Automation in Document Management integrated in Public Administration

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"Record Management: Branch of management responsible for the efficiency and systematic control of the creation, reception, maintenance, use and disposal of records, including the processes of capturing and maintaining evidence and information about business activities and transactions in the form of records.”

ISO 15489-1:2001 - Information and documentation - Records management - Part 1: General


The implementation of a Document and Process Management solution is, nowadays, essential to the proper functioning of any organization and in the sphere of Public Administration, as a system of bodies, services jamaica whatsapp number database agents of the State and other public entities that aim to regularly and continuously satisfy collective needs, a fundamental pillar for maintaining this communication/relationship.

At a time when the volume of information produced and shared each year is increasing (and sometimes distributed across different repositories/information systems that do not communicate with each other), the loss of information and the difficulties in quickly accessing it are increasing. Therefore, Document Management has increasingly become a priority for managers in organizations as a way of ensuring more than just decision-making, but also the quality of those decisions, serving as evidence of those decisions.

Document Management allows for the standardization of work processes, classification, approval and archiving of information in a structured and centralized manner, avoiding loss of time and information, and resulting in faster information retrieval and, consequently, a quick response to the needs of citizens and companies, ensuring their rights and needs.

Document Management therefore aims to manage the entire life cycle of documents that are received or produced in the context of the organization's activities and purposes, reflecting the respective procedures and operations relating to their production, processing, use, evaluation and archiving, in order to ensure that no information is lost.

Since the documents produced and received are the basis of all the organization's activities, we are therefore talking about the system that is most transversal to the entire organization, covering everything from activities that support the organization's activities (for example, human resources management, financial management, etc.) to those that aim to pursue its mission towards society. It therefore covers all employees in the organization, from the top (managers) to system administrators and other employees at various levels. In short, everyone who produces documents as part of their daily tasks.

As it is a transversal component across the entire organization, it is important that it does not operate in isolation from the rest of the organization (and from other information systems that produce information).

Ensuring the integration of the Document Management system with other systems such as ERP is clearly a major advantage in this context, as it ensures greater automation of business and decision-making processes. Ensuring that systems communicate metadata reliably with each other ensures a faster response, using more reliable information available in real time. To achieve this, a programmatic interface (API – Application Programming Interface) is used, which allows the connection between the various information systems with which users interact, without the need for any specific user interface.

In the context of interaction with Document Management systems, we speak, among others, of integrations with ERP in specific business systems such as integration with financial, asset, logistics and human resources systems for creating and changing documents, approval circuits and document processing.

Being aware of these possibilities for interconnection also brings an understanding of what the real gains are on a day-to-day basis:

Management of all the organization's information in a centralized and more structured way, integrating all areas of the organization.
Reduction in the volume of paper circulation, with only one copy of the document in electronic format.
Reduction in costs related to time wasted by employees entering data manually (when it can be done automatically).
Avoid the usual involuntary errors when manually inserting/communicating data, gaining operational efficiency and more reliable and up-to-date information.
Improved and faster coordination between different stakeholders, internal and external, involved in the various processes.
This is a work and information model that is available in the Filedoc Document Management system integrated into the PRIMAVERA ERP. A set of interfaces based on web services allows the integration of ERP and Document Management, automating the reading or recording of information in both components.

Digital archive: the key to Metro Mondego's success
In a sector with strict procedures and very specific approval standards, it is very easy to lose control and track of processes. Digitalization therefore emerges as the solution that meets the demands of the public sector, particularly through digital archiving tools.

Metro Mondego is one of the national public institutions that has invested most in digitalization, and document management is no exception. Learn about this success story and find out how this public institution makes the most of the Filedoc digital archiving solution.