A few years ago, Portugal began the process of Digital Transformation in Public Administration, which aims to put an end to the use of paper. The project aims to definitively dematerialize the State’s administrative processes and communications, moving towards complete digitalization.
One of the areas that has taken important steps in recent years along this path of Digital Transformation in Public Administration is the area of Health. In an attempt to put an end to paper-based processes, several health units have turned to iPortalDoc to dematerialize the signatures of users and health professionals. The signing of documents by users at the units’ counters using signing-PADs, and the legal signing of documents by the clinician using the Mobile-Digital Key or the Citizen’s Card, are some of the examples that contribute to simplifying and speeding up hospital processes.
The project gives users the possibility of signing documents in a decentralized way, and professionals efficiency gains, since the document is automatically stored and made available in the respective file (clinical or administrative). This is one of the great advances of Digital Transformation in Public Administration, in an area as sensitive as health.
In addition, Digital Transformation in Public Administration represents an important step towards managing the archiving, control and automatic communication of documents, promoting greater efficiency in the healthcare provided. The legal signature on internal processes, associated with the dematerialization of the processes themselves, increases efficiency in their execution and makes it possible to “eliminate” distances between users and health units.
The effectiveness of using iPortalDoc in the healthcare sector is proven by the evaluation carried out by the users themselves, with very positive indicators of their level of satisfaction.
And in an increasingly technological world, we realize that the use of paper is dispensable in many activities. This is one of the reasons why the Public Administration has been working on the Digital Transformation process.
In addition to all the advantages of Digital Transformation in Public Administration, this strategy also contributes to sustainability, efficiency and productivity. The benefits range from reducing bureaucracy to saving resources.
As is well known, traditional public sectors are known for being environments with huge piles of files and documents, with rooms full of files, folders, shelves and cupboards. As well as taking up physical space, these materials require maintenance and a lot of resources. With iPortalDoc working on the Digital Transformation of Public Administration, the goal is to have a “Zero Paper Administration”, capable of eliminating or significantly reducing the use of paper and improving resource management.
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Stages of the Digital Transformation Process in Public Administration: the transversality to other sectors of activity
Step 1 – Define the technological solution
To start the Digital Transformation process in Public Administration, you first need to choose the Technology Solution that best meets the needs of each area. At the same time, make sure you choose a solution that has a specialized and close team that can meet all your support needs at each stage of implementation.
Step 2 – Execute an internal action plan
The internal action plan serves to define the targets to be met, whether they relate to resources to be used, faults to be eliminated or processes to be processed. It is also very important to define when the Digital Transformation project will begin, and to set a deadline for the administration to become 100% electronic, or as close to it as possible.
Stage 3 – Informing and training resources
It’s very important to raise awareness of the importance of using technological solutions to promote Digital Transformation in Public Administration.
Show the advantages it brings to internal processes and how it will facilitate the daily lives of all employees.
Make room for questions and suggestions, since employees are the ones who best know where the service routine fails. And finally, choose a company that is able to train users of the solution.
Stage 4 – Implementing the technological solution
Implementing the Solution is the phase in which you begin to process documents from physical to digital format, and start managing these same processes in a dematerialized way.
To begin with, you can define a sector or area to begin this digital transition, so that gradually all processes will be managed entirely by the Technology Solution.
Step 5 – Evaluate the implemented solution
Evaluate the system implemented for the Digital Transformation of Public Administration, based on the targets set during planning. To do this, you need to closely monitor the entire transition and understand whether, in fact, the objectives are being met.
By focusing on the Digital Transformation of Public Administration Services, numerous benefits can be achieved, including:
- Sustainability;
- Information security;
- Autonomy for the citizen
- Saving resources;
- Optimization of processes;
- Debureaucratization of services.
If, like the Public Administration’s Digital Transformation process, you want to start the digital transformation of your company, we suggest that you start by trying out a technological platform that enables the digital management of all processes, which you can achieve with iPortalDoc. This powerful Document and Process Management tool with Workflows is manufactured in Portugal by IPBRICK.
iPortalDoc works on-premises and in the Private Cloud and is ready to help all types of companies and institutions in this Digital Transformation process. It allows you to insert documents, associate them with each other or with emails, forward one or several documents simultaneously, with or without pending action, link them in different folders or consult associated documents.
Don’t miss out on the opportunity to transform the way your company/organization works with iPortalDoc, and guarantee:
- Document and process management based on workflows;
- Automation and standardization of business processes;
- Document dematerialization (digitization of processes);
- Sending invoices in electronic format with digital signature;
- Standardization of documents, filing criteria and procedures;
- Document/process version control;
- Integration with ERPs, CRMs and OCRs;
- E-mail archive management;
- GDPR compliance;
- External entity access platform (via login/password);
- Mobile device support.