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Towards the full digitisation of EU document exchange

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Document repository services for EU policy support

When is this action of interest to you?

Your organization is looking for a solution to store documents in a secure way, manage them along their whole lifecycle and automatize workflows related to EU policy support. The document repository and web services meet your needs.

What is this action about?

EU Member States, the European Commission and other European Institutions create, exchange and store millions of business and legal documents each year.

Many of these documents are exchanged in full digital format, while for others there is a hybrid combination of digital and paper (scanning of paper inbound documents, or electronic storage of copies of outbound paper documents).

This project aims to set up common document management operations, particularly in cross-border IT systems used to support EU policies. It will do so by making Document Repository Services (DRS) available to Member States' public administrations, European Institutions and other organisations, based in best practices from European Commission’s central electronic document management system (HERMES) and its open source multilingual document exchange platform (CIRCABC).

HERMES, which currently has already more than 40 000 users, has been the model for the development of DRS. HERMES is compliant with European Commission rules in Document Management (e-Domec)

DRS is a reusable component with two dimensions: document repository structure and a series of services allowing the manipulation of documents in a secure way.

CIRCABC provides internal and external interest groups with a private web workspace to collaborate on common objectives and tasks, enabling the effective and secure sharing of resources and documents.

What are the objectives?

  • providing generic document management components for EU policy support that can be used by Member States' public administrations, European Institutions and other organisations;
  • setting up common document management operations, particularly in cross-border IT systems used to support EU policies.

What are the benefits?

Benefit
  • Streamlining document exchange and archiving processes.
Beneficiaries
  • European Institutions and related organisations
  • Member States’ public administrations
Benefit
  • Economies of scale (infrastructure) and cost savings in development work.
Beneficiaries
  • European Institutions and related organisations
  • Member States’ public administrations
Benefit
  • Compliance (common document management standards).
Beneficiaries
  • European Institutions and related organisations
  • Member States’ public administrations
Benefit
  • More transparent document management procedures in European policy.
Beneficiaries
  • European Institutions and related organisations
  • Member States’ public administrations
Benefit
  • Finding and sharing information more easily.
Beneficiaries
  • European Institutions and related organisations
  • Member States’ public administrations

What are the next steps?

The next steps for DRS are to make the solution Open Source compliant and publish in the Joinup repository, gather feedback from the usage of the solution by the European Competition Network, and find new clients for the solution.

Project core data
  • Project start/finish:
    Q2/2010 to Q2/2015
  • Parties involved: European Commission (DG for Informatics; DG Competition and policy Directorate Generals) and European, national, regional and local bodies
  • ISA contribution: EUR 2 340 000
Want to know more?

Contact the Programme Manager - ISA Action 20900

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