Information and Communication Technologies (ICT) are daily things which are required and claimed in all facets of our lifespan. In the public sector, the Information and Communication technology also lets the public administrations (P.A.) to handle with a better quality, efficiency and service efficiency and public resources.
There is an increasing quantity of P.A. that can add up to the implementation process of any document management system to optimize the document techniques of its workers and inhabitants, by allowing them to operate electronically with administration.
The public sector can be described as an essential information creator because it creates laws, population details, geographical, weather, historical, political, and scientific details, etc. This paperwork is very useful for the administration, but also for private sector and occupants.
Closer to those managed thanks to the document management system
But what ought to a document management system present to the P.A? Organization, command and objective of documents. This main objective might be explained thoroughly in:
- Optimizing of administrative processes
- Standardization of administrative documents.
- Organizing with a homogenous and reliable way of the administrative documentation
- Formulating policies for paper or electronic digital document storage
When applying a document management system in a Public Administration, the chief advantages are being the listed below:
-It allows the creation of several document databases.
-It enables versioning of every file, as it maintains a comprehensive audit record that allows configuring trace-ability of the documents.
-It uses filters centered on metadata and/or information, for query and document retrieval.
-It facilitates a wide range of formats and permits the remodeling of any type of files.
-It facilitates the network with the other components of the infrastructure of Electronic Administration.
-It is completely multiuser with permission and roles management.
-It is transparent to the user.
Within the European Union (EU), people and businesses retain a fluid connection with P.A. as the bulletin Spain and the ICT in European discloses, undertaken from the National Institute of Statistics (NIS) in 2012, wherein it stands apart that Spain is above the modest of EU in terms of the user percentage which interacted online with P.A in the year 2011. Particularly, the 54% of Spaniards announced having information of Administration web pages as compared to 48% of EU; and 36% of the Spaniards confirm to have downloaded the official forms as compared to 34% of European Union.
As it might be desired, this sort of connection with the Administration keeps developing ever more as the P.A. incorporates revolutionary document management which permits fresh administration methods and utilization of the details. In reality, as outlined in the estate of the electronic invoice in the year 2013 page, the aim of Commission is to acquire predominance around electronic invoicing by the year 2020.
Obstacles in employing a document management system
One among the challenges faced by the P.A anytime incorporating the Information and Communication technology in-to their system would not only rely over the actual technological tools, but also in the public sector inclusion has to be regarded from an integral standpoint: political, administrative and social.
The bureaucracy is overloaded and can-not be managed simply with regular resources. The aspect to think about is that the implementation of a document management system calls-for a simultaneous development of new methods of work organisation and operations. To put it differently, it is simple to avoid the mechanization of administrative chores without undertaking any comprehensive assessment previous to the flow of the facts in every process. If this meticulous investigation had not been accomplished just before the implementation of the document management system, this is more than likely that it'll increase the negative features of Administration with the modern structure; so as there'll be a process of low modernization which merely changes manual functions by automatic.
With this, a few of the points to contemplate just before applying document management system in Administrations are as the listed below:
-Transformations in the business arrangement
-Structure of operations that influence the modern tools
-Streamlining and generality of administrative projects
-Examine information circuits and decision-making
-Training and personnel participation
To summarize, the inclusion of this ICT demands integrated planning; otherwise it would not yield more than specific developments and also disturb efficient manual procedures. On this condition, advantage should be taken on the windows for digital data flow to decrease expenses, as to enhance operations as well as the quality of services. This way, it enables the electronic connections with citizens, companies and reps to make operations more transparent. In reality, there is transparency in the P.A. in case access for the occupants on the documents is guaranteed.