Several years have passed since the full entry into force of the electronic Administration, the Public Administrations (PA) already apply on an ordinary basis the provisions relating to the electronic general register without coexistence with the paper register.
This means that, in the best case, those entities that did not have an electronic register, have made an effort to adapt to the applicable regulations by creating a general electronic register of the entity that complies with the established requirements. Even the smallest or those with scarcer means.
However, some organizational and functional aspects about electronic registration are listed below.
The paradigm shift brought about by the digitization of the entry register and the transformation of the registration assistance offices (OAMR), requires the establishment of a new form of organization or work in which it is no longer expected to that the file folder arrives on paper, but the file flows through electronic means.
To guarantee this electronic processing, you will need to bear in mind, at least, the following aspects:
- Identify the people responsible for each area in charge of accepting or rejecting the tickets assigned from the OAMR.
- In the list of responsible persons, the vacation periods must be kept in mind and the people who will have to do this task when the persons holding this responsibility are not present.
- It is advisable to articulate through some regulatory instrument (Mayor's Decree, Secretary's instruction, etc.), the maximum term for accessing and distributing this documentation.
- Once the check-ins have been accepted, it will be necessary to assign their processing to the person responsible for that procedure. Therefore, it will be necessary to enable work mailboxes on the processing platform provided by each organization, so that public employees can access (through roles or permissions) tickets and files pending processing.
Law 39/2015: art. 16 and 28
National Interoperability Scheme