Digital Transformation in Document Management and Administration at Finance Ministry

Digital Transformation in Document Management and Administration at Finance Ministry 19/04/2023 04:33:00 226

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As an important component in e-Government architectural framework and national e-Government, e-Government development trend towards digital government in 2020-2025 period with vision to 2030, the document management and administration system takes especially important role in building a modern and economical electronic office. The system is an expression of an electronic office where leaders can manage and administer works remotely anytime, anywhere, in a clear and transparent way. Besides, leaders can also capture information and make accurate decisions. Based on that, managers as well as individuals in the organization can easily manage and search related documents. Moreover, members can also track progress, quickly grasp the assigned work, easily arrange work as well as remind and urge to give opinions for each working contents. Thereby, working progress will be closely monitored, all information will be transmitted quickly and timely to improve working productivity.

General Overview

At the Ministry of Finance, the document management and administration program has the largest number of concurrent and continuous accounts among the program being currently deployed at the ministry. The document exchange axis system (X-road) is built on the basis of modern technology to ensure convenient and effective connection of entire document system in the Finance sector with the Government Office and ministries, branches and localities through the national document exchange axis.

According to statistics, annual average number of documents processed on the eDocTC program at financial units is as follows: about 700,000 documents at the ministry headquarter (Ministry's Office, Departments at the Ministry headquarter); about 10,250,000 documents at the General Department of Taxation; about 2,700,000 documents at the General Department of Customs: about 45,000 documents at the Central State Treasury; about 16,000 documents at the General Department of State Reserve. In document exchange axis system, e-documents incoming to the Ministry from external units account for more than 8% of the total of over 125,000 incoming documents/year, equivalent to about 10,500 documents/year. Number of documents sent and received electronically within financial sector (mainly units of the General Department of Taxation having implemented the Document management and administration system) is about 63,000 documents /year.

The Ministry of Finance has received e-documents from 95 ministries, branches and People's Committees through the National Document Exchange Axis according to the guidance of the Government Office. The Ministry's clerical staff shall not scan the documents but can use the attached files, thus, reducing time for inputting text attributes, scanning documents and inputting them into eDocTC system, at the same time, responding to sending units about document processing status through the national document exchange axis as in accordance with guiding document of the Government Office No. 10143/VPCP-KSTT. Promoting sending and receiving e-documents between units, the eDocTC program significantly helps to reduce printing and photocopying costs, contributing to saving the state budget. As from January 1 June 2016, the Ministry Office implements sending paper and e-documents to the lead units, sending only e-documents to the coordinating units. Calculating that, with a number of 358,643 documents sent to the ministry per year, average five pages per each document, and assumption that each document needs 2 copies for sending to two coordinating units, the implementation of sending e-document via eDocTC program at the ministry office will save the cost of photocopying for about 3,586,430 pages of documents.

The eDocTC program has contributed to creating the initial foundation for building e-Government. With the implementation of eDocTC program, financial sector's e-document exchange axis and national document exchange axis, e-documents have been exchanged between the Ministry of Finance and its units (General Department of Taxation, State Treasury, General Department of Customs, State Securities Commission, General Department of State Reserve) with 95 ministries, branches and local people committees. Through eDocHub system, sending e-document from Finance Ministry to its General Departments and 95 units which have been connected to the national document exchange axis takes only 5 minutes instead of 2 days as previous normal way. The eDocTC program has fundamentally changed the working method from processing paper documents to processing e-documents, initially being one of effective tools to reform administrative procedures, improve working productivity and efficiency of cadres, civil servants and public employees at the Ministry of Finance.

Results in implementation of new version of the document management and administration program

According to the Notice No. 982/TB-BTC, from January 1, 2022, digital signature shall be officially applied on eDocTC program serving for processing, management and administration of e- documents in network environment, at all levels of the units at the Ministry headquarters (including 25 units) and 04 non-business units under the Ministry, including the Institute for Financial Training, National Institute of Finance, Financial Times Newspaper, Financial Magazine.

The eDocTC program is currently having 1,557 user accounts. The number of staff taking contemporaneous access to the program is about 300 - 400 people at each time; number of access is about 29,800 per week.

Computerizing professional processes

There are 14 professional processes applied on the eDocTC program, meeting most of the ministry's administrative document processing work. Computerization of document professional process on eDocTC program complies with the Decree No. 30/2020/ND-CP dated March 5, 2020 on clerical work; Circular 02/2019/TT-BNV dated January 24, 2019 of the Ministry of Home Affairs providing regulations on input data standards and requirements for preserving electronic archives; Decision No. 688/QD-BTC dated April 29, 2020 promulgating the Regulation on clerical work of the Ministry of Finance; Decision No. 456/QD-BTC dated March 28, 2019 promulgating the Regulation on receipt, processing, issuance and management of electronic documents at the Ministry of Finance; Decision No. 258/QD-BTC dated February 26, 2020 promulgating the Process of receiving, processing, issuing and managing electronic documents through the Document Management and Administration Program.

Digital signature of e-documents

Implementing Decree No. 130/2018/ND-CP dated September 27, 2018 on guidelines on the Law on E-Transactions of digital signatures and digital signature authentication; Directive No. 02/CT-TTg dated January 23, 2019 on promoting the use of government-specific digital signatures in activities of state agencies at all levels.

