Built for organisational scale
Support multi-entity operations, units, and roles with controlled access. Ensure consistent handling of correspondence across central office and regional branches.
Document and Correspondence Management
Rayterton Document and Correspondence Management System
A unified platform to manage official letters, incoming and outgoing correspondence, dispositions, approvals, and archival records. Built for BUMN and BUMD with governance controls, security, and complete audit trails.
Request Document Demo
Prototype can be prepared with your org structure, approval matrix, and letter templates
Key coverage
Document Suite
Mail, Disposition, Archive
- Incoming and outgoing letter tracking
- Disposition routing and approvals
- Central document repository and metadata
- Retention, security, and audit evidence
Governed correspondence
Single Platform for Official Letters and Records
Standardise how letters are registered, reviewed, assigned, approved, and archived. Improve response time, transparency, and compliance with clear workflows and traceable evidence.
Audit trail and accountability
Every action is recorded: who registered, who reviewed, who approved, and what changed. Store evidence and attachments within each record for audit readiness.
Mail registry
Incoming and Outgoing Letter Management
Manage incoming and outgoing letters with structured metadata, numbering, attachments, tracking status, and responsible owners.
Incoming mail registry
Register letters with sender, subject, date received, classification, and attachments. Track routing and response obligations.
Outgoing letter creation
Create outgoing letters from templates with numbering rules, signatories, and recipients. Maintain versions and approvals before release.
Numbering and classification rules
Configure numbering formats by unit and document type. Apply classification tags for confidentiality and retention policies.
Delivery tracking
Track delivery channels and receipt confirmations. Maintain delivery evidence and timestamps for governance reporting.
Attachments and scans
Store attachments and scanned documents with metadata. Ensure controlled downloads and audit logs for access and changes.
Search and filters
Search by letter number, subject, sender, recipient, date ranges, unit, and tags. Save filters for recurring operational needs.
Disposition workflow
Disposition, Assignment, and Approvals
Route correspondence to responsible units with disposition notes, priority, deadlines, and approval chains. Ensure ownership and follow up until closure.
Disposition routing
Route letters to units or individuals with notes, instructions, and priority level. Track acceptance and progress status.
Approval matrix
Configure approvers by threshold, unit, and document type. Support delegation, acting roles, and escalation when overdue.
Task and deadline control
Set due dates and monitor overdue items. Provide reminders and dashboards for leadership oversight.
Comments and review trail
Keep discussion, review notes, and approvals inside the record. Maintain a clear trail of decisions and revisions.
Signatory readiness
Prepare signatory packages with attachments and required approvals. Ensure only approved versions can be signed and released.
Closure and evidence
Close correspondence with outcomes and final documents. Attach completion evidence for compliance and audit needs.
Records management
Repository, Retention, and Archiving
Centralise documents with metadata and retention rules. Standardise archival structure, access control, and retention schedules for records compliance.
Central repository
Store documents with structured folders and metadata. Support multi-entity segregation and access scopes by unit and role.
Retention schedules
Configure retention by document type and classification. Track retention periods and manage controlled disposal processes.
Security labels
Apply confidentiality labels and restrictions. Enforce view, download, and share policies with complete audit logs.
Version control
Track revisions and maintain history. Compare versions and ensure only approved versions are used for external release.
Indexing and discovery
Fast search using metadata and tags. Build reporting views for volume, response times, and status by unit and category.
Audit evidence repository
Preserve approvals, routing history, and attachments. Produce audit evidence quickly for inspections and governance reviews.
Security and integration
Access Control, Audit Trails, and Enterprise Integration
Operate document governance with role based access and full audit logs. Integrate with SSO, ERP, and other systems for consistent identity and data flows.
Governance controls
- Role based access control with unit segmentation and confidentiality labels.
- Complete audit logs for changes, approvals, downloads, and routing actions.
- Configurable workflows for approvals, disposition, and retention actions.
Integration readiness
- SSO and identity integration for enterprise governance.
- API integration with ERP, procurement, and other document producing systems.
- Supports cloud, on premise, or hybrid deployment.