Management of electronic documents in the public sector

Šiame straipsnyje nagrinėjamas viešojo sektoriaus modernizavimo procesas elektroninių dokumentų valdymo aspektu. Efektyvus šio proceso įgyvendinimas yra labai svarbus uždavinys Lietuvai, todėl straipsnyje analizuojami Lietuvos Respublikos teisės aktai, elektroninio parašo diegimo procesas bei kiti informacijos apsikeitimo elektroninėmis priemonėmis aspektai, kurie padeda įvertinti elektroninių dokumentų valdymo viešajame sektoriuje plėtros galimybes. Siekiant atskleisti viešojo administravimo pokyčius, elektroninių dokumentų valdymo plėtros tendencijas bei dokumentų valdymo sistemų panaudojimo viešajame sektoriuje galimybes, atliktos PEŠT ir SSGG analizės. Straipsnyje pateikiama elektroninių dokumentų valdymo Lietuvos viešajame sektoriuje teorinė plėtros galimybių studija.The article deals with the process of public sector modernization in the dimension of legal management of electronic documents in Lithuania. Effective implementation of the process is a very significant task for Lithuania. Therefore, with reference to the results of the article and the analysis of the results of other authors, different aspects of electronic signature implementation and other ways of information exchange by electronic means, which contribute to assessment of possibilities of electronic document management in public sector are analyzed. Effective management of a modern state is possible with modern information technologies and means of distant link stimulating institutions of public sector to apply new methods of work and management. New technologies change the activities of state and self-government institutions fundamentally, enable to perfect the quality of services, ensure the transparency of activities and decrease corruption in public sector (Ginevičius, Paliulis, Chlivickas, Merkevičius, 2006). However, it is evident that in the European Union and in Lithuania the public sector falls behind business and is frequently the object of criticism. Legal acts of the Republic of Lithuania and the EU guidelines obligate to proceed to electronic authority and electronic document management. Legal, technical basis in the public sector in Lithuania is properly prepared, corresponds to the requirements and standards of EU for the official usage of electronic documents. However, the institutions of the public sector in Lithuania proceed to electronic document management and the usage of administration means hesitatingly. The implementation of the system of electronic document management in public sector and information exchange by electronic means in Lithuania in legal acts and in reality differs apparently. On purpose to educe the changes of the public sector, the tendencies of the development of electronic document management enabled by information technologies and their influence on the modernization of public sector activities, using PEST and SWOT analyses, the possibilities of the usage of document management systems in the public sector are showed up and theoretic study of the development of possibilities of electronic document management in public sector in Lithuania is presented. Much attention is legal acts enabling the usage of electronic documents in the public sector are certified. However, there is no competitive organization administrating the process of electronic document development. Electronic document management is a new phenomenon. Its implementation and development could be facilitated by the formation of the balanced legal basis. It will be useful to improve the legal basis of the Republic of Lithuania and to standardize it according to the requirements of the EU and experience of other countries of the EU with purpose to achieve international appreciation of electronic signature and electronic documents and their compatibility and conformability with the requirements of the EU. Regrettably, institutions of Lithuanian public sector take their time to use electronic documents signed by electronic signature, because they are not prepared and hardly conceive the transference of document and information to electronic media. Active cooperation with other states and international organizations could help to implement it. Much attention should be paid to the implementation of the system of information exchange by electronic means, the transference of documents to electronic media and to the strategic development of electronic documents, for Lithuanian public sector to match the level of European public sector till 2010