SUMMARY:

The Digital Trades system contemplates the digitization of a documentary form of communication between Uruguayan state agencies. After having advanced in the adoption of tools for file management, the Uruguayan state set new goals. One of them was the adoption and development of a digital platform for the management of Official Documents between different public agencies at the national level.
 

INFORMATION:

The official letter is a documentary form used by State agencies to inform another agency of their resolutions, or to formulate a request for the fulfillment of diligence in their procedures.

How does it work? The official digitally generates an official letter, numbers it, and sends it to the destination body, being accessible only by the people of the creating and receiving offices.

Sebastián Pereyra, Product Manager, has been one of the people who has led this project together with STATUM. According to him, user control is carried out through idUruguay (AGESIC's unique key system) with the highest level of security, that is, with an identity card with a chip.

This is due to the fact that the system operates on the RedUY, a fiber network that connects all Uruguayan state agencies and is guarded by the National Computer Security Incident Response Center of Uruguay (CERTuy).

With the new platform, the officials of each agency will have the ability to create, send, receive, respond and consult Trades in a Digital way”. If these people have the appropriate permissions, they will be able to view both the trades created and the trades answered.

At the end of November, the launch was carried out with the first implementation and use by the Uruguayan Institute of Meteorology (INUMET), to then give way to the implementation in the Attorney General's Office and later other state agencies that join. to the adhesion contract.

Until now, all proceedings and resolutions required the existence of an official who, physically, was obliged to transport it on paper from one agency to another. In some cases, it may even involve a police officer accompanying a person from one office to another to ensure that the document arrives without any inconvenience.

In addition to generating a cost of human resources, the "physical" office requires the printing of papers and the signing of documents that slows down communication between agency and agency, which affects the quality of the internal functioning of the State.

Sebastián Sequeira assured that "this solution speeds up the process in any of the agencies that is applied for its relationship with other agencies and proof of this is that there are agreements in progress to begin with its implementation in other state segments."

The AGESIC referent indicated that “what is new is the architecture chosen for this project. This means that each information repository belongs to each organization and is housed in their respective offices in a distributed manner, but with a single core application that provides the functionalities”.

Among the benefits proposed by this system is the unification and standardization of the format of the trades. This guarantees that the same communication system can be implemented in all State offices.

In addition, it achieves independence in the management and ´provides total traceability of the process, guaranteeing the necessary security, where only the people belonging to the office of the creating body and the office of the recipient of the official letter have the permissions to access the document.

Benefits of the new digital trades system
 

•     Decrease in costs and times in the physical transfer of paper documents.
•     Reduction in the use of paper.
•     Unification and standardization of the format.
•     Traceability and monitoring of documents.
•     Greater security, with restricted access and without intermediaries.