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The optimization of document management is one of the main objectives in the world of work.
In this sense, the 2020 Budget Law and the Decree No. 162 of 2019 have been especially significant, aimed at enhancing and promoting the digitization of document management in public administration. Law Decree n.76 of 2020 has further accelerated the digitization process. Finally, as the natural outcome of the two plans, the 2020-2022 three-year plan was launched, which aims to encourage the birth of a digital, ethical, sustainable and inclusive society.
Within this context, the new Agid Guidelines (“Guidelines on the training, management and storage of IT documents”) should be understood, which update the regulations relating to IT storage. Public administration, accused of excessive slowness and burdened by bureaucratic structures, sets itself as an example to follow in filing and document management.
The 4.0 revolution in PA has been underway for some time now, and, in addition, we at We Are Fiber know how to win the challenge of Covid-19 with the help of digital.
The acceleration of electronic document management driven by Covid-19
Paradoxically, the Covid-19 pandemic has had the "merit" of accelerating the online document management of PA, but also that of private companies. The health emergency has, in fact, resulted in the use of digital services, requiring certain tools such as digital data archiving.
In particular in PA, original paper documents, once piled up in folders and boxes, are just an old memory and have given way to digital documents.
The advantages of document management systems
The open source document management of the Italian Public Administration guarantees greater competitiveness for the country and, at the same time, offers faster and safer services to citizens.
The same public employees are freed from a series of unnecessary and tedious jobs, being able to work under relative calm in a context of greater productivity. All the most important documents can be located with ease, consulted, shared and sent quickly.
We must then come to appreciate the considerable advantages from a practical and logistical point of view. The use of document management software frees up space until recently occupied by heavy and bulky archives, which are transferred online. This provides valuable physical space for the movement of employees and also gives a greater sense of order, which increases concentration and productivity.
To carry out this step from paper to digital, public administrations must equip themselves with the right software for document management. This is where We Are Fiber comes into play, kitted out with all the appropriate tools to accompany public and private companies in this delicate step.
The benefits of dematerialization
When we talk about electronic document management, we inevitably also refer to dematerialization.
The benefits deriving from dematerialisation can be summarized as follows:
- cost cutting;
- simplification of processes;
- fast and intelligent archiving;
- citizen at the center of the project.
Significant savings deriving from document archive management
An effective document management system that reduces the use of paper documents to a minimum brings tangible benefits of an economic nature.
Paper usage is considerably reduced and printers are less “stressed”. Many of the costs associated with purchasing paper and cartridges and maintaining printers are therefore cut.
Furthermore, it is also appropriate to consider the eco-sustainable advantages, as the environmental impact and the intensive consumption of raw materials are reduced.
Simpler and faster processes
Until a few years ago, the various offices of PA had to exchange numerous paper documents, with the result that the process times were considerably lengthened. With an effective document management program, it is not necessary to phone dozens of administrations or send hundreds of emails, since the required documents can be found directly on the web.
In this regard, it is also useful to mention electronic invoicing, which significantly speeds up processes and represents a valid tool in the fight against tax evasion.
Better archiving
Using “ad hoc” document management, paper documents are preserved and stored digitally, in order to maintain the characteristics of authenticity, integrity, reliability, legibility and availability.
Digitization therefore guarantees truthfulness and keeps a document in perfect condition. Time and neglect, on the other hand, risk ruining or modifying paper documents, which after many years, can deteriorate and lose their veracity.
Citizen at the center of the project
Electronic document management has imposed a change of paradigm. If before, the document was at the center of the project, now the center of everything is the citizen. The administrative machine moves according to the citizen, guaranteeing a better use of the services made available to him or her. The same concept applies to private companies, with the only difference that instead of the citizen, there is the customer.
We at We Are Fiber offer you effective document management and much more for your business. We will be the extra arrow in your bow.