In recent years, given the constant technological advances that have been appearing, having an electronic document management policy (PGD-E) is fundamental for any type of company or organization.
It has become an essential and very useful tool,since it will be responsible for setting the guidelines that a company or organization must follow, when creating and managing all those electronic documents that they use in their day to day.
In fact, as established in Article 21 of the National Interoperability Scheme (ENI), all public companies will be obliged to draw up their own PGD-E.
“The management of electronic documents arises as a response to the new conditions of information in companies”.
Aware of its importance, in AYCE Laborytax we will share a series of basic tips that will be of great help when developing the electronic document management policy of a company.
Create your roadmap
When defining an electronic document management policy in a company, you have to meet a series of essential requirements. To do this, it is best to create a roadmap, in which all those requirements to be met are reflected, whose main objective will be to guarantee the correct implementation of the PGD-E.
This roadmap should have three different phases:
Phase 1: Approach
The first point to develop the electronic document management policy of a company, it is essential to have the involvement of the people who have been in charge of promoting the initiative. Otherwise, there is no point in getting the project off the ground.
It is necessary to seek support, the more the better. The most important thing is to have the support of those areas of the company that are responsible for the management of files, as well as technology or information technology.
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Phase 2: Development of the work
When starting to develop the PGD-E, it will be necessary to define a series of basic criteria within the marked work plan.
- Model type:at the beginning of the development of the PGD-E, it can be based on the model type edited by the current General Secretariat of the Digital Administration. This model lays the foundations for the electronic document management policy, and is in full conformity with the National Interoperability Scheme.
- Discussion and negotiation: the next step will be to negotiate all the aspects that affect the PGD-E, taking the necessary time to do so. Here the most effective thing is to prepare a draft and disseminate it among the different people involved in the elaboration of the electronic document management policy, so that they can make their own proposals. Afterwards, they will be analyzed in a group and which ones will be part of the draft will be evaluated.
- Consensus:it is important to meditate on the approval ofthe document, so it is worth desting the necessary time to consensus, with the aim of seeking those common points on which the whole organization agrees.
- Result: It could be the case that no person fully identifies with the result of the PGD-E. This would not be a problem, as long as it was accepted and considered valid by most.
Third phase: Implementation
Here it would be necessary to differentiate whether the company has developed the electronic document management policy solely to comply with the legislation, or whether on the contrary it has been carried out with the aim of improving the processing and management of electronic documents.
“Once the PGD-E has been developed, it will still be implemented to make it effective.”
In the first case, with the second phase it would have been finished, but in the second, there would still be the implementation phase. If this is your case, pay attention and take note.
Dissemination and training
To implement the PGD-E you first have to spread it among the different areas of the organization,to make sure that all the staff will know it. Here training is also important, and it will ensure that all people understand it.
Once it has been informed of its implementation, it will be time to give way to practical application and put it into operation definitively.
The law states that the functioning of administrations must be exclusively public,and perfectly interoperable with each other. Hence the importance of the PGD-E, which will be responsible for managing electronic documents, as well as the organizational and functional changes that must be carried out.
The electronic document management policy sets the tone for starting a path, but then it is essential to follow that path to ensure that it is complied with.
That said, once the PGD-E has been approved, it does not finish its task, since it is essential to implement it with clear objectives to be met, as well as to create a specialized body for the periodic monitoring of the PGD-E.
The National Interoperability Scheme obliges all public and private companies that follow a communication process through electronic documents to develop their own Electronic Document Management Policy.
Take note of the guidelines that we have discussed in this article, and if you have any questions, contact our professional advisors of AYCE Laborytax.