Asturias' regional Archive Management and Information System (SIGIA)

From the perspective of Archival Records Administration, what occurs in modernization plans is that back office processes supported on redord management systems generally finalize with the resolution of the matter under process and take the form of files (either physical or electronic), i.e. record accrediting the rights and obligations that respond to the ordered accumulation of each document generated during the production cycle of the particular administrative activity. However, the records life cycle related to the rights of citizens and organisations implies the need to plan the process of administering such documents, wherein arises the need to incorporate the added values that the archival function may bring to the processes of administrative production. In this respect, since the year 2000 the Government of the Principality of Asturias (Spain) has been fomenting important actions related to the Archival Function in Organizations, one of these being the Principality of Asturias Government Archive Management and Information System (SIGIA).

Policy Context

At a meeting in Lisbon in 2000, the European Council adopted a series of actions related to e-Government, in addition to strategic guidelines related to the supply of public services based on Information and Communications Technologies (ICT). The operational time horizon established was 2010. From the perspective of Archival Document Administration, what occurs in modernization plans is that back office processes supported on document management systems generally finalize with the resolution of the matter under process and take the form of files (either physical or electronic), i.e. documents accrediting the rights and obligations that respond to the ordered accumulation of each document generated during the production cycle of the particular administrative activity. However, the life cycle of the documents related to the rights of citizens and organisations implies the need to plan the process of administering such documents, wherein arises the need to incorporate the added values that the archival function may bring to the processes of administrative production. In this respect, since the year 2000 the Government of the Principality of Asturias (Spain) has been fomenting important actions related to the Archival Function in Organizations, one of these being the international colloquium on “Document Management and Services to Citizens in e-Government (i-Europe 2010)

Description of target users and groups

Citizens and the own organization of the Regional Government of the Principality of Asturias in its management of administrative records.

Description of the way to implement the initiative

As main guideline, the Government of the Principality of Asturias conceived a new management operational model whose aim was to structure a group of functions that, through a progressive development, let to reach an effective organization regarding resources and implementation of administrative procedures. This new organization should be able to consolidate a corporate culture aimed at reaching the excellence in the services provided to citizens.

Technology solution

Capture services, internal access (www.intranet.pa) and external access to general and particular information of administrative actions carried out by the Government of Asturias through the phone number 012; the website www.asturias.es; or requesting information through mobile phone messages.

Main results, benefits and impacts

With the set in motion of technological environments, with the perspectives provided by the E-Government, and the slow elimination of paper formats, a new step has been given in order to transform the documents and archives management into a strategic element for administrative action and into a decisive factor for the own future existence of a digital heritage. This model entails the incorporation of new systems: traditional systems that work with mixed systems of administrative management, working with records in paper and electronic records, along with full digital systems. The traditional records and archives management as an end service is altered to achieve an anticipated management that starts with the own definition of a reliable, authenticated, integrated and accessible electronic record different from previous draft versions and steps. The organization (description, organization, filing, selection and transfer) and the preservation of formats and registers that are not reliable along the time are essential functions that need to be integrated into the own nature of the electronic records at the time of its creation and design of procedures. SIGIA system was conceived as part of an integrated system of administrative production, which under the SPIGA denomination (Support, Production, Information, Archive and Administrative Management System) covered the complete documentary cycle, from the entry and exit register, following the files processing environments, and finishing in the Archives System of the Administration and Government of the Principality of Asturias.

Return on investment

Return on investment: Not applicable / Not available

Track record of sharing

The set in motion of this new system is done in February of 2003, which can be considered the definitive and effective incorporation of archive management in the Principality of Asturias’s Administration to the TIC, until becoming a point of reference at a national and international level. A proof of this is the continuous visits that we receive from other Self-Governing Communities’ bodies to study first-hand our archive management proposal.

Lessons learnt

Importance of a solid backoffice with its integrated administrative activities as a required step to provide services in front office through a multichannel application, based on single data, and with all legal guarantees regarding suitable identification of natural and legal persons that interact with the Government. Scope: Regional (sub-national)