SUMMARY:

The goal set for the five-year period was achieved in one year. The organization highlights the value of ApiaDocumentum.

INFORMATION:

With the incorporation of the General Directorate of Initial and Primary Education (DGEIP) to the Electronic Record system in July 2021, the objective that the entire National Public Education Administration (ANEP) use ApiaDocumentum, the product developed by STATUM, was met.

Since the first semester of 2013, the Central Board of Directors (Codicen) has been working with the tool that allows managing files, documents and workflows, supported electronically. Then the Education Training Council (June 2015), the General Directorate of Professional Technical Education (November 2018) and, finally, the General Directorate of Secondary Education (June 2021) and the DGEIP were added.

“Having reached the entire ANEP is a fundamental milestone and we reached it quickly. It was the five-year goal and we reached it in the first year. To the extent that you expand coverage, the value of the system increases tremendously”, said Pedro Salvetto, coordinator of the Electronic File Project for this organization.

Since the beginning of ANEP's work with STATUM, the system has registered approximately 2,000 users. This year alone, about 800 new users have been created. Due to the COVID-19 pandemic, office referents were trained who, in turn, replicated the information for their colleagues. "Officials learn as they work",  said Salvetto.

The coordinator of the Electronic File Project added: “Now we are all within the system. This means that when we have to send us a file we do it directly. We no longer have to print”.

There are two phases defined for the short term: one of them is interoperability with other organizations and the addition of notifications to ApiaDocumentum. According to Salvetto, this will be ready before the end of the year.

In the medium term, the extension of the Electronic File system to schools, high schools and UTUs throughout the country is expected. Today the educational centers only have access to the part of consultations in the system.

“The advantage that the entire ANEP has an Electronic File is enormous. Before, for example, if the file was in Primary, you had no way of consulting other than by phone or mail. That consumed thousands of hours of work. Now you can locate a file wherever it is”, highlighted Salvetto.

Regarding another of the advantages of dispensing with paper, the coordinator of the Electronic File Project at CODICEN added: “Sending the file is instantaneous as if it were an email. The person receives it and can begin to study it. It is essential that we are all within the system; multiplies the value by 10 ”.

ApiaDocumentum is a solution designed to manage files, documents and workflows, supported electronically. Its objective is to eliminate paper support, improve service quality and achieve transparency and democratization of information.