8 - File Registration and Issue Verification Statement

## Problem (WHY)
Once a registry analyst **approves** a Transfer Upon Death (ToD) filing request (**Epic 6**), the registration must be **filed** and a **verification statement** must reach the applicant without creating inbound paper/scanning. Today’s paper outputs create cost and delay.

## Epic Description (WHAT — MVP)
Provide a thin, reliable path so that, when an analyst **approves in Epic 6**, the system **files the registration** and **issues a verification statement** to the submitting party, with a minimal audit of who/when. For now, deliver via **download + email + BC Mail**, with a **CC to the assigned analyst** so staff have confirmation.
- **Value (who benefits & how):**
- Analysts complete filing in one flow and receive a CC for confirmation.
- Applicants receive their official record promptly (electronic + mailed).
- Operations avoid inbound paper/scanning.
- **Statuses:** Approved (from Epic 6) → **Filed**
- **Actions:** Approve (Epic 6) → File & Notify (Epic 8)
- **Outcomes:** Filing request becomes **Filed**; Verification Statement generated, available to re-download, emailed to submitting party (with CC to analyst), and sent to BC Mail for print & mail.

## Goals (outcomes)
- Automatically move **Approved → Filed**.
- Applicant’s official document available **same day electronically**, with **BC Mail** hard-copy in flight.
- Assigned analyst always receives a CC of the email sent to filer.
- Minimal, reliable **audit** (who/when/what delivered, incl. BC Mail job id and CC confirmation).

## Product Personas (in scope)
- **Registry Analyst:** Approves (Epic 6) → triggers filing & issuance; receives CC of email.
- **Qualified Supplier / Applicant:** Receives verification statement (download + email + mail) and can re-download later.
- **Operations:** No inbound paper handling or scanning for this step.

## Context
- **Where:** Filing Request Review page.
- **Before:** Filing request is **Approved** by the assigned analyst (Epic 6).
- **After:** Filing request status = **Filed**; Verification Statement available to download/re-download; email sent (with CC); BC Mail job created for mail-out.

## Design Reference Link (Design-owned)
_TBD — Design to paste link before Development estimate._

---

## MoSCoW — MVP scope clarity
- **Must (MVP):**
- Trigger: **Approve in Epic 6** moves record to **Filed**.
- Generate official **Verification Statement (PDF)**.
- Show **Download** immediately to the submitting party.
- Allow **re-download later** from the filing’s **Documents list**.
- **Email** the Verification Statement to the submitting party, with a **CC to the assigned analyst**.
- Create and send a **BC Mail** print job for physical mail-out.
- Record minimal **audit** (approver, timestamp, registration/document number, delivery methods incl. CC + BC Mail job id).
- **Should (near-term, if capacity allows):**
- Simple staff resend (email) from staff view.
- **Could (nice-to-have, safe to defer):**
- Lightweight confirmation/receipt note in staff view.
- **Won’t (out of scope for this epic/MVP):**
- Template/branding overhaul; multi-language.
- Delivery tracking/bounce handling/advanced retries.
- Bulk resend, exports, or analytics dashboards.

---

## Roles & Triggers
- **Roles:**
- Registry Analyst: Approves filing request in Epic 6; receives CC email.
- Qualified Supplier: Recipient and downloader.
- **Triggers:** Analyst clicks **Approve** in Epic 6 → system files record, generates PDF, exposes Download, emails the QS/applicant (CC to analyst), and sends BC Mail job.

---

## Risks & Notes
- **Policy uncertainty (emailing verification statements):** **[ACTION] Kim Willey** to review/confirm whether email delivery is permitted as an alternative to physical mail; update scope accordingly.
- **Over-engineering risk:** keep issuance simple; no template engine or complex delivery logic in MVP.
- **Privacy:** ensure only the submitting party and assigned analyst can access email copies; avoid public links.

---

## Dependencies & Systems
- **Epic 6 — Approve Filing Request** (entry condition).
- Applicant contact details (email) present from intake.
- Stable **PDF** output pattern exists.
- Authoritative storage for issued documents; surface in the filing’s **Documents** list (single official version).

## Dependencies — **BCROS products** (cross-product)
- **DRS (filing/records):** Store the verification statement; surface in Documents list — **Direction:** inbound — **Blocking?:** Yes
- **BC Mail:** Print & mail physical copy — **Direction:** outbound — **Blocking?:** Yes
- **Notification/Email service:** Send electronic copy with CC to analyst — **Direction:** outbound — **Blocking?:** Yes

---

## Compliance & Accessibility (guardrails)
- **FOIPPA:** Deliver securely to filer; ensure analyst CC is staff-only; avoid unnecessary retention in email systems.
- **Accessibility:** Keyboard reachable, visible focus, non-colour cues, AT announcements for status & document availability.
- **Auditability:** Approver ID, date/time filed, registration/document number, and delivery methods (Download, Email + CC, BC Mail job id).

---

## Post-MVP Candidates
- Delivery retry & tracking (email/bounce; BC Mail status) → **Epic 8.P1**
- Branded templates & multi-language → **Epic 8.P2**

- **Epic Parking Lot (revisit later):**
- Configurable delivery preferences (email-only when permitted).
- Applicant delivery receipts.

- **Epic Exclusions (explicitly not doing):**
- Advanced notification rules.
- Public/unauthenticated document access.

---

## Linked MVP Stories (IDs and titles)
- **8.1 — File on Approve**
- **8.2 — Generate Verification Statement (PDF)**
- **8.3 — Deliver to Applicant (Download + Email + BC Mail + Analyst CC)**
- **8.4 — View/Re-Download from Documents List**