EDocTC software works efficiently

The implementation of a unified document management and administration program of the Ministry of Finance is an inevitable requirement. Photo: H.V.

Interconnection in the whole sector

In recent years, the agencies and non-business units of the Ministry of Finance have deployed software for office work, however, these software have not yet linked and connected in the whole sector, only implemented at the central level. Therefore, the implementation of the unified Document Management and Administration software of the Ministry of Finance is an inevitable requirement.

According to Mr. Vo Anh Trung, Deputy Director of the Department of Financial Informatics and Statistics, the Ministry of Finance, by the end of 2015, the Ministry has installed and implemented the eDocTC software. This program was developed to meet the requirements for document management and directions of leaders including: management of incoming documents, management of outgoing documents, management of reports submitting to the Ministry, management of work records, following the directions of the leadership, ... throughout 4 levels of management, meeting the requirements in the Resolution 36a/ NQ-CP on e-Government.

After one year of implementation, the Ministry of Finance has completed the interconnection of electronic documents between the Ministry of Finance and all units under its management through the Government’s document interconnection system. The number of e-documents exchanged on the electronic communication system in the financial sector is about 300,360, the number of documents exchanged on the Government’s document interconnection system is 8,456.

The Ministry of Finance is a unit that fully applies the main modules of the software, including the incoming document management, outgoing document management, the management of the registration of used cars, the management of the registration and publicization of the use of the meeting rooms on the electronic board. The data of these modules has been fully uploaded to the software. For document management modules, leaders of the Ministry Office have thoroughly grasped the spirit of implementation for the Administration Department, and the Secretariat of the Ministry Office is the focal point to control input and output information of the system, with the spirit of taking the lead in an exemplary manner to implement strictly.

So far, at the Office of the Ministry, 100% of staff have used the eDocTC program. Typical units at the Ministry include the Financial Informatics and Statistics Department, the Administrative Service Department, the State Budget Department, and leaders who have approved the electronic documents replacing the paper documents system.

Ms. Nguyen Hong Ha, deputy manager of the software department of the Department of Financial Informatics and Statistics, said that the core of the success of the project is the communication axis which connects documents of the whole sector to 4 levels. At the General Department of Taxation, the eDocTC program was implemented at 25 departments of the General Department of Taxation, three tax departments in Hanoi, Hai Phong, Bac Ninh and 53 tax branches. At the State Treasury, there are 14 departments, non-productive units of the State Treasury, six provincial and city treasury offices, including Da Nang, Quang Binh, Ha Tinh, Binh Duong, Dak Lak and Ha Giang have applied eDocTC program at level 1; Provincial treasuries have implemented eDocTC at level 2.

Saving hundreds of billions vnd

The eDocTC Document Management and Administration Program forms the foundation for the initial establishment of e-Government under the Resolution 36a in the Financial Sector, while ensuring the interconnection of documents between the Ministry of Finance and other agencies in the sector, between the Ministry of Finance and the Government Office. Thanks to the electronic document interconnection, the time of documents transferred from the sending unit to the receiving unit takes less than 5 minutes, significantly shortening the time of handling work when compared to the previous method.

The Document Management and Administration program has changed the working method from paper document to electronic document, initially being one of the most effective tools for implementing administrative reform, and improving the working efficiency of Financial staff. Currently, almost 100% of incoming and outgoing non-confidential documents of the units applying the software have been scanned on the program. The with the Ministry of Finance alone, the number of incoming and outgoing documents is 160,000 per year, the amount of savings for the state budget on printing and photos is up to hundreds of billion vnd.

As in the roadmap, the Ministry of Finance will expand the eDocTC program in the period 2017-2020 by extending the application of the document management in the whole financial sector from the central to the local levels; ensuring the interconnection requirement, integrating the exchange of documents in the entire financial sector and being ready to collaborate with non-sector units through the integrated standards of the Ministry of Information and Communications. In particular, the important thing of the expansion is to apply 100% of the provincial and district levels of tax collection from Customs to state treasury systems. For units handling a large number of documents and registering to apply at expert level, the General Departments will be responsible to review, and decide on the permission to deploy at the level of specialist when developing the content and scope of the implementation.