Solutions for the Public Sector (Government)
Perhaps more than any other sector, the federal, state and municipal governments are well defined by the large volumes of paper documents they produce and process. From the management of contracts and offers, the requirements of the National Institute of Transparency, Access to Information and Protection of Personal Data (INAI), the processing of benefits and concessions, the management of claims, Government processes are inherently very intense experiences in terms of paper documentation which require the:
GENERAL FRAMEWORK OF ARCHIVE CLASSIFICATION AND DOCUMENT DISPOSITION CATALOGUE.
In accordance with the General Guidelines for the organization and description of the files of the dependencies or entities of the federal public administration (DOF, 02/20/04), hereinafter Guidelines, the Archival Classification Table is the technical instrument that reflects the structure of a file based on the attributions and functions of each unit or entity.
The General Archive of the Nation, through the Directorate of the National Archives System, with the collaboration of its advisory body, the Technical Committee of Correspondence Units and File of the Federal Government (COTECUCA), has developed a methodological proposal for the design of the General Table of archival classification that allows:
- To sort the archival documents within the physical space they will occupy for their temporary or definitive preservation.
- To group the elements that represent their content to relate them in a logical way with other archival documents through the classifying language.
Once the file is ordered as requested by the AGN, you can proceed to digitize the corresponding repertory.
Paper is no longer a profitable and viable means for responsible government services. It is expensive, requires too much space and is inherently insecure. Agencies, secretariats, and departments must offer access to information, which means, digitizing, organizing, sharing and archiving thousands or millions of paper documents. They must also provide employees, including disabled users, with the tools to work effectively with this information. How can access needs be balanced with security?
We know that several current organizations are handling, simultaneously, paper and electronic file documents that must be managed and conserved with logic in a comprehensive way. For many organizations, the linking of document management systems on paper, with their electronic namesakes, creates a difficult hybrid system and an administration that consumes a lot of time. At BUSERDI we offer hybrid solutions that allow you to easily carry out this difficult task.
BUSERDI offers comprehensive, sophisticated and scalable solutions that greatly improve the way government agencies process, archive and share digital and paper documents. Providing ease of use, compatibility, as well as numerous functionalities can greatly improve the productivity of the organisms, while achieving significant reductions in costs.
- Organization and classification according to the Federal Law of Archives and the guidelines of the General Archive of the Nation.
- Digitization and organization of paper records.
- Secure government documents.
- Integration of systems that go from the management of contracts and the requirements of the INAI, to the processing of benefits and concessions and claims management.
- Creation of electronic files from any physical document.
- Disaster recovery plan for files.
Document Digitization solutions
- Digitization for procedures and services.
- Digitization for consultation, dissemination and conservation.
- Digitization for consultation, dissemination and preservation of historical documents*.
- Digitization for contingency purposes and business continuity.
The document management solutions that BUSERDI offers to the Government include:
Security – Government organizations can increase the security of documents with secure storage, user authentication and the ability to track access and changes to documents, reserve information and have retention periods.
Disaster Recovery – These solutions strengthen business continuity strategies by ensuring that all documents are digitized and archived within a storage unit that complies with the worldwide standards for electronic information storage and have the documents replicated outside the facilities in case a disaster were to occur.
Productivity – Government professionals can accelerate workflows at the touch of a button, as well as capture, convert, route, store and manage their documents.
All this is accomplished under certified quality processes NMX-CC-9001-IMNC-2008 / ISO 9001-2008, Specialist Staff in Electronic Records Management (ERMs), Specialists in Business Content Management (ECMs) and Certified Architect in Images as Documents. CompTIA Certified Document Imaging Architect + (CDIA +).
Streamlining the processes of Government key documents.
More robust confidentiality for greater compliance with the laws:
- The distribution of protected documents reduces the possibility of unauthorized access to classified information and records.
- The sending of electronic documents by email, instead of using messaging or any other magnetic means, ensures confidential, password-protected delivery, to a certain mailbox.
- Be able to perform workflows and streamline processes.
- Create forms of work.
A complete audit trail:
BUSERDI offers a transaction log of all the activity within the document management system: who entered, at what time, what documents were consulted, if it was printed, if it was sent by mail, etc.
Secure access and authentication functions restrict the distribution of information by unauthorized users.
Archive and store the new electronic documents in a high availability and redundancy storage unit, while simultaneously creating a copy in a secure remote location in order to save a backup for disaster recovery purposes.
Currently there are legal instruments such as the EIDA (Interoperability Scheme of the Federal Public Administration), the Advanced Electronic Signature law, the Automated Systems of Management Control that make possible the construction of a paperless government.
“The General Congress of the United Mexican States, Decrees:
Sole Article.- The Federal Archives Law is Issued.
Article 1. The purpose of this Law is to establish the provisions that allow the organization and conservation of the archives in the possession of the Powers of the Union, the autonomous constitutional organisms and the organizations with legal autonomy, as well as to establish the mechanisms of coordination and agreement between the Federation, the federal entities, the Federal District and the municipalities for the conservation of the documentary heritage of the Nation, as well as to foster the safeguarding, dissemination and access of private archives of historical, social, technical, scientific or cultural relevance.
Federal Law of Archives, published in the Official Gazette of the Federation on January 23, 2012,
Decree that establishes the measures for the efficient, transparent and efficient use of public resources, and budgetary discipline actions in the exercise of public spending, as well as for the modernization of the Federal Public Administration, published in the Official Gazette of the Federation on December 10, 2012.
Guidelines for the application and monitoring of measures for efficient, transparent and effective use of public resources, and budgetary discipline actions in the exercise of public spending, as well as for the modernization of the Federal Public Administration, published in the Journal Official of the Federation on January 30, 2013.
Federal Law on Transparency and Access to Government Public Information (LFTAIPG), published in the Official Gazette of the Federation on June 11, 2002 and amended on June 8, 2012.
e), Cross-cutting strategy: Near and Modern Government established in the Program for a Near and Modern Government 2013-2018, published in the Official Gazette of the Federation on August 30, 2013, Regulation of the Federal Law of Archives, published in the Official Gazette of the Federation on May 13, 2014,