myOffice

Solutions | Industry Solutions | Government

Business Problem

Administrative operations in Public Administration are based on documents. Document management is one of the most time consuming operations in Public Administration. Documents can be in paper or electronic form and are received by the General Office in different ways (post, faxes, personally, e-mail, through portals…) or are produced in administration offices. The document should be well organised, well preserved, secure and archived. The Government regulates this field of work, executing the appropriate controls; while the public demands efficient and effective operations. Overall, the total amount of documents is growing, especially documents in electronic form. Manual controls are not adequate; and many documents are prepared several times, require many copies and are often lost, etc.

The solution

The only solution is the employment of EDMS, adapted to the needs of administrative operations in compliance with government regulations.

myOffice is such a solution. It is based on the robust, reliable and well known EMC Documentum EDMS. The solution assures that:

External documents are converted to electronic form and imported into EDMS from different sources;

Internal documents are prepared in EDMS using workflows;

Documents are classified by valid Business Classification Scheme, have proper security classifications and completed attributes, which are important for operations or document management;

Documents are placed in the right folder;

Documents are assigned to the right person;

A schedule for operations is employed and

Documents are archived after the required conditions are met.

The solution consists of the best document management and information security practices.

Benefits

The employment of myOffice in public Administration eliminates the unnecessary manual work with paper or electronic documents. It decreases operational expenses (less paper; less need for storage space; saves operational time: prepare once - use many times, the document arrives at the right place at the right time…). The solution assures that documentation in administrative operations is complete, well organised, well secured and always at hand. Public servants can be focused on their office's primary function. All this directly accelerates the efficiency of Public Administration.

Additionally, automated operations establish compliance with regulations, which are incorporated into business rules in solutions.