INTEGRATED DOCUMENT MANAGEMENT SOLUTION FOR THE LOCAL GOVERNMENT

In this paper we present system analysis and design elements for the integrated document management solution at local governing authorities in the rural areas. While specifically dealing with the actual management of the Agricultural Register, an important primary unitary evidence document, we also keep a general character of the discussion, in order to argue for the generality of the proposed solution. Hence, for the identified and described problem space we propose an administrative and software infrastructure solution. This work is an empirical research in which our aim is primarily to identify key problems within the local governing authorities from several perspectives concerning the management of the Agricultural Register then to address those problems with an integrated document management system. For the proposed solution we give and argue the general system architecture and describe the key-mechanisms that support quality requirements. The relevance of this research concern is given by the impact of the actual Agricultural Register management on important stakeholders. This can be measured as the satisfaction felt by taxpayers and the performance of the local governing authorities, the Financial Administration, the Agency of Payments and Intervention in Agriculture and the Ministry of Agriculture and Rural Development. This work is also intended as a start-point for a new, modern thinking of the governing authorities in their pursue to improve public services. For this, in our work we highlight the importance of complete system analysis at all administrative levels as a main priority concern for all public managers. Our aim is the improvement of the public service by rising the awareness of the decision makers on the necessity of using integrated document management solutions for the provided services. Also, our work aims at increasing the efficiency with which nowadays, governing authorities invest public funds in various IT projects for the management of their services. For this, we highlight the importance of documenting quality requirements during system analysis.