Use guided signing, approval routing and configurable identity assurance to capture signer actions and consent.
Manage, sign and preserve official records with confidence. Connect records governance and digital signing in one accountable operating model.
Governance for records teams. Clarity for IT teams. Standardise policy across agencies, reduce routine work and retrieve evidence when it matters.
Automate classification, numbering, retention and holds. Track physical files and make access and disposition traceable. Retain signed records and their evidence under the same governance controls.
Plan hosting, agency isolation, S3-compatible storage and archive integrations around security and data sovereignty needs. Connect signing through APIs and webhooks.
Standardise policy, file plan and retention across agencies and systems.
Reduce manual classification, numbering, holds and jobs.
Retrieve evidence and trace records access and disposition.
Electronic, physical and hybrid records
One governed platform.
Capture, classify and retain public records with an Alfresco-based electronic records management system. Give records officers clear lifecycle controls and IT teams flexible deployment options. Connect SignDex for electronic signatures and digital signing within paperless workflows.
Explore Crest’s work with the Government of Malaysia and public-sector agencies in Singapore and Brunei—from electronic records governance to secure document management and digital workflows.
Centralised electronic records across agencies
Crest implemented DDMS 2.0 on Alfresco Content and Governance Services, with a multi-tenant architecture, private-cloud deployment and security controls for open and classified records.
Outcome
One governed repository for secure records sharing.
Records governance · Multi-agency deployment
Faster public access to historical records
Crest deployed a highly available Alfresco repository with metadata-rich records, advanced search and REST API integration with the agency’s public portal, backed by ongoing support.
Outcome
Faster retrieval of historical documents and simpler compliance reporting.
Public access · Digital preservation
From paper-based approvals to digital processes
DigiWorks, powered by Alfresco, brings document management, case workflows, digital signatures and search into a secure platform integrated with Microsoft Office and internal email systems.
Outcome
The case study reports 85% less manual paperwork.
Digital workflows · Audit readiness
Apply a consistent lifecycle to electronic, physical and hybrid records, including signed PDFs and their evidence. Search by full text or use AI-assisted discovery to find relevant evidence and context.
Ingest email, portals, file shares and line-of-business records; scan physical documents with OCR. Apply an automated file plan, compliant auto-numbering and consistent metadata.
Use a secure, scalable repository. Track physical and hybrid file locations, status and chain-of-custody alongside electronic records. Full-text and AI-enabled search improve retrieval. Where signatures are required, use SignDex workflows and capture completed signed PDFs with their evidence packages.
Apply retention schedules, cutoff rules and event-based triggers. Manage legal and administrative holds, then controlled transfer or destruction jobs with workflow approvals and auditability. Active holds suspend disposition.
Support Open Archives Initiative (OAI) interoperability and archive integration, immutable storage and long-term preservation.
Use role-based access control for open and classified records, with granular permissions aligned to roles, units and responsibilities. Maintain audit evidence for access, changes, retention events, holds and disposition.
Classification controls: Open → Confidential → Secret → Top Secret. Classification labels and access policies must match agency requirements.
Unit A (read) · Officer X (edit) · Audit enabled.
Restricted group · Dual approval · Audit enabled.
CONTROLLED / EVIDENCE: access, actions, holds and jobs support defensible audit trails.
Deploy on-premise, in public or private cloud, or in a hybrid environment. Scale from a departmental repository to a government-wide, multi-agency programme.
Maintain tenant isolation, agency policy and reporting, with scalable performance and governance controls.
Integrate self-hosted or private-cloud S3-compatible object storage for immutability and archival durability. Confirm storage controls during design.
Keep records accessible and trustworthy across long retention periods. Immutability protects stored content; preservation also addresses future readability and access. For digitally signed records, preserve the original PDF and validation evidence.
Integrate SignDex electronic signatures and certificate-based digital signing through APIs and webhooks. File completed PDFs and evidence with the records repository; plan PAdES-LTV validation against retention requirements.
Explore: Records management · SignDex
Connect records management with SignDex e-signature and digital signing to support end-to-end paperless government operations. Keep approvals, signed PDFs and signing evidence together—from internal authorisations to procurement agreements and official correspondence.
Create the document and route it for approval.
Apply the signature and identity policy.
Check integrity and capture signing evidence.
File the signed record with its evidence.
Use guided signing, approval routing and configurable identity assurance to capture signer actions and consent.
Apply cryptographic signatures backed by certification authorities, with tamper-evident signed PDFs and an audit trail.
Use SignDex’s headless APIs and webhooks to request signatures, track completion and retrieve signed PDFs and evidence packages. Design the integration to file these together under the correct classification, access permissions, retention schedule and holds.
Configure identity assurance and signing policies by document type. Preserve the signed PDF’s original bytes; keep later versions and annotations separately so signature integrity can be checked.
Plan records policy, functional requirements and security controls together.
Standards compliance depends on policy configuration, operating procedures and audits. The platform provides controls and artifacts to support compliance programmes.
ISO 15489: reliability, integrity and usability. ISO 16175: functional requirements for digital records and systems of record.
ISO 27001: security management, access control and auditability. DoD 8180.01: foundational records policy and lifecycle governance.
For Malaysia, discuss Klasifikasi Fail and Jadual Pelupusan Rekod (JPR) with the agency records team. For Singapore, confirm public records, archival appraisal and preservation requirements with the responsible agency. These are planning topics, not claims of national approval or certification.
Validate the file plan and retention model in one records domain before expanding government-wide.
Configure classification, numbering and ingestion, including scanning and OCR.
Implement schedules, holds, transfer and destruction with approvals and audit evidence. Validate one approval-to-signing workflow and retain its signed PDF and evidence.
Expand tenancy, integrate S3 immutability and formalise preservation and OAI archive integration.
Run a 2–3 hour records governance workshop to confirm the file plan, classification levels, retention schedules and signing requirements—then deliver Phase 1 as a pilot.
Practical answers for your evaluation.
Yes, for owners, operators and EPC contractors that want one enterprise repository for every project, deployed on-premise or in their own private cloud, with records that stay live after project closeout. Project-hosted SaaS CDEs such as Oracle Aconex are widely used for joint-venture collaboration; Crest Engineering EDMS can also work alongside one, registering transmittals received from a client or partner platform in your own controlled record.
Yes. Design a SignDex integration to request signatures and capture completed PDFs and evidence packages into the records lifecycle. Apply classification, access permissions, retention and holds to the signed record. Use electronic signing or certificate-based digital signing according to the document’s requirements, with PAdES-LTV and trust services selected for its retention period. Explore paperless signing workflows.
Discuss your file plan, retention schedules, classification and signing requirements with our team.
Request a records briefing, solution demo or pilot plan for an auditable operating model—across electronic, physical and hybrid records.
Classification and numbering
Retention, holds and disposition
Role-based access, classification and audit
Electronic signatures, digital signing and retained evidence
Tell us what your agency needs.
Opens your email application with a draft to review and send. Use the online contact form if you prefer.
Request for information or schedule a solution demo.