Create electronic records

Creating electronic records on document and work record management software helps Ha Tinh improve administrative management activities and promote the process of building e-government.

Up to now, paper documents and papers authenticated by the signature and seal of the competent authority have ensured their legality and have been used for the management, direction and transactions of State administrative agencies. The Department of Home Affairs has also advised the Provincial People's Committee to issue many documents directing and guiding the management and creation of paper records.

However, the implementation of traditional preservation and archiving procedures at some agencies and units has not yet been ensured according to current regulations such as: documents have not been fully recorded, are still in backlog, have not been collected, edited and valued... From that reality, in 2021, Ha Tinh has piloted the initiative of creating electronic records on document and work record management software.

Creating electronic records - the foundation for building digital government

Creating electronic records will facilitate officials and civil servants in handling administrative procedures.

Deputy Director of the Department of Home Affairs Mai Truong Sinh - the author of the initiative said: "Creating electronic records and storing electronic documents is a new type, with many differences compared to traditional paper records. Documents are created on electronic media or digitized from documents on other information carriers. Digital documents can be automatically created into records in a network environment thanks to the record creation function integrated in the document management system".

According to the assessment, Ha Tinh is one of the leading localities in implementing electronic records and digitizing electronic documents; organizing the exploitation of documents to effectively deploy online public services in part and in full.

Creating electronic records - the foundation for building digital government

Records are created online with a seamless process, saving paper storage.

In 2021, Ha Tinh piloted the program in 6 units at the provincial level (Office of the Provincial People's Committee, Department of Home Affairs, Department of Finance, Department of Information and Communications, Department of Science and Technology, Department of Justice) and 3 units at the district level (People's Committee of Ha Tinh City, Cam Xuyen District, Thach Ha District) with the result of creating 3,231 electronic records.

By 2022, the creation of electronic records on the work record software will be deployed at all provincial departments, branches and People's Committees of districts, cities and towns. The total number of records created at units and localities is over 51,600, of which the number of complete records will reach over 13,000. In 2023, Ha Tinh will continue to strongly deploy the creation of electronic records on the work record software, aiming to ensure that 90% of work records at the provincial level, 80% of work records at the district level, 30% of work records at the commune level (except for work records within the scope of state secrets, records with complex document components...) are created.

In practice, the creation of electronic records has brought many benefits to State management, promoted administrative reform and improved the efficiency of document and archive work.

Creating electronic records - the foundation for building digital government

With the created electronic records, the process of searching and processing documents will take place quickly.

Ms. Ho Thi Niem - specialist of the Administrative Reform and Document Archives Department (Department of Home Affairs) shared: “Since implementing the creation of electronic records on the work management software, the first benefit is that it has greatly reduced the storage of paper records as before. Moreover, when records are created on the network environment, the process of searching and processing text information is quick and convenient. Editing documents also becomes simple and fast, because it no longer takes time to print and reprint paper documents many times to ask for opinions from departments and offices as before. In addition, electronic records also limit the loss of documents, which can easily happen with paper records”.

Another benefit of creating electronic records on the work record software is that when circulating electronic documents, all civil servants and public employees can participate in the process of processing and resolving documents in the same system. This ensures smoothness and consistency in the process of processing documents. On the other hand, it helps leaders of agencies and units manage the process of consulting and handling the work of each civil servant and public employee when assigned to preside over the resolution.

Creating electronic records - the foundation for building digital government

The Department is implementing the creation of electronic records on the document and work record management software for all 216 communes, wards and towns in the province in the form of hand-holding instructions. The unit has also issued a document guiding the process of creating electronic records on the work record software with the main contents such as: the process of drafting and signing electronic documents; the process of entering the agency's record list on the document and work record management software; the process of creating electronic records on the document and work record management software. It can be said that creating electronic records is quite complicated, but in the process of building e-government and digital government, this is an inevitable requirement.
Mr. Mai Truong Sinh
Deputy Director of the Department of Home Affairs

Phuc Quang - Mai Hoang

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