Public services and collectives

Documents, archives, files…

Public services are well known for their significant and complex administrative procedures. Files are often required to be in multiple formats and there are a great number of documents to archive. And the archives are overflowing! Dematerialisation is the only answer if the contents truly to be beneficial to users and employees of the nation’s public services.

Documents involved in the dematerialisation process:

• Patient, tenant or housing benefit claimant files

• Proof of address documents

• Housing benefit or state aid documents

• CCTP/CCAP

• SLS enquiry forms, Occupation documents

• AGM minutes

• Expert statements

Advantages:

• Space-saving (buildings) e.g.storage rooms can be used for other purposes (externalisation)

• Faster consultation and access to data

• Confidentiality clauses linked to sensitive date is fully respected.

• Interfacing with professional tools (CHLOE, IKOS…)

• Full security of entire process

 

Specificities in processing public archives:

• Filing system must be respected

• Made-to-measure sorting: anti-chronological, deletion of documents by a specified date

• Heterogeneousness of processed formats (from post-its to AM copy

• Copied files (monitor integrity and traceability of all operations)