Protocol Archiva

Electronic Management System for Practices and Data  

Project Overview

Smart Processes has successfully implemented the Electronic Management System for Practices and Data. This innovative system facilitates the digitization and archiving of institutional data in a structured database, encompassing all relevant files and documentation accumulated over the years.

Addressing the Need for an Informatic System

The demand for an efficient informatics system has become increasingly evident due to the significant challenges of managing a vast physical archive. Over the years, many physical files have been processed, leading to difficulties in searching for and retrieving information. This has resulted in delays and inaccuracies in providing information, as well as challenges in the physical storage of large volumes of documents.

Enhancing Transparency and Communication

To improve transparency and communication within the institution while addressing these identified challenges, the Electronic Management System for Practices and Data enables efficient archiving, processing, and management of information. The Protocol-Archive Office will be empowered to upload and scan documents along with accompanying paperwork, thus streamlining workflows.

The digitization of archives will facilitate easier access and processing of files, significantly enhancing the efficiency of responses to citizens. Concerns regarding delays and inaccuracies will be mitigated, as the information will be digitized and readily available for quick use. Through this initiative, the municipality aims to enhance service quality for citizens, striving for a more efficient information management approach aligned with relevant directorates, ultimately improving accuracy and response times for requests and complaints.

General Objective

The primary objective of this project is to digitally manage data practices, thereby reducing the time required for processing work procedures and increasing the efficiency of human resources within the institution.

Advantages of the Implemented Information System

• Management and Digitization: The development and operationalization of a digital data management system for the Protocol-Archive Sector will transform how data is handled.

• Reduced Processing Time: By employing an advanced and efficient data management and processing system, the time required for work procedures within the Protocol-Archive Sector and other involved directorates will be significantly reduced. This system will minimize delays in responding to citizen inquiries.

• Increased Human Resource Efficiency: The system will streamline work processes, making the handling and archiving of documents easier and faster. By automating routine tasks, the efficiency of staff will be enhanced, allowing them to focus on more complex responsibilities.

• Improved Accuracy: The digitization of documents will greatly enhance the accuracy of information handling and dissemination, ensuring that citizens receive correct and timely information.

The implementation of the Electronic Management System for Practices and Data marks a significant step forward in modernizing our institutional practices. With this system, Smart Processes is committed to fostering a more efficient, transparent, and citizen-friendly approach to information management. We look forward to witnessing the positive impacts of this project on our operations and the community we serve.