uMzimvubu Local Municipality - Polelo DMS - Demo Script

uMzimvubu Local Municipality: Polelo DMS

Demonstration Script

Duration: 25-30 minutes Audience: Municipal Manager, Director Corporate Services, Records Manager, IT Manager Objective: Show how Polelo DMS transforms document chaos into AG-ready compliance Live System: https://polelodms.isutech.co.za

Pre-Demo Setup (5 minutes before start)

Technical Checklist

Polelo DMS loaded at https://polelodms.isutech.co.za
Logged in as admin — dashboard visible
Test scanned PDF ready for upload (something with visible text)
Screen sharing tested (if virtual)
Backup: executive summary printed/available as fallback

Key Messages to Weave Throughout

“Your documents, your municipality” — their coat of arms and name appear throughout
“Every document accounted for” — the Polelo tagline
“Built for SA municipalities, not adapted from enterprise software”
“AG-ready from day one”

Demo Flow

Section	Duration	Focus	Wow Factor
1. First Impression	2 min	Login, branding, dashboard	Their identity everywhere
2. Document Upload + OCR	4 min	Upload scanned PDF, automatic text extraction	Scanned doc becomes searchable
3. File Plan + Classification	3 min	NARSSA structure, classify a document	Pre-built for municipalities
4. Workflows	4 min	Approval chain, overdue alerts	No more paper chasing
5. Check-in / Check-out	2 min	Lock a document, show protection	Prevents version conflicts
6. Disposal Workflow	3 min	Review → authorise → certificate	NARSSA destruction cert
7. Legal Holds	1 min	Freeze a document	Legal protection built-in
8. Reports & Compliance	3 min	Department compliance chart, export	AG-ready reports
9. API & Integration	2 min	API tokens, Swagger docs	Connects to Payday/Munsoft
10. Security & Backup	2 min	Audit logs, backup status	Enterprise-grade protection
11. Close	2 min	Return to dashboard, next steps	Call to action

SECTION 1: First Impression (2 minutes)

Talking Points:

“Welcome. Let me show you Polelo DMS — this is what your municipality’s document management system looks like. Notice your coat of arms and municipality name right on the login page. This is your system.”

Point out the uMzimvubu coat of arms prominently displayed
Compliance badges at the bottom: NARSSA, POPIA, ECTA, MFMA
“ISU Technologies” — local SA company, not an international vendor

Screen: Dashboard

“This is your command centre. Every morning, your staff sees exactly what needs attention — overdue approvals, unclassified documents, pending tasks. Nothing falls through the cracks.”

Personalised greeting with municipality name
Alert banners for overdue items (red = urgent, amber = attention)
Stats row: Documents, Workflows, Overdue, Signatures, Audit Readiness score
My Tasks + Recent Documents immediately visible

Key Message: “From the moment you log in, you know the state of your records.”

SECTION 2: Document Upload + OCR (4 minutes)

Screen: Documents → Upload

“Let me upload a scanned document — this could be a council resolution, a tender document, anything that comes through your registry.”

Click Documents in sidebar → Upload button
Fill in title: “Council Resolution — Water Infrastructure”
Select department: “Community Services”
Attach the scanned PDF
Submit

“Notice what happens — the system immediately queues it for OCR. That means our software reads the text from the scanned image automatically.”

Screen: Document Show page

Show the OCR status badge changing from “queued” to “complete”
Navigate to Search → type a word from the scanned document

“There it is — a scanned piece of paper is now searchable. Your staff can find any document by typing what’s inside it. No more digging through filing cabinets.”

Key Message: “Even your old scanned documents become searchable. Imagine scanning your entire backlog and making 20 years of records searchable in days.”

SECTION 3: File Plan + Classification (3 minutes)

Screen: File Plan

“This is your NARSSA-aligned file plan. It’s pre-configured with the standard municipal series — Administration, Financial, Human Resources, Infrastructure, and so on.”

Show the series structure with retention periods
Click into a series to show files

Screen: Classify a document

“Every document must be classified against the file plan — that’s what NARSSA requires, and that’s what the AG checks. Let me classify this document.”

Open the document
Click classify → select the appropriate series and file
Show it’s now marked as “Filed”

Screen: Reports → Department Classification Compliance

“And here’s the scoreboard. You can see exactly which departments are classifying their documents and which aren’t. Green means compliant, amber means attention needed, red means non-compliant. This is your AG audit preparation in one glance.”

Key Message: “The AG asks ‘are your records classified per the file plan?’ This chart gives you the answer instantly.”

SECTION 4: Workflows (4 minutes)

Screen: Workflows

“Documents don’t just sit in the system — they flow through approval chains. Let me show you how a document moves through a workflow.”

Show an active workflow with steps
Point out the assignee, due date, status
Approve a step — show it moving to the next person

“If someone doesn’t act within the SLA, the system escalates automatically. No more walking to someone’s desk to ask ‘have you signed this yet?’”

