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Szkoła Letnia 2008, Wisła1 System of documents flow at Municipal Office in Gliwice Marta Jasińska Krzysztof Zbrożek.

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Presentation on theme: "Szkoła Letnia 2008, Wisła1 System of documents flow at Municipal Office in Gliwice Marta Jasińska Krzysztof Zbrożek."— Presentation transcript:

1 Szkoła Letnia 2008, Wisła1 System of documents flow at Municipal Office in Gliwice Marta Jasińska Krzysztof Zbrożek

2 Szkoła Letnia 2008, Wisła Municipal Office in Gliwice, habitat of the Municipal Council

3 Szkoła Letnia 2008, Wisła Customers Service Centre

4 Szkoła Letnia 2008, Wisła What are the customers expectations? Quick and efficient services Professional and qualified personnel

5 Szkoła Letnia 2008, Wisła We create the IT society, what means citizens who have advanced tools for data processing and communication instruments. Those should be basic for creating the national income and make the source for private incomes of citizens. (Prof. dr hab. Mieczysław Muraszkiewicz: Społeczeństwo informacyjne i jego technologie, Warszawa, 2004 r.) Administration, including self-government, is an animator and the power that creates and participates at all processes of building the IT society. It means that information is essential for functioning of administration. ICT is necessary for creating, storing and making the data resources accessible for citizens.

6 Szkoła Letnia 2008, Wisła Some time ago: letters, documents and briefcases … lot of papers paralizing work

7 Szkoła Letnia 2008, Wisła … the way of the information exchange within the Municipal Office

8 Szkoła Letnia 2008, Wisła What are the main elements overcrowding efficient functioning of administration? general flood of information Traditional way of data storing (papers) highly time-consuming methods of data processing (stored as papers) communication chaos Reasons for communication chaos : 85 % of knowledge at organization has non-structural character up to 80 % of essential queries repeats very often every day, every employee spends minutes on searching contacts and information to solve his problems 88 % of intellectual potential can be found at employees heads

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11 The major problem for administration is the overflow of information, not its lack, as well as the difficulty of data storage and using process. After we did some analyses in 90s, we made the decision about quick rearranging of work at Municipal Office by reducing and than eliminating the paper documents as a tool of information exchange within our institution. From that moment the substitute should be an electronic document. It was the first step of conversion into electronic administration at public sector in Gliwice E-government minimizes the number of paper documentation as a tool for data exchange. E- government doesnt need it to implement the tasks related to services for citizens.

12 Szkoła Letnia 2008, Wisła What we did on the way from paper to electronic document? Integrated Information Management System (ISZG) Main goals: integration of information resources active management of municipal property increasing of incomes increase of the attractiveness for investors creating of IT infrastructure growth of citizens involve ISZG has to support fulfilling of mayors tasks and regulate public life, by gaining, storage and processing the information. ISZG use only electronic version of documents. All data are transferred in XML standard. Communication brokers and enterprise application integration (EAI) are responsible for distribution of information.

13 Szkoła Letnia 2008, Wisła ISZG structure

14 Szkoła Letnia 2008, Wisła Main base of documents simplify the searching process and guarantees better order. It causes that all documents really belong to the company not only to the employee who created it.

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