Criminal Record Certificate
A digital service for remotely obtaining an electronic or paper document
#GovTech Case Study2026
Criminal Record Certificate
The case shows how AMEDIA turns a high-demand government document service into a single managed digital process: one request moves through issuance, payment, apostille and delivery, while statuses, payments and error scenarios are handled by the system rather than by the citizen.
01 — OVERVIEW
One request through every stage
The Digital Service for Obtaining a Criminal Record Certificate enables users to obtain an electronic or paper certificate remotely. It covers the entire user journey: submitting a request, receiving the result, paying for additional services and arranging delivery of the paper certificate.
The user interacts with a single digital service, while the system coordinates request processing between the government, payment and logistics systems involved. Obtaining a certificate through an Administrative Services Centre (ASC) is also supported, with a choice of issuance method.
Purpose of the product
Create a service capable of handling high demand for one of the country's most requested documents without a proportional increase in administrative resources.
What the product changes
A set of separate operations becomes a unified and controlled digital process: the system manages the sequence of stages, transfers data between services, records results and keeps the request status up to date.
02 — THE PROBLEM IT SOLVES
Fragmented stages of obtaining the document
Without a single digital process, citizens had to coordinate the individual stages themselves:
Submit a request
Check whether the document was ready
Make a payment
Arrange to collect the document
03 — KEY CAPABILITIES
Five capabilities in one service
Request submission
The system checks whether a new request can be submitted, registers it and forwards it for processing; the user can see the current status without contacting the institution.
Electronic certificate
Once the request has been successfully processed, an electronic certificate is generated in PDF format and made available for viewing and downloading.
Paper certificate and apostille
The user can order a paper copy, request an apostille if required and specify the preferred method of receipt.
Payments and receipts
For paid services, the system generates payment details, monitors the payment status and issues a receipt; if funds have been charged but the service cannot be completed, a refund is initiated.
Document delivery
The system tracks the dispatch, delivery and receipt of the paper certificate; if the document is not received, a repeat delivery can be arranged and paid for.
04 — HOW THE PRODUCT WORKS
From request to a document in hand
One request passes through all the necessary stages according to a defined process:
Request
The system checks whether a new request can be submitted and registers it for processing.
Document
The electronic certificate is generated as a PDF and made available to the user.
Payment
For paid options, the system generates payment details and monitors the payment status.
Production
A paper copy is produced, with apostille processing if requested.
Delivery
The document is handed over for delivery, and the system tracks its dispatch, delivery and receipt.
05 — SCALE AND RESULTS
The service in numbers
06 — VALUE FOR THE USER
A document without unnecessary requests or manual follow-up
One point of interaction
All stages take place within a single digital service.
A clear process
The process for obtaining the document is clear from the start.
Current information
Up-to-date information about request processing is always available.
Choice of format
The user chooses the required format — electronic or paper, with or without an apostille.
Secure payment
Paid services are processed through a secure payment mechanism, with a receipt provided.
Control over delivery
The user can track the delivery of the paper copy.
07 — VALUE FOR THE GOVERNMENT
A scalable process with transparent execution control
Unified rules
All requests are processed according to the same rules.
Fewer manual operations
The number of manual operations is reduced.
Control over each request
The processing of every request is visible and can be monitored.
Structured accounting
Payments and results are tracked in a structured way.
Coordinated systems
Government, payment and logistics systems interact within a single process.
Scale without extra load
Millions of requests can be processed with less pressure on physical service centres.
08 — PROCESS AUTOMATION
A managed business process behind every request
The solution is based on a managed business process that defines the sequence of actions, the conditions for moving between stages and the system's response to errors. Automation covers:
Checking whether a new request can be submitted
Routing data between systems
Synchronizing statuses
Monitoring successful payments
Launching the next stage after payment
Handling errors and exceptional situations
Initiating refunds
Monitoring delivery completion
09 — TECHNOLOGY STACK
Implementation technologies
Liquio — BPMN engine, form builder and registry-based data model.
TypeScript, NestJS, RabbitMQ.
React, Redux.
PostgreSQL.
Ingress, Kubernetes.
Grafana.
Cryptographic data protection, electronic identification, qualified electronic signature, BankID, Diia.Signature.
Trembita electronic interaction system, government registries and information systems, Ukrgasbank payment system, delivery services.
10 — PROVEN RESULT
Government, payment and logistics in one process
The service transformed the process of obtaining a criminal record certificate into a controlled digital workflow, bringing government, payment and logistics operations together within a single process.
Citizens gained a convenient remote service, while the government gained a standardised mechanism for processing requests at scale, with controlled statuses, payments and results.
