidential, Secret, etc.).
- Standardized templates for document types (decisions, circulars, announcements, etc.).
- Automatic completion of critical fields (Draft Number, Registry Number, dates).
– Signature Workflows & Recipient Lists
- Configurable approval workflows.
- Ability to create ad-hoc signature flows per document.
- Sequential or hierarchical signatures.
- Pre-filled recipient lists for reuse.
- Recipient distinction:
- For Action
- For Notification
– Full Document Management
- Draft creation with six distinct sections (cover page, main text, signatures, stamps, attachments, annexes).
- Linking related, auxiliary, or accompanying documents.
- Status tracking (In Progress, Pending Signature, Pending Distribution).
- Incoming & outgoing document management.
- Interoperability with DIAVGEIA system.
– Electronic Signature Support
- Simple electronic signature.
- Approved digital signature (eIDAS & Law 4727 compliant).
- Integration with KSHDE.
- Logging of all actions.
- “Signature Fields” page for full traceability.
- Timestamp support (TSA).
– Electronic Registry
- Unified central registry number.
- Annual numbering reset.
- Separate numbering per security classification.
- Common registry for incoming & outgoing documents.
- Mandatory valid timestamp.
– Folder Management
- Personal and departmental folders.
- Grouping documents per case.
- Centralized permission management.
– Contact Management
- Personal & corporate contacts.
- Usable as recipients or agenda entries.
- Configurable access permissions.
Benefits for the Organization
✅ Complete traceability of actions
✅ Regulatory compliance
✅ Reduced document processing time
✅ Minimization of errors and overlaps
✅ Centralized control and transparency
✅ High-level information security
Target Users
Archium DMS is ideal for:
- Public Authorities
- Local Government Organizations
- Legal Entities of Public or Private Law
- Large organizations with complex administrative structures