Correspondence and routing
Incoming, outgoing and internal memos in one model, with routing governed by classification.
3
document types in one register: incoming, outgoing and internal memo
8
modules covering the cycle from drafting to filing
2
complete interface languages, and the layout flips with them
0
external services in the document cycle: no cloud, no third party
Platform scope
An incoming and outgoing mail system that covers the document lifecycle
Handling correspondence from drafting through to filing.
Approvals and electronic signature
Whoever holds the authority signs when the letter reaches them, with no rigid queue.
Dossiers and case files
A case's letters in one dossier, with a complete chain of provenance.
Electronic archiving and retrieval
Indexed filing and search over a letter's register data and its body. And attachment text from the archive.
Official printing
A4 templates with signature and seal, and a verification code readable from outside the system.
Inter-agency exchange
Signed exchange between institutions (G2G), not hand delivery.
Reports and indicators
Unit and staff activity, cycle time and overdue items.
Scanning
It picks incoming paper up from the scanner and binds it to the letter.
Paper archive
Paper archive digitization, without a forced migration
Current correspondence enters Zajil today, and the old paper is indexed into a digital records system on your own infrastructure.
Accumulated paper becomes indexed
A scan agent picks paper up from the scanner, and the archive reads its text and indexes it.
Search the archive from the Zajil screen
No second system for staff to open, and no second account to remember.
Archived material attaches to the live letter
An archived document attaches to an open dossier.
Engineering guarantees, and one limit stated plainly
The digital archive is a separate system (Paperless-ngx) installed alongside Zajil on your infrastructure. Zajil integrates with it and does not contain it: two installations, not one.
- The access token is encrypted in the database. Without the key the integration stays disabled — it does not run on a silent warning.
- A circuit breaker between the two systems. Five failures inside a sixty-second window trip it, and calls stop for thirty seconds. An archive outage does not stall Zajil.
- Files are streamed through Zajil, not straight from the archive, so the same permission guard applies to them and the record of who read what remains.
Paperless-ngx
Paper archive
Encrypted token
Circuit breaker
Zajil
Live correspondence
Permission guard
Employee
On Zajil's screen
Zajil AI
Zajil AI — it writes what you dictate, and reads yesterday's paper
On the live letter and on the digitized archive. It proposes; the decision stays with the member of staff.
Voice dictation
The official letter, written by speaking
The dictate button sits in the toolbar of the letter editor. A member of staff dictates; the engine transcribes, then recasts the wording.
- SpeechFrom the letter editor
- TextIn the selected audio language
- WordingVersions to choose between
- AnalysisLetter, dossier and archive
Drafting correction
Several versions of a single letter, with the original text kept alongside.
Letter and case analysis
A single letter or a whole dossier, with a tracked analysis state.
Paper archive analysis
It analyses a digitized document decades old as it analyses today's letter.
Contract review
It checks a contract against legal references you supply yourself. A review aid, not a substitute for legal counsel.
What it changes for the member of staff: the letter is dictated aloud instead of typed; the drafting comes back recast in proper administrative language, in several versions to choose between rather than one imposed; documents and whole case files are summarised and analysed; and the paper archive of past decades is read as readily as today's letter. Each of these is an offer the member of staff takes or discards — the same day's work, finished sooner and with fewer mistakes.
Document lifecycle
From drafting to filing, one path
No stage completed outside the system.
Draft and classify
With its type and its security classification, and its number under the institution's prefix.
Staged approval
Each holder of authority approves when it reaches them, with no rigid queue.
Signature and seal
The signature and seal on the official template, together with a verification code.
Routing and follow-up
To the responsible unit or member of staff, with the deadline on one board.
Inter-agency exchange
It leaves signed with a trusted key, with no hand delivery.
Archiving and retrieval
It is closed and indexed, then retrieved by search over its data and its body.
Mobile application
Your decision from the phone
An Android and iOS application: read, approve and route. Authoring and the official seal stay on the web.
