Electronic Document Management for Local Authorities — Increasing Transparency and Work Efficiency

The capabilities of electronic document management are effectively used in modern record-keeping. And local authorities are no exception. Although not every one of them has fully digitized yet, most are either considering such a possibility or thinking about updating existing solutions to more modern ones. 

Today, November 21, 2023, Serhii Balashuk, Director of IQusion IT LLC, gave a presentation on the capabilities of the electronic document management system for local authorities (LA) and spoke about the specifics of implementing innovative technologies for this type of organization. 

The expert noted that the work of local self-government bodies must currently align with the rhythm of society’s life and meet its demands. To ensure better interaction between the population, enterprises, institutions, and organizations, LAs need to implement an electronic document management system that will facilitate document exchange among all structural units.

Thanks to the use of electronic documents instead of paper ones:

• their preparation and execution times are significantly reduced;
• transparency and control are ensured at any stage of work;
• the level of protection against unauthorized access is increased;
• content enrichment capabilities are expanded thanks to multimedia data;
• costs for paper, printing, and storage of physical documents are reduced.

The implementation of electronic document management in communities involves several key stages, each with its own specifics:

Needs Analysis and Justification

The first stage is a detailed analysis of the community’s needs regarding electronic document management. The volumes and types of documents to be processed are clarified, and key user needs and requirements are identified. Based on the collected data, arguments for implementing an electronic document management system are formulated.

System Selection and Development

An appropriate electronic document management system is selected. This can be a ready-made software solution or the development of a custom system based on the community’s needs and requirements. It is important to consider the system’s compliance with security standards and adherence to e-document legislation.

Staff Preparation and Training

Successful implementation of electronic document management requires training for the staff who will work with it. Community employees must acquire knowledge and skills for working with the system, and familiarize themselves with the procedures and rules of use.

Testing and Implementation

Before full system implementation, testing must be conducted to identify and eliminate possible errors and shortcomings. The electronic document management system is introduced gradually, starting with a limited number of documents.

Monitoring and Support

After implementation, it is important to ensure continuous monitoring of system operation and user support. Identified problems or shortcomings must be promptly corrected, and community staff should receive assistance and support when working with the system.

Results Evaluation and Further Development

Evaluating the results of implementation will help determine the effectiveness of the electronic document management system and identify possible ways for its further development and improvement. This stage allows for conclusions about positive changes and prospects for the community in the future.

How to choose an EDMS and auxiliary software

Several key criteria should be considered:

Purpose of EDMS Implementation

It is important to clearly define which tasks the community plans to solve with electronic document management. Some EDMS may be aimed at improving internal processes, others at interacting with citizens or ensuring transparency and public accountability. Solutions from IQusion IT LLC are universal, meaning they meet both the first and second requirements. 

Community Structure and Scale

Larger communities serving a significant number of residents may require more powerful EDMS with greater functionality. For smaller communities, simpler (compact) solutions may be suitable. Specialists from IQusion IT LLC are ready to offer both options. Everything depends on the client’s needs. 

Level of Preparation of Own Resources

EDMS implementation may require additional efforts from the community, such as staff training, adaptation of workflows, and integration with existing systems. It is important to ascertain whether the community has a sufficient level of preparation for successful EDMS implementation. Another option is for the system developer to conduct training during the implementation phase and also be able to provide system integration services. 

To make a more informed choice, communities should consult with digitalization professionals or other communities that have already successfully implemented electronic document management. 

Staff Training for Local Self-Government Bodies

IQusion IT LLC provides the following additional services during EDMS implementation: 

• Training. We organize training seminars on the use of electronic document management, during which we detail the advantages and capabilities of the new tool.
• Clear and detailed manuals. These help staff familiarize themselves step-by-step with procedures and functions.
• Knowledge level support. This is ensured through regular training sessions aimed at strengthening skills and resolving urgent issues. 

IQusion IT LLC also provides employees with the opportunity to seek assistance and consultations regarding electronic document management, offering support through its own “Hotline” service.

“The implementation of electronic document management in communities helps create a transparent, open, and effective community where citizens actively influence decision-making and cooperate with local self-government bodies to achieve common goals,” notes Serhii Balashuk, Director of IQusion IT LLC.