Show overdue alerts on dashboard
Mention SMS notifications for staff without regular email access

Key Message: “Every approval is tracked, timestamped, and auditable. The AG can see exactly who approved what and when.”

SECTION 5: Check-in / Check-out (2 minutes)

Screen: Document → Check Out

“When someone is working on a document, they check it out. Watch what happens.”

Check out a document — show the lock badge
“It now says ‘Locked by [name]’ — nobody else can edit it until it’s checked back in”
Check it back in

Key Message: “No more ‘who has the latest version?’ — the system enforces one editor at a time.”

SECTION 6: Disposal Workflow (3 minutes)

Screen: Disposal Queue

“When documents reach their retention period, the system identifies them for disposal. But disposal isn’t automatic — it goes through a formal process.”

Show the disposal queue: Pending Review → Awaiting Authorisation → Pending Execute
Explain separation of duties: “The person who reviews cannot be the person who authorises — this is best practice for compliance.”

“Once authorised, the system generates a NARSSA destruction certificate — a formal record that this document was disposed of legally.”

Show/mention the certificate PDF with official formatting

Key Message: “Compliant disposal with a paper trail the AG can verify. No documents disappear without accountability.”

SECTION 7: Legal Holds (1 minute)

Screen: Dashboard → Active Legal Holds

“If there’s a legal matter — a court case, an investigation, a PAIA request — you can place a legal hold on any document or entire file plan series. It freezes disposal, even if the retention period has passed. Nothing gets deleted until the hold is lifted.”

Key Message: “Legal protection built into the system, not an afterthought.”

SECTION 8: Reports & Compliance (3 minutes)

Screen: Reports page

“For your AG preparation, everything you need is here.”

Show the Department Classification Compliance chart (colour-coded bars)
Show the Executive Summary KPIs
Click Export PDF on a report

“These reports are designed for AG submission. You can export them as PDF or CSV, and you can schedule them to be emailed to management automatically — weekly, monthly, however you need them.”

Show the 7 report types available
Mention the Auditor-General Deep Dive reports (Workflow Performance, Document Lifecycle, User Accountability)

Key Message: “Audit preparation becomes a 5-minute export, not a 3-week scramble.”

SECTION 9: API & Integration (2 minutes)

Screen: Settings → API Tokens (if time permits, otherwise mention verbally)

“Polelo DMS doesn’t operate in isolation. It integrates with your existing municipal systems through a REST API.”

Show the Swagger documentation at /api/docs (if time)
Mention: “We can connect to Payday for HR document workflows, Munsoft for financial document trails, your GIS system for spatial document linking.”

“We also support webhooks — when a document is uploaded or a workflow completes, Polelo can notify other systems automatically.”

Key Message: “One system of record for documents, connected to everything else.”

SECTION 10: Security & Backup (2 minutes)

Screen: Audit Logs

“Every action in the system is logged — who uploaded what, who approved what, who downloaded what, when, and from which IP address. This is your accountability trail.”

Show the audit log with colour-coded entries
Mention hash-chain integrity (tamper detection)

Screen: Dashboard → Backup Status

“Your data is backed up automatically every day, encrypted, with restore testing. If anything happens — hardware failure, ransomware, load-shedding damage — we can restore to any point.”

Key Message: “Enterprise-grade security and disaster recovery, included in the price.”

SECTION 11: Close (2 minutes)

Screen: Return to Dashboard

“Let me bring us back to where we started — your dashboard. This is what your Records Manager sees every morning. This is what your Municipal Manager reviews before an AG visit. Every document accounted for.”

Call to Action

“What we’ve shown you today is a live system — not a mockup, not a prototype. It’s running in production right now. The next step is a requirements workshop where we map your specific workflows, departments, and file plan needs. We can have you up and running in 6 weeks.”

Leave-Behind

Executive summary one-pager (printed or emailed)
Link to live demo: https://polelodms.isutech.co.za
Contact: nhlanhla@isutech.co.za

Objection Quick-Reference

Objection	Response
”We don’t have budget this year"	"We offer flexible payment terms — start with a pilot at reduced cost, budget the full deployment for next financial year"
"Our staff aren’t computer literate"	"The interface is designed for simplicity — sidebar navigation, one-click actions. We include comprehensive training. SMS notifications reach everyone."
"We already have a filing system"	"Polelo works alongside your physical records. Start by digitising new documents; backlog scanning can happen gradually. The OCR makes everything searchable."
"What about load-shedding?"	"Polelo includes Nextcloud desktop sync — documents are available offline on your computer even during power outages."
"Can it work with our existing systems?"	"Yes — the REST API connects to Payday, Munsoft, Promun, Venus, GIS. We also support webhooks for real-time notifications."
"What about data security?"	"Your data is hosted in South Africa on our secure infrastructure. Encrypted backups daily. Every action audit-logged. POPIA-compliant by design.”

Prepared by: ISU Technologies (Pty) Ltd Contact: Nhlanhla Mnyandu | nhlanhla@isutech.co.za | www.isutech.co.za