Mobile supported and process enabled electronic document management system for local municipalities


Bakirli G., BİRANT D., Mutlu E., Denktas L., Çetin D., KUT R. A.

Proceedings of the European Conference on e-Government, ECEG, pp.42-50, 2014 (Scopus) identifier

  • Publication Type: Article / Abstract
  • Volume:
  • Publication Date: 2014
  • Journal Name: Proceedings of the European Conference on e-Government, ECEG
  • Journal Indexes: Scopus
  • Page Numbers: pp.42-50
  • Keywords: Applications of local government, Business process management, e-Government software solutions, Electronic document management, Urban informatics
  • Dokuz Eylül University Affiliated: Yes

Abstract

© 2014 The Authors.Local Governments are responsible for managing hundreds of processes and documents which are created while operating citizen and town services. This situation creates a need for an automatic management system for documents and processes. This study proposes a new model for local municipalities, which includes three systems: (i) an Electronic Document Management System (EDMS), (ii) Business Process Management (BPM), (iii) an Urban Communication System (UCS); and two components: (iv) Optical Character Recognition (OCR) and (v) Electronic Signature (E-Signature). In our model, manual document-oriented processes are going to be automated and document routing is going to be established by combining both an EDMS and BPM. The proposed model in this study can manage a business process which contains steps for creating, accessing or searching an electronic document and can provide a roadmap for a document in the workflow process. In this model, it is also possible for a citizen to initiate a document-oriented process through a native mobile application. A UCS provides mobile services for citizens. The purpose of this study is to make document-oriented processes and roadmaps more organized, efficient, reliable, economical and faster in local municipalities. The research in this study has been undertaken by developing software which was implemented using new / recent techniques and technologies, such as Service-Oriented Architecture (SOA) and rich Internet applications (RIAs). Via the proposed system, management of documents and processes is easier, faster and more reliable than traditional methods. This paper also presents the results of functionality tests performed on the proposed EDMS to show that it provides the rules, terms and conditions defined in Turkish Standard Institute (TSE) 13298 Document Management Standard.