The main activity of the Cluj County Council is to coordinate the activity of the councils in communes, towns and municipalities, in order to ensure the provision of the public services of interest for the county.

The Registrar’s Office application is implemented in the County Office for Persons Registration of which main activity is the management and issuance of birth, marriage and death certificates, of the notes thereto and the preparation of reports and statistics at the county level l regarding births, marriage and deaths.

Initial status

Before implementing the application, the authenticated documents attesting persons’ birth, marriage and death were kept in the Registrar’s Office books in two copies, both originals. The main problems that appeared due to this work procedure and in absence of a software solution to store all the information, were the following:
- No archive was available at the county level l to centrally store the Registrar’s Office documents
- A long time was needed to retrieve the information related to each person, to prepare reports and statistics
- No standardized forms were available at the whole county level l.

Solution

With view of solving the issues identified in the analysis step, an IT system was built, programmed in ASP.NET that works with a SQL Server data base, which enables data storage at the county level l and a quick access to those data for a large number of users. The main functionalities of the implemented web system are the following:

• Management of the documents related to birth, marriage and death and of the information collected thereupon
• Automatic generation of reports and statistics referring to the demographic data stored in the system, updated in real time. They are generated based on the information entered for the birth, marriage and death registrations and the pertaining notes. The reports are parametric, displaying the information according to the user’s requests, in a table. The information contained in the reports can be exported to Microsoft Office Excel, Word and Acrobat Reader type documents or printed directly from the application interface.
• Generation of excerpts from the books of the Registrar’s Office
• Allows easy inputs of the new certificates issued by the department (by filling in standard information required for accessing such documents, some of them automatically generated) and of multiple notes on each Registrar’s Office paper (adoption, adoption cancellation, marriage, divorce, death, CNP rectification, change of name, transcription of a paper etc)
• Allows use of special characters
• Allows quick search for information in the data base, based on multiple criteria
• Ensures information security, access to the application being allowed upon user name and password.
• Provides quick access to information through any web browser
• Allows differentiated access to information, based on the user’s role within the system (editing, view, clear, administration).

By using this information system, the users may create and have access to an electronic archive including all the demographic data in the county, in order to optimize their working time.




Benefits from the system implementation

Pursuant to the system implementation, the data of the Registrar’s Office books (beginning with 1895 up to the present day) are introduced to the system to create a document archive at the whole county level. The implementation engenders benefits, as it:

• Optimizes the information retrieval time; information can be easily found through searches based on multiple filters
• Allows the establishment of an electronic archive at the county level l including all the Registrar’s Office data
• Optimizes the duration needed to prepare reports and statistics, by their automatic generation based on the information stored in the system and the users’ requests
• Ensures the security of any entered information, the system being accessible only by the user’s name and password. Also, users are able to access just certain areas of the application and are to undertake certain actions, based on their role in the system
• Provides quick online simultaneously access through any web browser by a large number of users