use case
Describe and file the record once, correctly.
Every document, photo, submission and note is described against the Nation’s own scheme as it arrives, so it can be found, restricted and retained without a later cleanup project.
the problem
Filing is where records are lost.
Nations rarely lose records by deleting them. They lose them by filing them somewhere nobody will look, under a name nobody will guess.
Ad hoc naming
Folder and file names reflect whoever created them rather than any shared standard.
No sensitivity marking
Cultural, membership and legal material sits alongside general files with the same access.
Retention cannot be applied
Without a record class there is no basis for a retention or disposition rule.
the process
How it runs in Tsen’awt.
Filing is a two-minute step at intake rather than a project at year end.
Class selected at intake
Staff choose a record class from the Nation’s scheme; the system will not accept an unclassified record.
Description assisted
Suggested classes and fields speed up filing, with the person confirming.
Controls applied automatically
Class sets default permissions, retention period and reporting eligibility.
Linked to its subject
The record attaches to the member, project, agreement or department it concerns.
what it uses
The parts involved.
This process is built from parts of the platform working together.
Metadata & Classification
Provides the Nation’s scheme and enforces description at filing.
Files and Media
Hold the documents and media being described.
Search & Retrieval
Makes the described record findable immediately.
Activity
Records the filing and any later reclassification.
outcome
What it changes.
Filing stops being the weakest link in the record.
Nothing arrives undescribed
Every record enters with a class, owner and retention rule.
Restrictions apply from day one
Sensitive material is protected at intake, not after an incident.
No cleanup projects
The archive stays usable rather than needing periodic rescue.
next step
Bring this into your Nation.
We start with an assessment of how your departments already work, then bring that work into the environment one area at a time.