SUMMARY:

The Technological University of Uruguay (Utec) has, since October 1st, the ApiaDocumentum file system in digital format, set up by STATUM.
 

INFORMATION:

This educational center is public, with a technological profile, oriented to research and innovation, created by law in 2012, has almost 4,000 students throughout the country and is present in 155 locations in almost all departments through the so-called Regional Technological Institutes.

The educational progress that this institution represents needs to be matched with an agile and modern management.

Therefore, from UTEC ApiaDocumentum was viewed as a tool that contributes to the process of administrative management and digitization of information, beginning to travel on the road to abandon the use of paper.

From this educational institution they assured that the usual thing was to have folders and papers that occupied a physical place, to handle legal files, purchases and the way of managing human resources.

With this new mechanism, UTEC seeks to eliminate paper and move to an electronic format for its documentation. In turn, the functionality provided by the system is recognized as positive, since it contemplates the use of electronic signatures that certify and ensure each step, providing greater authenticity and transparency in the procedures.

“The change gives us transparency and requires more professionalism in each step that is taken. Documents cannot be modified once they enter the system and they have the advantage that nothing is lost or broken,” said Sofia Nopitsch, UTEC's legal advisor, who has been leading the project to implement the electronic file at the University.

The incorporation of this new technology “allows the digital interoperability of documents with other organizations”, which also have the ApiaDocumentum system, making it possible to streamline external information exchange processes. “Nor is time wasted if it has to be shipped elsewhere. Everything is there. It is a change of head to leave the role", she indicated.

To carry out this work, UTEC worked together with STATUM and the Electronic Government and Information Society Agency (AGESIC). In 2019, UTEC signed a cooperation agreement with AGESIC through which they committed to implementing an electronic file system.

The implementation of the system began with the Purchasing Area mainly to manage the Price Contests and the Human Capital Area for the management of the Public Contests. During the year 2021, UTEC was trained internally to achieve institutional strengthening with the use of this new technology and it is planned during the year 2022 to continue extending the use and training of the tool in other fields and areas of the University. "It is that all administrative action must be supported by a file that, in chronological order, supports the final decision made" they commented from UTEC.