Digital Transformation of Document Management at the Institute for Urban Development (IDU)
The Institute for Urban Development faced a fragmented document management environment characterized by manual processes, limited traceability, outdated technologies, and difficulties complying with regulatory requirements. These challenges negatively impacted operational efficiency, institutional transparency, and timely access to critical information.
BENEFITS
- 60% reduction in document processing time, improving response and internal service levels.
- 80% elimination of manual document intake processes.
- Document retrieval in under 30 seconds, improving access to both historical and current records.
- 40% increase in administrative staff productivity, driven by automation and digitization.
- 24/7 access to electronic documents, enabling remote work and regulatory compliance.
Root Causes
The situation was driven by the absence of a comprehensive document management strategy, limited technical capacity in electronic document management, budget constraints for acquiring modern technologies and training, organizational resistance to change with a continued reliance on physical processes, and obsolete, disconnected information systems.
Solution
A centralized electronic document management ecosystem was implemented using ORFEO as the core platform, configured and customized to align with IDU’s institutional processes. The solution included integration with existing systems and the development of specialized functional modules covering automated document intake and correspondence, workflow automation with alerts and SLA control, electronic file and case management, regulatory-compliant electronic archiving, end-to-end management of citizen requests (PQRSD), and advanced reporting with dashboards, KPIs, and audit trails. Complementary components such as mass digitization with OCR, a secure digital signature platform, and a public transparency portal compliant with Law 1712 completed the transformation, supported by a robust and scalable open-source technology stack.
