Who is it for?
Built for organisations that receive physical applications and documents and need to know who created each record, when it was created and where it sits in the process.
GALAKSITY PRODUCT
GalaksiDoc — Digital document registration and tracking.
Enables physical documents delivered to an organisation to be registered digitally, tracked throughout the process and managed by authorised users.
USE CASE
Turn the movement of physical documentsinto a digital record.
What problem does it solve?
Manual document lists, searching through physical files and not knowing which stage a document has reached create operational delays and make tracking difficult.
Operational value
Improves document traceability through QR codes, user and timestamp data, authorised access, fast search and a central digital archive.
Traceable process from registration to archive
Incoming and outgoing documents, applications, petitions, physical files, official correspondence and contracts can be added to the system through manual entry, scanning, bulk import, email or integration. GalaksiDoc is designed for document registration and tracking—not electronic document authoring or workflow automation.
Search and institutional memory
Search by name, date, reference number, document type, QR code, status and organisational unit. Track which unit, user or archive section currently holds the document, together with movement history and status changes.
CORE CAPABILITIES
A traceable digital processfrom receipt to archive.
Digital document registration
Documents are scanned and digitised together with user and timestamp information.
QR-based tracking
A QR code is created for every document and file, allowing the document owner to access registration details—including document content—and the current status.
Authorised access
Permissions can be defined by unit, document type, registration, view, edit and approval level; viewing and change activity is logged.
Fast search
Search by name, date, reference number, document type, QR code, status and organisational unit.
Digital archive
Different document types are stored in a central, structured digital archive.
Process visibility
Document registration and tracking steps become visible across the organisation.
FIELD REFERENCE
Ministry of Foreign Affairs of the TRNC
All GalaksiDoc modules are used for digital tracking of the organisation’s document-registration and apostille processes.
FREQUENTLY ASKED QUESTIONS
What to know aboutdocument registration and tracking.
Which document types can GalaksiDoc manage?
It can be used to register, track and archive incoming and outgoing documents, applications, petitions, physical files, official correspondence and contracts.
Does GalaksiDoc provide electronic document and workflow management?
No. GalaksiDoc focuses on registering documents in the system, tracking their physical and digital locations, monitoring status and archiving them.
How are documents added to the system?
Documents can be added through manual entry, scanning, bulk import, email or integration with other systems. Attachments, scanned documents and different file formats can be stored with the record.
What information can be tracked with the QR code?
A QR code is generated for every document and file. The document owner can use the QR code to view registration information—including document content—and track the current status.
Can physical location and movement history be tracked?
Yes. The system can show which unit, user or archive section holds the document, together with statuses such as received, under review, completed and archived. The full movement history is recorded.
How are user permissions and activity logs managed?
Permissions can be defined by unit, document type, registration, view, edit and approval level. The system records which user viewed or changed each document.
Which fields can be searched in the archive?
Search is available by name, date, reference number, document type, QR code, status and organisational unit. Full-text search is not supported.
Can an existing archive be migrated and the product adapted to the organisation?
Physical and digital archives can be migrated in bulk. GalaksiDoc can be deployed in the cloud or on the organisation’s infrastructure and, if required, as a white-label solution; user training, maintenance support and customer-specific development can also be provided.
How does the demo and deployment process work?
After your enquiry, the sales team contacts you to assess document types, the existing archive and user needs. The needs analysis defines the scope for data migration, training and customer-specific development.