ANALYSIS E - DOCUMENTARY SYSTEM IN GOVERMENT

V državni upravi se upravlja z množico dokumentov, tako v fizični kot tudi elektronski obliki. Fizični dokumenti se nahajajo v različnih arhivih v odvisnosti od statusa zadeve. Fizična hramba dokumentov je obremenjena skoraj v celotni državni upravi. Nekateri vhodni in izhodni dokumenti že nastajajo v elektronski obliki, ki je primerna za e-arhiviranje. Na podlagi analize stanja dokumentarnega gradiva in obvladovanja le-tega ter na podlagi poznavanja možnosti, ki jih ponuja sodobna tehnologija na področju elektronskega obvladovanja dokumentov, lahko sklepamo, da je investicija v tovrstne sisteme v Organ državne uprave zagotovo smiselna in stroškovno upravičena. V analizi smo predstavili možnosti in izhodišča, ki lahko služijo odločitev za ali proti uvedbi določene tehnologije v uporabo v Organ državne uprave ter za tehtanje pozitivnih in tudi nekaterih negativnih učinkov, ki jih prinese uvedba tovrstnih tehnologij v Organ državne uprave. Ocenili smo potrebe in na podlagi potreb smo predlagali rešitve ter jih tudi stroškovno ovrednotili. Rešitve smo strnili v 4 sklope, in sicer: 1. Predlog rešitve za pretvorbo dokumentov arhiva glavne pisarne. 2. Predlog rešitve za pretvorbo dokumentov delovnih arhivov. 3. Predlog rešitve za uvedbo elektronskega arhiva, ki vsebuje predlog za uvedbo zajemna mesta. 4. Predlog rešitve za uvedbo podpore procesom – dokumentni sistem. Na drugi strani smo podali izhodišča za ocenjevanje prihrankov, ki bi nastali ob uvedbi e-dokumentarnih sistemov v poslovanje Organa državne uprave. Izračuni stroškov so narejeni na podlagi podatkov pridobljenih s samo analizo ter na podlagi ocen, ki izhajajo iz izkušenj s tovrstnimi sistemi ter tudi na podlagi ocene posameznega analitika. Dejstvo je, da se v organizaciji, ki obvladuje tolikšno količino dokumentov, kot jo obvladuje Organ državne uprave, lahko majhna izboljšava procesa, katere posledica je prihranek na času ali stroških, močno pozna na skupnih prihrankih Organa državne uprave kot celote. Na podlagi izračunov investicij in posledičnih prihrankov sklepamo, da je investicija v e-dokumentarne sistema za Organ državne uprave zagotovo upravičena in ima relativno kratek čas povrnitve stroškov.The state management is managed by a set of documents, both in physical and electronic form. Physical documents are located in different archives, depending on the status of the case. Physical storage of documents burdens almost the entire state management. Some inbound and outbound documents have already been produced in electronic form which is suitable for e-filing. Based on analysis of state documents, their control and on knowledge of possibilities offered by modern technology in the field of electronic document management, we can conclude that the investment in such systems in the Body of State Administration is certainly reasonable and the cost justified. In the analysis we have presented opportunities and platforms that can serve the decision for or against the introduction of certain technologies in use in public administration and for weighing the positive and some negative effects brought about by the introduction of such technologies in public administration. We have assessed the needs and demands for which we propose solutions along with cost evaluations. The solutions were combined into four parts, namely: 1. Proposed solution for conversion of main office archive documents. 2. Proposed solution for conversion of working archives documents. 3. Proposed solution for the introduction of an electronic archive, which includes a proposal to introduce a sampling point. 4. Proposed solutions for the introduction of process-support - document management system. On the other hand, we give starting points for evaluations of savings which would emerge with the introduction of e-commerce systems in the Body of State Administration. Cost calculations are made based on data obtained with the analysis, on estimates derived from experience with such systems and also on the assessment of an individual analyst. The fact is that in an organization such as the Body of State Administration, which controls a large quantity of documents, a small process improvement can save time, lower the costs and increase savings. Based on the investment calculations and on the resulting savings we assume that the investment in e-document management systems for the Body of State Administration is certainly warranted and has a relatively short period of reimbursement