About managing dossiers in Atlantis
Atlantis offers a comprehensive archival solution for dossiers such as building dossiers and case files through its Dossier Management module. It provides a hierarchical metadata model to ensure dossiers are stored and made accessible in a structured and efficient way.
Dossiers
A professional archive solution is essential for efficiently organizing, preserving, and retrieving information. Combine closed files from various systems into a single archive solution, or implement digital archive solutions to make property dossiers and building files available to staff and the public.
In addition to preserving and providing access to documents, Atlantis offers the capability to make the connection between different pieces of information insightful. Series, files, and documents are described at every level, and attachments can be linked at any stage. Access permissions and authorization determine which users can view specific documents, which can also include temporary access. Files are often retrieved from external systems, such as case management systems and e-Depots. Thanks to smart integrations and specialized record management software capabilities, Atlantis retrieves this data or supplies it to these external systems.
Property dossiers and building files
For many archival services and municipalities, building files and property records form the most frequently requested collection. Atlantis transforms static building files into a dynamic, searchable information source and brings the set of documents together into a single logical structure: construction drawings, blueprints, permit applications, correspondence, and attachments. Thanks to an integration with the BAG (Key Register for Addresses and Buildings), Atlantis always features up-to-date address details and map locations. By making these property dossiers available online or requestable digitally, the pressure on reading rooms and service desks is significantly reduced.
Services
With Atlantis, you do not just make files discoverable, but also directly accessible. Thanks to integrated public services, visitors can view open records, inspect scans, or download them directly from the comfort of their own home. Address-based records, such as property dossiers, can be searched and located via an interactive map. For records that are marked public but not yet digitally available, an inspection appointment can be scheduled immediately, or a scanning-on-demand request can be submitted. This results in shorter turnaround times for applicants and a substantial reduction in workload for staff. In this way, the archive transforms from a static repository into a modern, digital service desk.
Use cases
Browse through various topics related to the registration and management of dossiers in Atlantis.
The BAG connection automatically converts historical addresses into precise map locations, enriching them with official, national building registries.
Atlantis can integrate with any e-Depot of your choice. This means we can both ingest records and retrieve data for publication.
Via an integrated shopping cart feature, visitors can easily request access to records, arrange loans, and order reproductions.
Collections from third-party systems are brought together through Atlantis so they can be presented collectively to colleagues or the public.
With Full Audit, keep an exact log of which modifications were carried out and by whom within the Atlantis environment.
Locate items seamlessly via the map using coordinates or address details to instantly view precise location data.
Visitors can request scans online and pay instantly, after which these requests are automatically batched for efficient processing by the scanning provider.
FAQ
Frequently asked questions about registering and managing dossiers, along with concise answers. Is your question not listed? Please feel free to contact us.
Can different types of dossiers be managed within a single environment?
Yes. Atlantis is flexibly designed, allowing a custom metadata schema and authorization level to be configured per file type.
How is privacy (GDPR) safeguarded when publishing dossiers online?
Within the module, access restrictions can be set at various levels (collection, file, or individual document). Additionally, Atlantis supports workflows where privacy-sensitive data (such as citizen service numbers or signatures) in documents can be redacted before they are made visible to the public.
Can Atlantis handle hybrid dossiers (partly physical, partly digital)?
Yes. A physical location (depot, shelf, box) can be recorded for each file. This is ideal for organizations in a transitional phase towards fully digital working. This creates a single central index for both the paper archive and the digital files.
How are large-format technical drawings displayed in the browser?
Atlantis utilizes a high-performance media viewer that renders large files (such as TIFF or PDF architectural drawings) quickly and sharply. Users can zoom in deeply on details without having to download the entire file, which is essential for consulting complex construction drawings.
Can I customize the public environment for files to match our own corporate identity?
Absolutely. The public interface of Atlantis can be fully customized to match your organization's look and feel. This ensures a seamless experience for citizens who navigate from the municipal website to the records archive.
In addition to the public environment, is there also a consultation environment for employees?
Technically, the public interface and the staff access interface are the same solution. The difference lies in the user. When a staff member signs in (preferably via Single Sign-On), the system grants access to the records for which that user is authorized.
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