Barcelona City Council has established a platform for information management as part of a project that aims to meet the objectives of the current mandate of the council relating to eGovernment, where the implementation of the electronic record is key. In the same vein, and to achieve the aforementioned objective, the Barcelona City Council has adopted a platform which makes available management tools and organizational processes and storage of records but supports the Document Management and Digital Asset Management file.
The investment project has represented a party of 600,000 euros, for a few concepts that include the acquisition of hardware infrastructure and Documentum suite licenses.
The different phases of implementation have been developed taking into account a number of factors. As explained by Lluís Olivella, “first, have been identified by staff of the Barcelona City Council file a classification scheme and associated metadata, to allow, from the beginning of a file, can proceed final classification and to provide it information that will subsequently facilitate the life cycle of records. ” But on the other hand, the IMI has made the development of a software (Framework document) that facilitates the interaction of different records management applications with the Records Management Subsystem (Documentum). This allows developers do not need to know the API (Application Programme Interface) and wean Documentum specific application development for a particular product.
Finally, we have developed various records management applications (EOBR, eOcupación of Public Roads, Inspections, eContrato, eSubvenciones, …) using the framework document.
The benefits are seeing are related, in the words of Lluís Olivella, with the fact that technological infrastructure is being pivotal in the implementation of the different local electronic records, and is impacting positively not only in reducing the role, but also a reduction in processing times, “is estimated to save more than 20 tons per year in paper generation and that will reduce internal processing time by 30% on average,” the official said.
Keep in mind that until the last two years, records management, including processing flows (workflows), was done by developments in client / server technology tailored by the Institut Municipal d´Informàtica de l´Ajuntament de Barcelona .
The document management project based on EMC Documentum is part of the Technological Plan Ajuntament de Barcelona. He describes the manager, who said “has done a great deal of internal transformation in recent years. This effort plasma exchange in Barcelona 2.0 Plan, which defines a new model of management and which includes different areas of municipal management and process redesign, and where, indeed, seen as one of the driving forces of e-Government Plan and the Plan Information Systems and Telecommunications, which is key electronic record and all common services management electronics, such as electronic document. “
Among the innovative projects under way also contains a comprehensive e-Government strategy that includes, besides the electronic file, the common development of eGovernment services for different records, electronic signatures or Portafirmas, as a clear example. Furthermore, and from the standpoint of interaction with citizens and businesses, we have tried to enhance the multi-channel in attention, launching ever more fully electronic services, the processing of building permits is an example of this, and offering simple steps via mobile.
It also provides the manager of IMI other data, is that, in addition to the electronic record and all procedures are available through the portal of more than 800 Procedures-processing options, “has fostered the exchange of data and other certificates government, estimated at more than 295,000 a year. “The interoperability platform means not only saving time for governments but also for individuals and businesses avoiding travel documentaries and multiple inputs,” says Olivella, who emphasizes the beginning “of a strategy of proactive services, integrating or making arrangements simple, the service of ´Welcome to Barcelona´ integrated into one intended citizen, the change of address, more than 10 procedures commonly associated with this management. “
As the number of internal users who must serve as the solution goes to the heart of municipal activity, impact on virtually all council staff, central departments, districts and autonomous bodies, about 8,000 people.
The Manager of the Institut Municipal d´Informàtica de Barcelona City Council wants to highlight how the City is continually innovating in terms of new needs identified in the different municipal areas and the evolution of technology. In the area of application development, is committed to Java technology. Net and SAP (and most important), and takes into account open source software solutions.
The ICT budget of the consistory, counting the ICT staff, current expenditure and investment, is about 60 million euros per year on average in the mandate from 2008 to 2011. This item enables to carry out initiatives considered as pioneers. Thus, as pointed Lluís Olivella, “The City Council has pioneered the launch earlier this year its second data processing center, which we consider key to support the growing needs of processing capacity, as establish systems for redundancy and continuity of services, essential in e-Government projects, which require levels of availability much more stringent than at the time of paper. “
The public agency has launched one of its flagship projects which basically consists of the introduction of two paths for the deployment of WiFi networks, one for citizens, Barcelona WiFi, and other municipal staff, WiFi Public Roads. “With WiFi SmartCity streets or have deployed a network access municipal WiFi Mesh, which complements the existing fiber optic backbone and local organization provides the base for the development of municipal broadband in the street, key intelligent management of municipal services, which has been called the Smart-City “says Olivella. In turn, highlights some other benefits of the services that operate broadband network, “that increase the quality, performance, flexibility and reliability, and, therefore, favor an objective improvement of the services the Barcelona City Council offers the public. “