ELECTRONIC RECORDS MANAGEMENT & DEPO
A document must remain a governed and evidential part of the process.
Electronic records management is more than registering a document. It connects receipt or creation, metadata, cases, responsibility, workflow, decisions, dispatch, retention and archival or disposal actions.
ALTAIR combines regulated document-process expertise, DMS/ECM, integration and automation through DEPO.
- Receive / Create
- Register
- Classify & add context
- Process
- Decide / Complete
- Dispatch
- Retain
- Archive / Dispose
- Metadata
- Responsibility & Audit
- Trust & Security
DOCUMENT & RECORD CONTEXT
A document has value when its context remains intact.
Provenance, registration, metadata, responsibility, case context, process history, trust and lifecycle determine whether information remains usable and defensible. Electronic records management turns these rules into everyday organisational operation.
DEPO
Controlled records management connected to the organisation.
DEPO is ALTAIRʼs solution for electronic filing, records management and the controlled document lifecycle. It connects business systems, DMS/ECM, input channels, identity services, workflow, portals, office applications and automation or integration services without removing their specialist roles.
RULES IN OPERATION
A regulatory rule must become system behaviour.
Receipt, required metadata, identifiers, responsibility, case creation, recorded events, completion, signing or sealing, dispatch, retention, disposal and transfer must be expressed in process, data and technical models—not left as policy text beside the system.
REGULATORY CONTEXT
Requirements must be classified before they are implemented.
Regulation, technical standards, customer rules and product capabilities are different things. The applicable framework is translated into verifiable behaviour for the specific organisation; a capability is not presented as a certification or attestation.
AUDITABILITY
The transaction log must preserve meaningful evidence.
Receipt, metadata changes, assignment, case inclusion, state transitions, decisions, completion, dispatch, permission changes and transfer or export remain connected to the user, document, process and responsibility.
TRUST SERVICES
Trust belongs to the lifecycle, not to an isolated button.
Electronic signatures, seals and timestamps support authenticity, integrity and long-term trust when their use, validation and evidence remain connected to document state and process responsibility.
BUSINESS-SYSTEM INTEGRATION
Records management should not replace the business system.
The business system owns specialist process context; DEPO or eSSL owns formal registration and the records lifecycle. Integration avoids manual re-entry and preserves both contexts from document creation through process, result, dispatch and retention.
MIGRATION
Moving to a new records system is not copying documents.
Documents, components, metadata, cases, relationships, versions, retention information, responsibilities, audit context and lifecycle continuity must keep their meaning—not merely their file count.
CONTROLLED AUTOMATION
A mandatory process need not be unnecessarily manual.
Intake, metadata prefill, validation, routing, assignment, deadlines, business-system hand-offs, downstream tasks and selected dispatch steps can be automated while required control and responsibility remain explicit.
DOCUMENT AI
AI can help process a document. It cannot remove its registration rules.
Classification, extraction, document-type recognition, metadata suggestions and routing preparation can shorten intake. Validation and DEPO registration keep AI output inside the governed process before automation or a person continues the work.
LONG-TERM TRUST
The lifecycle continues after the process is complete.
Records remain relevant for audit, control, legal evidence, organisational continuity and archival purposes. Electronic records management therefore governs retention, transfer and disposal as carefully as circulation.