Online Criminal Record Check Platform (Cyprus)

This project is a secure, end-to-end digital platform designed to modernise the criminal record check application process in Cyprus.

The objective was to replace an in-person, paper-based workflow with a fully online system that improves convenience for applicants while reducing administrative load for police authorities.

Context and Problem

The traditional criminal record check process requires applicants to attend police stations in person, complete paper forms, and submit physical copies of identification documents. This creates several challenges:

• Long queues and repeat visits for applicants
• Manual data entry and document handling for police staff
• Limited visibility into application status
• Inefficient use of police resources for administrative tasks

The goal was to digitise the process without compromising security, data integrity, or legal compliance.

The Solution

We designed and built a secure online platform that supports the entire application lifecycle, from submission to internal processing.

The system standardises data capture, automates routing, and provides clear workflows for both applicants and authorities.

Key components include:

Online application process

• Applicants complete the criminal record check application remotely through a guided online form, removing the need for in-person visits.

Secure document submission

• Identification and supporting documents are uploaded through encrypted channels and stored securely with controlled access.

Digital routing and processing

• Applications are automatically routed to the appropriate police department, reducing manual handling and administrative delays.

Workflow and status management

• Structured review steps support verification and approval, with clear tracking of each application’s progress.

Data security and integrity

• Role-based access controls and secure storage ensure sensitive personal data is handled in line with regulatory requirements.

Outcome

The platform reduces friction for applicants while significantly improving operational efficiency for police authorities.

Benefits include:

• Shorter application times and fewer queues
• Reduced paperwork and manual processing
• Faster turnaround through streamlined workflows
• Better use of police resources, allowing staff to focus on core duties

Summary

This project demonstrates the digitisation of a sensitive, regulation-driven public service process.

By replacing paper forms and in-person submissions with a secure online workflow, the platform improves accessibility for citizens while delivering measurable efficiency gains for public authorities.