SUMMARY:

The National Directorate of Lottery and Betting, operating under the Ministry of Economy and Finances (MEF, as for its acronym in Spanish), implemented electronic file system ApiaDocumentum. This is a milestone in the modernization and digitalization of administrative processes.
 

INFORMATION:

ApiaDocumetum, a software platform developed by STATUM, offers multiple benefits to public administration, such as strengthening processes and managing the access to information by digitalizing files. This reduces the amount of paper to be filed as well as it establishes an efficient link among government agencies.

The transition to an electronic system isn't new to MEF. This technology is also being implemented at the National Land Registry and Customs-Free Zone. "As a ministry that started implementing the electronic file system, we wanted to cover all the divisions. Some central administration departments are already using it and the idea is that we all use the same tool," explained Carmen Lorenzo, representative of National Directorate of Lottery and Betting.

The purpose of implementing ApiaDocumentum is to solve logistic problems related to paper files storing. "There comes a moment that you don´t know where to put the files and you need to digitalize, which has a cost," commented Lorenzo regarding the challenges of moving the archive from place.

Number of Officers and File Types

The National Directorate of Lottery and Betting has 100 officers throughout the country. "We have trained the Montevideo officers to use the tool. Later, we will train the rest," commented Lorenzo. Training guarantees that the members of staff are prepared for the transition to the electronic system and, thus, that implementation will be efficient.

About the type of files managed, Lorenzo stated the following: "There are files of all types. For example, we receive representative requests, which are performed by officers of betting agencies that need a family relative to join the agency. In such case, a resolution by the Executive Branch is required." Other procedures are resignations or architecture / economic sciences study trip raffles. "Raffles must meet certain requirements and are monitored," added Lorenzo.

Inspections are also registered in files. "When inspectors audit lottery agencies or sub-agencies, files are created," explained Lorenzo.

The Work of STATUM

The training process was exhaustive. "The initial training process took 4 to 5 days, and then we trained the rest of the officers in 4 days more," commented Lorenzo.

About STATUM, Lorenzo expressed her satisfaction: "They have been great. We had weekly meetings to share doubts and see the progress of the project. Training courses went good and some tests were performed at Lottery to make sure that all is working well."

Their collaboration was crucial for the success of the project. "We felt comfortable. They gave support and were always prepared to make work easier," she stressed.

Testimonial After Implementation

"We started on October 2nd and had great expectations," commented Lorenzo.

The project brought significant challenges. "The volume of work varies from area to area and we have adapted," she stressed.

Adaptation was vital to face the challenges that arose as the implementation progressed.

Lorenzo stressed that the results obtained so far are "impeccable".