Politics

E-office thoroughly removes paper documents

MONDAY, 06/09/2021 15:30:39

The thorough sending and reception of documents (except for confidential ones) through the provincial e-office – document management system have saved much time and most of the issuance cost.


The provincial document management system makes the leadership, direction, and control of the progress and quality of work processing transparent

E-office – document management and administration system synchronously applied from the Hai Duong provincial People's Committee (PPC) to departments, sectors, and district and commune People's Committees has basically removed all paper documents and been directly connected to the National E-Document Exchange Platform.

VND200 million cost of annual dispatch expressing saved

In the past, it cost the PPC about VND200 million alone each year to express dispatches.

Director of the PPC Office's Information Technology Center Dinh Bao Ngoc said the thorough sending and reception of documents (except for confidential ones) through the provincial e-office – document management system on the internet have saved much time and most of the issuance cost compared to the sending and reception of paper documents in the past.

In the first six months of 2021 alone, the PPC Office received more than 8,000 documents from agencies and units in and outside the province and gave advice on the processing and issuance of over 4,000 documents of various kinds of the PPC and its Office.

All of the documents were sent, received, and processed via the system which has been connected from the PPC to all departments, sectors, and district and commune People's Committees.

The system is also of great significance in the province's period of Covid-19 prevention and control.

Chief of the Nam Sach district People's Committee Secretariat Tran Quyet Thang said the smooth operation of the provincial document management system had greatly supported the sending and reception of documents between authorities at all levels, especially during Covid-19 outbreaks in the locality.

The above results were achieved thanks to the PPC's drastic direction and thorough sending and reception of digitally signed e-documents without paper copies (except for confidential documents).

Accordingly, since October 1, 2020, all documents sent to units by the PPC and its Office have been digitally signed e-copies, and since November 1, 2020, the PPC Office has not accepted paper documents without e-copies attached.

After just over half a year of thoroughly sending and receiving documents online, more than 80% of documents at provincial level and 60% of documents at district level have been processed via the software (except for confidential documents), up 40 – 60% over the previous years.

All departments, sectors, and district and commune People's Committees have sent and received e-documents in the system.

Transparency
 

The province targets that in the coming time, all periodical reports and administrative documents (except for confidential ones) will be sent and received electronically

The provincial e-office – document management system has also made the leadership, direction, and control of the progress and quality of work processing transparent to each individual.

All documents and guidance on work handling are sent to the account of each receiver with reception time and deadline for work processing attached.

The system is also a place to easily keep and look for updated documents.

Many years ago, the PPC asked the Government Office to assist the province in deploying the document management and administration software system and, at the same time, expanding connection to the Government's electronic administrative information network.

In 2019, the PPC issued a plan and assigned the PPC Office to preside over the system expansion.

To date, together with all document management software of 63 provinces, cities, ministries, Central sectors, and the Government Office, the provincial document management and administration system has also been connected to the National E-Document Exchange Platform and formed a thorough document axis to the commune level.

Apart from ensuring connectivity to the commune level, the PPC Office's Information Technology Center has mastered the technology and been able to expand the system to other units in the province.

The center has coordinated with the provincial Party Committee Office's Cipher and Information Technology Division to connect the document management systems of standing members of the provincial Party Committee, Party building boards, and the provincial Party Committee Office; link document axes of some sectors and unions like the provincial Police, the provincial Military Command, the provincial People's Court, the Women's Union, the Farmers' Union, etc.

The next goal of the province is that all periodical reports and administrative documents (except for confidential ones) will be sent and received electronically and all departments, boards, sectors, and district and commune People's Committees will periodically report on socio-economic development norms in the provincial reporting software system, which is connected to the Government's report information system.

THU MINH

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