bcgov / bcgov/entity

DRS - Digital Stamps for Registry Filings

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Colin Egress
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JavaScript
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Description

### Overview
Registry staff currently rely on a manual process of printing filing forms received in digital format, applying a physical "Filed and Registered" stamp, and rescanning documents into the registry system. Approval has been received to develop and automate the application of digital filing stamps to eligible filing documents, reducing manual effort, improving processing efficiency, and eliminating unnecessary print-scan activities while preserving the intent and information contained in the current physical stamp.

_Related to #25541_
#### Samples:
Sample of stamp
image.png

Sample of stamped document
image.png

### Business Rules
- The digital stamp must replicate the content of the current physical filing stamp.
- Current physical stamps contain "Filed and Registered", the filing date, and Registry identification information.
- Documents requiring a filing stamp today must continue to receive a filing stamp in the future-state process.
- The digital stamp must not obscure information contained within the filing document.
- Where a filing form contains a dedicated stamp area, the digital stamp must use that location.
- Where no dedicated stamp area exists, the digital stamp should appear in unused space toward the top of the form.
- Digital stamping must support elimination of printing and rescanning activities for electronically available forms.

### Validation Rules
- A filing date must exist before a digital stamp is generated.
- A digital stamp must contain all mandatory stamp elements defined by the approved stamp template.
- The system must prevent placement of a stamp over document content.
- The system must generate a stamped document successfully before the filing process is considered complete.
- Only approved filing document types are eligible for automatic digital stamping.

### User Stories
#### User Story 1: Apply a Digital Stamp to Filing Documents
As a Staff
I want the system to automatically apply a digital filing stamp to eligible filing documents
So that I no longer need to print, manually stamp, and rescan documents before attaching them to the filing record.
**Acceptance Criteria**
**Scenario:** Automatically apply a digital stamp to a filing document
Given a filing contains an uploaded document that requires a filing stamp
When the filing is completed
Then the system applies a digital filing stamp to the document
And the stamped document is stored in the filing record
**Scenario:** Stamp content matches the official filing stamp
Given a digital stamp is applied
When the stamped document is generated
Then the stamp displays "Filed and Registered"
And the stamp displays the filing date
And the stamp displays the Registries information consistent with the current physical stamp
#### User Story 2: Preserve Stamp Placement Standards
As a Staff
I want digital stamps to appear in a consistent and visible location
So that filing documents remain readable and professionally presented.
**Acceptance Criteria**
**Scenario:** Apply stamp to designated form location
Given a form contains a designated stamp area
When the digital stamp is applied
Then the stamp is placed within the designated stamp area
Scenario: Apply stamp to forms without a designated stamp area
Given a form does not contain a designated stamp area
When the digital stamp is applied
Then the stamp is placed near the top portion of the document
And the stamp does not obscure document content
**Scenario:** Maintain document readability
Given a document contains filing information
When the digital stamp is applied
Then all filing information remains visible and legible

### Business Outcomes
- Elimination of print-stamp-scan workflows.
- Reduced manual filing effort.
- Faster document processing for registry staff.
- Consistent application of filing stamps across documents.

Contributor guide

No contributing guide indexed for this repository

Research direction

The issue does not name files, tests, or entry points. Start by locating the filing-completion flow and document storage or generation path, then trace how eligible filing documents are handled. Done means approved documents receive a valid, readable stamp with the required content and placement, and the stamped document is stored successfully.

Written by the indexing model from the issue text.

Assessment

Domain
backend
Issue type
Feature
Difficulty
5/5
Estimated time
Over a week
Activity status
Quiet
Clarity
Mostly clear
Newbie friendliness
35/100

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