VCN- After a long time of e-document use, the Ministry of Finance calculated that by saving 358,643 documents, an average of five pages per document that need send to two coordinated units, the Ministry saves 3.6 million document pages per year.
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The document management and administration programme (eDocTC) has been deployed by the Ministry of Finance at all departments and units since December 2015. So far, after more than three of operation and use, more than 1,624 e-documents have been stored and managed in the system. On average, more than 464,000 documents are stored and managed in eDocTC each year.
E-documents of the Ministry of Finance have been processed throughout units, including the Record and Archives Division of the Ministry, General Affairs- Secretarial Division, Record and Archives Division of units, leaders of units, heads of divisions and officials in charge of handling documents.
Accordingly, all paper documents sent to the Ministry of Finance are updated with management information fields and scanned into e-documents, and recorded in books and sent to the leading units and coordinating units and stored on eDocTC. All documents issued by the Ministry of Finance are numbered, scanned, digitised, stored and sent to the Ministry's offices and General Departments, and 31 ministries and ministerial-level agencies, 63 People’s Committees in provinces and cities and the Central Party Office via eDocTC.
In addition, leadership schedules are also updated and publicised on eDocTC programme. The arrangement and use of cars and meeting rooms are completely managed on the programme. This helps transparency and publicisation in administrative managing, enhancing discipline and rules in public performance.
The programme is not only used in units at ministerial-level agencies, but also is used at departments of the General Department. As of the middle of March, nearly 4.8 million documents were scanned and stored on eDocTC programme at the General Department of Taxation and nearly 1 million documents at the General Department of Vietnam Customs.
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The Programme has basically met requirements on managing incoming and outgoing documents, computerised the processes of document management and archiving management, management of meeting room, car and leadership schedules.
The use of eDocTC also contributes to reducing the cost of printing and photocopying, and save the State budget. From June 1, 2016, the Office of the Ministry of Finance has sent paper documents and e-documents to the host unit and only sent e-documents to the coordinated units. This saves the cost of photocopying about 3,586,430 pages of documents. The number of documents sent to the ministerial-level agencies is 358,643 documents/year with an average of five pages per document, if photocopying each document to send to the two coordinated units, with the application of eDocTC at ministerial-level agencies
By Hong Van/Ngoc Loan