Scroll sideways for the remaining screens
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Approve and route from the phone
Read, approve, reject and route, under the same permissions and the same classification.
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Device security
PIN lock, screen-capture blocking on Android, and certificate pinning enabled at build time.
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A full dark mode
A dark theme that was designed, not inverted.
Why Zajil
Built for a government environment, not for a general market
Your data does not leave you
The application, the database and the attachments sit on your institution's own infrastructure alone.
It runs inside your network
Fonts, libraries and interface assets are all part of the installation itself.
Your identity comes from settings
Name, logo, letterhead and numbering prefix from the screen, with no programming.
A complete trail for accountability
Who created it, who approved it, who routed it and when — in a record no edit reaches.
The deployment model and its controls
What an evaluation committee asks about- Where it runs
- The institution's own servers or its data centre. No third-party cloud.
- How it is delivered
- One container bundle: application, database, storage and web server.
- Outbound connectivity
- Not required for the document cycle: every one of its steps is inside the network.
- Optional capabilities that need the outside
- The AI assistant · notifications · SMS · voice transcription. None of them reaches the outside until an administrator supplies its credential, and integration keys and passwords are encrypted in the database rather than stored in the clear. The assistant sits behind an off switch, and the institution may route it through a gateway it owns.
- Permissions and classification
- Roles and a permission matrix, and a security classification that governs visibility and routing: no letter is routed to anyone cleared below it, and the same check serves the web and the mobile app.
- Attachments
- Every attachment is checked without exception, and it is bound to its letter, so it reaches only a reader entitled to see that letter. Where an antivirus scanner is configured every attachment passes through it; without one the record says “not scanned”, never “clean”.
- Login attempts
- Eight failed attempts in a row inside a quarter of an hour lock the account for a quarter of an hour, and every account has its own counter.
- Paper archive
- A separate digital archive installed alongside Zajil: two installations, not one.
- Security support horizon
- The framework receives security patches until April 2028, on a release with extended support rather than one past its end of life.
- Accountability
- An action log on every letter with its actor and its time, and an audit trail that cannot be edited or deleted; the block is in how the system is built, not in a permission that is granted and revoked. A security-classified document also has a log recording the grant and revocation of access.
Frequently asked
What institutions ask before they decide
Where are our documents stored?
On the institution's own servers: the database and the storage together. No shared cloud, and no third party holding access.
Does the system run inside a closed network with no internet?
For the document cycle, yes: every one of its steps takes place inside the network alone, and the fonts and libraries are part of the installation itself.
Four capabilities do need an outbound route: the AI assistant, notifications, SMS and voice transcription. None of them reaches the outside until an administrator supplies its credential.
How is accountability over a document guaranteed?
Every letter carries an action log recording each action with its actor and its time, and beside it an audit trail that accepts no edit and no deletion. A security-classified document has a separate log recording the grant and revocation of access.
Is there a mobile application, and with what permissions?
An Android and iOS application: read, approve, reject and route, under the same permissions and the same classification. Authoring and the official seal stay on the web.
We have a large paper archive — where do we start?
Do not start by digitizing everything. Current correspondence enters Zajil today, and the old paper is scanned at a pace the institution can sustain. The detail is in the paper archive section.
How do we begin an evaluation?
Open the live demo: create a letter, approve it, route it and follow its trail. Then request a briefing to discuss deployment and the setup of your structure.
A working build
Try it before you ask about it
Ready-made accounts, and data reset every 24 hours.
Open the live demo
Get in touch
Request a briefing for your institution
We take on the deployment and the initial setup: your institution's identity, its structure and its roles.
- Deployment on the institution's own servers.
- Import of the organisational structure and the org-unit types.
- Setup of roles, permissions and the security classification.
- Building the official templates with their signatures and seals.
- Training the technical team on operation and backup.
Write to us
Tell us the name of the institution and the scale of use.
Email
info@zajilgov.com
Live demo
demo.zajilgov.com
See the system now