Electronic File System Implemented by National Land Registry
The National Land Registry, entity that administers immovable properties in the State, implemented electronic file system ApiaDocumentum in October 2023 to modernize internal management processes and improve their efficiency.
Augusto Alcalde -Director of the National Land Registry- highlighted that the new system introduced significant solutions and benefits. So far, files were printed in paper and tied up with a ribbon. This would cause inconveniences, like vulnerability of information. "Pages were lost or managed in a wrong way" and this did not guarantee legal safety for document administration.
Also, not including a reference to the land unit in the files would complicate organization and traceability of information.
"This is an opportunity to professionalize our services," he stressed.
The new system makes processes more transparent and accessible for officers. "For instance, splitting and merges of land can be informed and the officers have all the information in the file," added Alcalde.
"Files without the proper references may be archived and lost," he added.
One of the main benefits of ApiaDocumentum is that it provides a global vision of all the processes to officers. There are two types of processes: identification and management.
The first are related to the identification or location of immovable properties within the national territory. There are more than 80 types of processes in this category, such as requests to valuate a property or division into plots.
Management category includes internal administration processes, such as hiring of officers or purchasing of goods.
Implementing the system was challenging. For instance, a considerable effort was made to train all the staff in the country in the use of the tool.
Alcalde stated that, despite there were some doubts at the beginning, the tool was "well designed and adapted to the reality of the agency."
"This is encouraging," he commented regarding the importance of digitalizing processes to improve efficiency.