Lotería de Medellín
A custom Document Management System that centralizes, secures, and automates the organization's information flows.
The challenge
Lotería de Medellín needed to digitize and organize its institutional information in a single platform able to support a document's full life cycle, from the moment a request is received to its permanent archive. The challenge went beyond technology. The organization had to meet its records management obligations, keep both physical and electronic documents traceable, control who has access to which information, and make sure no case stalled between departments.
The solution
We designed and built a custom Document Management System that runs behind the organization's VPN and integrates with its internal credentials (SCO). The platform brings security, records compliance, mail registration, workflows, case files, and analytics into a single environment, and adds an artificial intelligence model that lets users run specific queries and locate documents instantly, along with real-time notifications.
The result
Institutional information centralized in one place, with end-to-end traceability.
What we built
- Institutional roles (Super Administrator, Administrator, Records Manager, Auditor, and Citizen) with granular permissions per menu function, configurable session expiration, and continuous auditing of logins and operations.
- Records retention schedules managed by the Records Manager role, covering codes, series, subseries, retention periods, and final disposition (selection, permanent preservation, or microfilming), plus public, restricted, and confidential classification levels.
- Digital mapping of the organizational structure by department, and physical location tracking by building, floor, room, and shelf.
- A single intake desk for in-person, electronic, and web portal filings covering citizen requests, official letters, and government agency requirements, capturing sender and recipient data, digital attachments with preview, page counts, and immediate linking to a case file.
- Automatic generation of PDF filing certificates and structured labels for physical traceability.
- Operational routing: owner assignment, transfer between departments, requests for additional information, suspension of deadlines, and closure; outgoing mail also records shipping method and tracking number.
- Configurable workflows with priorities and tags, a personal "My tasks" inbox, and status-based monitoring.
- Electronic and hybrid case files tied to a retention schedule and a department, with an electronic index, page and folio counts, .zip export, and a records transfer module.
- An institutional template builder with version control and draft, approval, and publication states.
- An executive dashboard covering filings by document type and channel, pending cases, and open, closed, or active case files by department.
Impact and results
- Institutional information centralized in one place, with end-to-end traceability.
- Records compliance supported by retention schedules, confidentiality levels, and documented transfers.
- Continuous case tracking, so requests no longer stall between areas.
- Fast document retrieval through AI-assisted queries.
- Reports and KPIs tailored to the client's needs for executive decision-making.
Technologies and integrations
- Deployment behind the organization's VPN and integration with its internal credentials (SCO).
- Artificial intelligence model for document search and retrieval.
- PDF document generation and case file export in .zip format.
