Pārvērst papīra dokumentu reģistrētā ierakstā

Kad izmantot

A paper document has arrived and must become a company record. Not for a document that only exists as a file — filing an e-mail attachment is a documents-module action, not a scan. Not for a document waiting for a signature — that is documents.sign-with-eparaksts, and the signed result comes back here as paper or PDF. Not for deciding how long to keep things in general — that is documents.archive-retention; this playbook applies the term it already defines.

Pirms sāc

• The document type list with retention terms exists in the documents module settings. If it does not, stop
• The scanner or phone-capture path is set up and produces PDF into the doc-scan inbox.
• Decisions already made: nothing. Any document, any sender.

Ko izpilde pieprasa3

Ceļš9 soļi

1. S1

   Captureaģents

   Scan every page at ≥ 300 dpi, both sides where the reverse carries content (stamps, notes, signatures on the back).

   Izdarīts, kad a PDF for the document exists in the doc-scan inbox with all pages.

2. S2

   Read it once, as a personaģents

   Note what the document is, its date, the counterparty, and any amount, deadline or personal data on it.

   Izdarīts, kad the agent can state type, date and counterparty in one line.

3. S3

   Check qualityaģents

   Open the PDF and read the smallest text on the worst page. Run OCR where the module offers it.

   Izdarīts, kad every page is readable and searchable text exists (or OCR is recorded as failed with a re-scan).

   ⛔ A scan you would not want to read at an audit is not a scan — re-capture, do not file and hope.

4. S4

   Classifyaģents

   Assign the document type from the company list (invoice in, contract, authority letter, certificate, other).

   Izdarīts, kad the type is set and the retention term filled in from the list.

   ⛔ "Other" is allowed once — three documents of the same kind under "other" means the list needs a new type.

5. S5

   File and nameaģents

   File the PDF in the documents module under the type, named by the company convention (type, counterparty, date).

   Izdarīts, kad the document is findable by searching the counterparty or the date.

6. S6

   Record the register rowaģentsvajag apstiprinājumu · owner if sensitive

   Apstiprinājums · S6 · owner if sensitive — izpilde apstājas, līdz nosaukts cilvēks ieraksta lēmumu

   Create the register row: type, date, counterparty, retention term, link to the PDF, original location. If the document carries special-category personal data (health, biometric) or is an authority demand, the owner confirms the classification.

   Izdarīts, kad the row exists and links open the PDF.

7. S7

   Handle deadlines and linksaģents

   If the document carries a deadline (payment, response, renewal), create it with bc tasks add or bc goals add. If it belongs to a deal, employee or vehicle, link it there.

   Izdarīts, kad the deadline exists as a task with a date.

8. S8

   Decide the originalīpašnieksvajag apstiprinājumu · īpašnieksneatgriezenisks

   Apstiprinājums · S8 · īpašnieks — izpilde apstājas, līdz nosaukts cilvēks ieraksta lēmumu

   Neatgriezenisks solis · S8 — aģents to nekad nenoslēdz viens

   For each document the owner chooses: keep the paper (file it in the physical folder matching the register row) or discard it. Discard only when the law and the retention list allow destruction after scanning, and never same-day for anything from a state authority or anything signed.

   Izdarīts, kad each original is filed or in the discard batch with the owner's decision recorded.

9. S9

   Reportaģents

   Send the requester (or the owner in the weekly review) a one-line summary: what arrived, where it is filed, any deadline created.

   Izdarīts, kad the summary is sent.

Pārbaudes — kā zinām, ka izdevās

• Read the PDF back: page count matches the paper, smallest text legible, search finds a distinctive word from the body.
• The register row opens the PDF from the row link — not from a search.
• Retention term on the row equals the term for that type in the settings list.
• Every document with a deadline has a task with a date, not a mental note.

Ja noiet greizi

Ko atstāj katrs solis

1. S1a PDF for the document exists in the doc-scan inbox with all pages.
2. S2the agent can state type, date and counterparty in one line.
3. S3every page is readable and searchable text exists (or OCR is recorded as failed with a re-scan).
4. S4the type is set and the retention term filled in from the list.
5. S5the document is findable by searching the counterparty or the date.
6. S6the row exists and links open the PDF.
7. S7the deadline exists as a task with a date.
8. S8each original is filed or in the discard batch with the owner's decision recorded.
9. S9the summary is sent.

Ko saglabāt

The PDF (the record itself) · the register row id · the retention term applied and where it came from · the owner's classification or discard decision in S6/S8 (who, when) · the physical folder location for kept originals · the discard batch list per month with the owner's approval.

Kā šī procedūra uzlabojas

After every 20 documents ask: how long from paper-received to filed, and which step waited? How many documents sat under "other"? Did any scan fail the quality check after filing rather than before? Did any original get discarded against its term? A new version fixes the step that caused the wait or the error and says so in its change note; if the type list keeps producing "other", the fix belongs in the settings, not this playbook.