For organizations, the eDocTC program meets requirements on having digital signing function and USB Tokens issued to units within the scope of deployment. Accordingly, outgoing documents upon issued by the Ministry of Finance and sent through the National Document Exchange Axis shall enclose digital signature information of the Ministry of Finance.

For individuals, Ministry leaders and unit leaders shall use USB Token device (a solution furnished by the Department of Financial Informatics and Statistics -Ministry of Finance in collaboration with the Government Cipher Department) to digitally sign on computer devices (including desktops and laptops). Individuals can also sign digitally with Hardware Security Module (HSM), the number of issued HSM digital certificates is 1023 (excluding revoked digital certificates due to individual's job transfer).

The use of digital signature in document management and administration is a big change, requiring all civil servants (including ministry leaders, Leaders and officers of units, clerical and secretarial staff ...) to implement in compliance with the Government's direction. The current document signing process at the ministry will see changes in the stages of submitting to the Leaders for approval of electronic documents, creating an important step in removing submission and signing of paper documents, expanding digital signature to all officers involving in document processing procedures.

Deploying on Mobile application

In order to meet working requirements of civil servants and public employees, the program is built on a mobile App platform running on iOS and Android operating systems. The program provides a subsystem running on mobile devices for leaders of ministries, leaders of ministry’s units, leaders of sub-departments to exploit and process with basic operations such as management of incoming documents, submission, outgoing documents, work records, leadership working calendars.

Fully digitalizing the document management and administration system

With respect to perfecting legal corridor system for implementation: developing regulations and guidelines on collecting and sharing information and document data in the Finance sector, creating an open data platform, ensuring accessibility for agencies, organizations, people and businesses; connecting, integrating and exchanging information and data between the Ministry of Finance and ministries, branches and localities; digitalizing internal transactions; standards and specifications on IT platform services and technical infrastructure in the Finance sector; information security in digital finance environment.

With respect to perfecting application system and related technical infrastructure: Developing technical infrastructure: (1) Fully furnishing cadres, civil servants and public employees with computer devices, ensuring thrift and efficiency; (2) Maintaining and operating communication infrastructure: Maintaining and upgrading the unified communication infrastructure of the Finance sector to ensure the availability of transmission lines, meeting the requirements on implementing professional problems of the sector, requirements on management, administration and professional exchange among units under the Ministry and within each unit internally; (3) Ensuring the continuity, stability, availability and high speed of the Internet connection as the basis for providing IT services within the Finance sector.

Developing platform systems: (1) Deploying the financial document exchange axis with advanced technology, in line with the National Document Exchange Axis as a platform for data integration and sharing among information systems, databases, ... and a platform for data integration and sharing in the Finance sector, first of all, sending and receiving e-documents according to the roadmap specified in Decision No. 28/ 2018/QD-TTg dated 12/7/2018 of the Prime Minister; Deploying a digital connection and sharing system of the Finance sector, serving for data connection and sharing of internal information system according to a centralized data connection and sharing model; (2) Building an integrated data platform for the entire Finance sector on the basis of building and developing a national database on finance using Data warehouse and DataHub technology models; (3) Building an Identity Management System for the entire Finance sector.

Ensuring information security: (1) Deploying the Security Operations Center (SOC) of the Ministry of Finance, with connection to the network security monitoring system for the digital government; (2) Regularly reviewing and updating the Regulation on cyberinformation safety and cyber security of the Ministry of Finance; (3) Reviewing the current status, increasing investment in equipment and hiring professional services to improve the capacity of information security, anti-malware under a centralized model, giving priority to systems that provide online information and public services for people and businesses and data center systems.

With regard to human factor: The information technology system is available, the legal documents are complete, but application of IT and digital transformation in document management and administration needs to be implemented firstly by the leaders. Leaders shall change their work handling habits from reading, reviewing, and signing on paper documents to reading, reviewing, and signing on electronic documents. Leaders shall be responsible for the transformation of document management and administration program in their units; organizing the dissemination and grasping of the Party's guidelines, raising awareness and the necessity and urgency of the program for officers and employees of their units. In addition, Leaders also needs to commit to innovation, allowing new things to be tested, and the application of new technologies for the common goal.

The habit of working on paper documents has been formed for a long time as traditional method. So changing this habit is considered the most difficult factors in implementation of e-document management and administration. In fact, after 20 years of implementing document management and administration program at the ministry, up to now, officers and employees of the Ministry of Finance has been strongly changing their habits, switching from manual form to e-document processing form. Specific solutions in term of human factor shall include developing human resource, promoting propaganda, raising awareness and digital skills, researching and cooperating to effectively master and apply technologies, attracting IT resources.

With regard to financial factor: For successful implementation, the Ministry of Finance places great attention to providing and allocating financial funds to operating the e-document management and administration program at the Ministry and General Department units, building and upgrading infrastructure, database. ...

The utilization of state budget capital shall comply with the provisions of law, ensuring effectiveness and high disbursement rate for implementation of IT application projects, schemes and key tasks.

(Thu Hằng)

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