The Electronic Archive System replaces the paper correspondence register. Every official letter, incoming or outgoing, is recorded with its reference number and date, its subject, the party it came from or went to, its classification, the academic year and the department it concerns, along with any note the registrar needs to add.
The scanned copy is attached to the record and stored in Amazon S3 rather than on a shared drive. Staff open a letter in the browser or download it through a temporary signed link, so the file itself never sits in a folder anyone can copy. Correspondence sources and letter types are maintained inside the system, so the classification stays consistent instead of drifting with each person who files a document.
Because the archive shares the university database, a letter can be tied to the member of teaching staff it concerns, and their record shows the correspondence that belongs to them. Every entry carries the user who registered it and the moment it was registered.
Finding a letter is a matter of filtering by number, source, type or direction rather than searching a cabinet. Dashboards summarise the register as a whole and department by department, and a queued mail service sends notices from the archive mailbox in the background without holding up the person doing the filing.
