Contract correspondence archive
Before
The contractor had scattered contract letters between managers' inboxes and the registry's binders. Every contract had a number, but after registration the letter went into a binder and finding it depended on the archivist's memory. When a dispute with the client turned on one obligation, finding the letter that had extended the deadline took four days. The meeting during those four days was held with an incomplete file.
Referral was verbal. The registry put the letter on the project manager's desk, and if they were away on a job the letter stayed there. A reply sometimes left from a personal inbox and never came back to the file. A month later nobody knew whether it had been answered.
What was built
Each contract has a correspondence file. The letter stays in that file with its number, sender, date, attachment, and referral. Search reaches the text of the letter, not only the title on the binder. The reply is attached to the same thread, so the letter and its answer do not fall apart.
The registry logs the letter and refers it to the contract owner. If it sits unanswered for three days, the reminder goes to that person. A manager can read the thread from the start without asking the archivist to fetch the binder. A letter that belongs to a certificate is also tied to that contract item.
A working day
The client's letter about extending the structure deadline arrives. The registry ties it to the Vanak tower file, adds the attachment, and refers it to the project manager. They write the reply on the same thread. At the meeting a month later, nobody spends four days looking for the letter. They open the thread: the letter, the attachment, the reply, and the date of each.
If the project manager is away, the deputy sees the referral in their own queue and the letter does not sit on an empty desk. A search for deadline extension also brings similar letters on other contracts, as long as the words are in the text.
The result
A dispute with the client no longer starts with a search through binders. The letter history sits next to the contract, and the reply did not get lost between a personal inbox and the registry.
The archive is still the registry's work. Their work is to file into one record, not to spread paper across desks. Every letter has a number, an owner, and a continuation.
