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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 available to Member States' public administrations, European Institutions and other organisations components of the European Commission’s central electronic document management system (HERMES) and its open source multilingual document exchange platform (CIRCABC).

HERMES, which already has more than 40 000 users today, has been prepared through continuous development to evolve and to expand its scope to new user groups.

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 is our approach?

Project phases:

  • business requirements analysis regarding the document management needs of national and European public administrations in an EU policy context;
  • feasibility study to analyse the reusability of HERMES services and/or CIRCABC components;
  • development and assistance for implementation, making available the reusable components and web-services that currently exist in HERMES and CIRCABC and then re-engineering them to reuse the best components of each and extend where necessary. An open-source version (CIRCABC) will be made available to Member States.
Project core data
  • Project start/finish:
    Q2/2010 to Q4/2013
  • Parties involved: European Commission (DG for Informatics and associated services)
  • ISA contribution: EUR 1 800 000

Contact the Programme Manager - ISA Action 20900

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