Sort incoming documents to the right team
Certant reads each incoming document, proposes a category with the passages that support it, and names the destination team for a person to approve.
Proposed category: Information request. Destination: Information access team.
Everything arrives in one inbox
Briefing requests, correspondence and information requests all land in the same shared inbox. A records officer opens each one, reads enough to decide what it is and forwards it to whoever handles that kind of thing.
When the inbox is busy, a request with a statutory clock on it can wait behind a newsletter.
What Certant reads
The categories and the routing table are yours. Certant doesn't bring a scheme of its own.
| Document | What it supplies |
|---|---|
| Incoming documents | Letters, emails, briefs and attachments as they arrive. |
| Classification scheme | Your own categories and the description of what belongs in each. |
| Routing table | Which team receives each category. |
See why it chose the category
- Document
- Letter from Harrow Residents' Association, received 2 Nov 2026, 2 pages
- Proposed category
- Information request
- Reason 1
- "We request copies of all traffic studies commissioned for the Harrow Road upgrade since 2023." page 1 · paragraph 2
- Reason 2
- "This request is made under the Freedom of Information Act." page 1 · paragraph 3
- Destination
- Information access team
- Review pack
- a three-line summary, the two passages, the original letter
- Status
- Waiting for approval · Records officer
| Document | Proposed category | Destination | Status |
|---|---|---|---|
| Letter from Harrow Residents' Association | Information request | Information access team | Waiting for approval |
| Request for a briefing on regional bus contracts | Briefing request | Policy coordination | Waiting for approval |
| Two-page attachment, unsigned, no covering letter | Not classified | Records officer | Needs a person |
A records officer approves the route
The officer sees the proposed category, the passages behind it and the destination team. They approve the route, change it, or send the document somewhere else, and the record keeps what was decided.
- Proposed
- route to the Information access team with the review pack
- Options shown
- Approve route · Change category · Send elsewhere
What setup involves
We configure the workflow with your classification scheme and routing table, then test it on a sample of past correspondence with any personal details removed.
| Area | What to expect |
|---|---|
| Function | Certant classifies and routes. An officer approves every route. |
| Decisions | It makes no decision about an exemption or what to disclose, and it doesn't redact a document on its own. |
| Status | It carries no government certification. It can run in Certant Cloud, in your cloud, or fully air-gapped. |
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See the use caseBring a sample of your inbox
Send us a set of past documents and your routing table. We'll show you the category, the passages and the destination proposed for each.