One year after the implementation of INDOC
Six organisms use the tool developed by STATUM on ApiaDocumentum.
INDOC (Documentary Exchange) is the instrument developed on ApiaDocumentum for sending and receiving documents that was put into production in November 2017. In a first stage, the implementation was made between the National Housing Directorate (DINAVI-MVOTMA) and the National Housing Agency (ANV); At the end of December of that year, INDOC began to be used in the Ministry of Social Development (Mides). Today it is also used in the Ministry of Public Health (MSP), Energy and Water Services Regulatory Unit (URSEA) and National Civil Service Office (ONSC).
Its purpose is to allow the exchange of electronic files between organizations that do not have electronic file processing system or whose processing system is not integrated to the solution called ARTEE of the Agency of Electronic Government and the Information and Knowledge Society (AGESIC). In short, it can be presented as a "gateway" to send / receive files between different processing systems.
The application developed by STATUM is a web application. Each of the organisms has its specific environment in INDOC (where users are managed) and access it through a specific URL. Once users log into their environment, they can perform the following actions:
Send files: Enter the data of the cover and upload a PDF file with the current folios of the file (this can be a scan of the physical document or a PDF generated by an electronic processing system), the destination organism to be sent is chosen the document (from the list provided by ARTEE) and the shipment is made by electronically signing the action.
Receive file: A file is received from ARTEE that was sent to the agency. Electronic signatures of the file can be validated and / or downloaded (for example, for printing). After the reception, the system registers if the file is sent back to another organization, if it continues working with it internally or if it is filed.
Consultation of files: You can consult files with the information that is recorded in your environment in the tool by date of sending, receiving or data of registered cover or by information in ARTEE by sequence of passes registered in AGESIC of the file to follow up.
The tool contributes to streamline the processes of each agency, while decreasing the cost of messaging and increasing efficiency.