Ensure formal registration and compliant lifecycle management of records.

Records provides a governed framework for registering, managing, and retaining official records in line with public-sector legislation and policy.

Formal registration. Ensure documents become records correctly.

Lifecycle control. Manage retention and disposal compliantly.

Audit ready. Maintain full traceability of record actions.

Product overview

Formal records lifecycle management

  • Formal registration of records
  • Controlled record status and ownership
  • Retention and disposal rules
  • Full traceability and audit history
  • Integration with cases and documents
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Key benefits

Legal compliance
Records are handled in accordance with records and archival legislation.
Clear accountability
Each record has defined ownership and lifecycle status.
Reduced risk
Formal registration prevents unmanaged or lost information.

Core capabilities

Record registration
  • Register documents as official records
  • Capture required metadata
  • Enforce registration rules
Lifecycle control
  • Manage active and closed records
  • Apply retention periods
  • Support compliant disposal
Traceability
  • Track all record actions
  • Maintain version history
  • Support audits and reviews

How it works

Approvals are surfaced to decision-makers through F2 Manager and F2 Touch, allowing secure review and action while maintaining full auditability.

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How it works

A few simple steps are all that are needed to ensure a consistent and compliant process:

  1. Administrators define request types with workflows and rules
  2. Users submit requests using structured forms
  3. Requests are routed automatically to the right roles — also externally
  4. Decisions and approvals are documented
  5. Requests are completed with full audit trail

All steps are managed within the shared data model of cBrain F2, ensuring consistency across processes and products.

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How it works

A few simple steps are all that are needed to ensure a consistent and compliant process:

  1. FOI requests are received via email, portals, or internal registration
  2. Requests are automatically structured as FOI cases
  3. Documents are collected, reviewed, and approved within the workflow
  4. Decisions and disclosures are formally documented
  5. Responses are sent with full traceability and audit logging

All steps are handled within the shared data model of cBrain F2, ensuring consistency and reuse across the organization.

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Use cases

Official records

Ensure compliant handling of legally binding material.

Long-term retention

Manage records with extended retention requirements.

Audit preparation

Support inspections and regulatory reviews.

Trusted by government leaders

“Records gave us confidence that all official material is registered correctly.”
Head of Information Management
“We no longer rely on individual judgment to decide what becomes a record.”
Records Officer
“The lifecycle controls make audits significantly easier.”
Internal Audit Manager

Security & compliance

Retention rules

Records follow defined retention and disposal policies.

Audit trail

All record actions are logged and reviewable.

Access control

Record access is governed by roles and permissions.

Frequently asked questions

What qualifies as a record?
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Can records be linked to cases?
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Are disposal actions controlled?
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Ready to see how we can help you?

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How it works

Documents are formally registered as records, governed by lifecycle rules, and retained or disposed of according to defined policies.

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