Ten years of electronic file management

Ten years after the beginning of the electronic management of files, documents and workflows in the Central Administration, the tool continues to expand and update its versions.

Information:

In 2009, Agesic began the project of implementing an electronic file management system with the aim of modernizing the administrative actions of the Uruguayan State and, consequently, phasing out paper support. Likewise, the project sought to grant greater access to information, while offering greater security to the management of files in the Central Administration. This project was called Electronic File (today Digital File).

The tool used then was ApiaDocumentum, a web application that allows the interchange and traceability of files in digital format between different agencies, allowing to monitor the status of any file.

The development of the Digital File initiative was accompanied by organizational change management tasks and the commitment of each one of those involved. The tool was also evolving and configured according to the needs of each office, and also with the aim of achieving interoperability among the agencies and the availability of information. Each new version made it possible to optimize the work experience. In fact, the latest edition, ApiaDocumentum 2.0, has different improvements and important changes in the user interface, designed to improve access to all its functionalities.

ApiaDocumentum is a categorical tool, since it integrates workflow technology, process definition, graphic and declarative forms, document management, digital signature, chat, functional monitors, reports, indicators and performance monitors.

During the presentation, the Incident Management Technician Raúl Velo, detailed the future plan of implementations to be carried out in 2019, which consists of a survey of needs, migration of data in the agencies that already have Apia, training and all the necessary advice so that each output in production is a success. Gustavo Garcén, manager of the Information Systems Division, thanked all those involved in the journey from the origins of the project and Iván Pereyra, responsible for Functional Tests, listed the operational tasks that the team performs daily.

In the same way, special mention was made of Agesic being the first state agency to incorporate ApiaDocumentum 2.0, recently followed by the Office of Planning and Budget (OPP).

The activity was attended by directors and authorities of organizations such as National Human Rights Institution (INDDHH), Ministry of Economy and Finance (MEF), National Housing Agency (ANV), Electoral Court, Casinos, Ministry of Industry, Energy and Mining ( MIEM), Banco de Previsión Social (BPS), Departmental Board of San José, Institute of Children and Adolescents of Uruguay (INAU), National Administration of Public Education (ANEP) and Ministry of Labor and Social Security (MTSS), among others. In addition, current and future users of the system and interested in the growth of the Electronic File participated.

In this way, Agesic continues to strengthen the active process of the Electronic File and projecting traceability in all its actions to obtain 100% digital coverage.

At present, there are 21 state agencies authorized to exchange digital files, all of them with the updated versions of ApiaDocumentum, and the objective is that in the future they can continue adding many more.

In this way, the Digital File initiative, which is celebrating its tenth anniversary, continues to contribute to the same objective: the digital transformation of the Uruguayan State and the improvement of public services offered to citizens.

Information sources

AGESIC: Link 1, Link 2