Document Management

Document Management

Officials from different government departments work across organizational boundaries to deliver citizen services, or formulate policies.

Officials from different government departments work across organizational boundaries to deliver citizen services, or formulate policies. Government agencies are fraught with the challenge of managing burgeoning volumes of both paper-based as well as digital content. The existence of multiple document management systems across departments creates silos of information, and hinders interoperability between departments.

Governments should be focused at ensuring better services for the citizens by ensuring convenience, efficiency, transparency & reliability. Good governance demands reduced duplication of work, reduced communication costs, increased transparency in functioning of various government departments, and faster citizen services. Digitization of documents is one of the key requirements for all e-Governance projects.

An integrated, secure, software solution would manage content across creation, capture, storage, and disposal, and enables seamless exchange of information and interoperability across boundaries. Further, it ensures that the government retains strategic control over critical documents, and complies with legislation and policies related to authorization, protection, and archival of documents.
Document Management Software automates day-to-day functions at all levels of the administrative hierarchy. It combines Business Process Management and Document Management Solutions to deliver a unified platform for Government to Citizen (G2C), Government to Business (G2B) and Government to Government G2G) processes.

What would be its key features that facilitate certificate issuance, grievance handling, worker compensation & wage management, and land records management, etc.?

  • Inbuilt inbox for receiving correspondence
  • Electronic management and tracking of correspondence encompassing tasks such as diary entry, indexing, noting, cross referencing, search/ retrieval etc.
  • Interoperability between departments/agencies allowing stakeholders to collaborate and share files, documents, etc.
  • Maintenance of e-registers for individuals, divisions, and departments
  • Digital signature integration
  • BARCODE integration for file and correspondences (DAK) tracking
  • Special file-viewer to enable electronic view of physical files
  • Note-sheet view of files with support for formatting, and linking reference notes
  • Provision to capture user details and timestamp along with every note
  • End-to-end audit trail
Enhanced Productivity: Manual processing of paper-intensive business processes is inherently inefficient, time consuming, labor-intensive, error-prone, and difficult to track and optimize. A comprehensive e-Governance platform ensures anytime, anywhere availability of content to users, eliminates manual hand-offs, enhances collaboration, and ensures substantial improvements in worker productivity.

e-Government Interoperability: Facilitating e-Government interoperability has become a key imperative for realizing efficient and timely delivery of citizen services spanning several departments. A unified framework allows seamless electronic exchange of information between departments, while it also ensures privacy and integrity of data.

Regulatory Compliance: Government departments need to ensure compliance with regulatory and legal policies for long term archival of content. The Records Management component of the solution provides support for defining and enforcing record classification, retention, and disposition policies.

Cost Reduction: Government organizations regularly deal with high volumes of transactional content. Storage and movement of physical documents incurs huge operational costs. A unified solution facilitates paperless transactions, which results in significant cost reduction. A complete audit log of each transaction enhances transparency and worker accountability.

Consolidated IT infrastructure: A unified approach eliminates redundant legacy infrastructure and information silos across departments/agencies, which reduces the overall operational costs and risks, and shortens service delivery cycles.
An electronic workplace and automated processes are today essential for efficient, transparent and good governance. It reduces process delays, helps to access and utilize information quickly and expedite work.

Our Mission

Unleashing Africa's potential by creating efficiency and improving productivity using open source information technology.