The paradigm shift that involves the digitization of the entry register and the transformation of the registration assistance offices (OAMR), forces to establish a new form of organization or work in which it is no longer expected to that the paper file folder arrives, but that the file flows by electronic means.

To guarantee this electronic processing, it is necessary to keep in mind, at least, the following aspects:

  • Identify those responsible for each area responsible for accepting or rejecting the entries assigned by the OAMR.
  • The list of people responsible must take into account the holiday periods and identify the people who will have to do this task when the people in charge of this responsibility are not there.
  • It is advisable to articulate, by means of a regulatory instrument (Mayor's Decree, Secretariat instruction, etc.), the maximum period for accessing and distributing this documentation.
  • Once the entry records have been accepted, they must be assigned to the person in charge of that procedure. Therefore, it will be necessary to enable mailboxes in the processing platform provided by each organization, so that public employees can access, through roles, the entries and files pending processing.
Legal Context

Law 39/2015:

Article 16. Records.

"1. Each Administration must have a general electronic register, in which all documents submitted or received by any administrative body, public body or entity linked to or dependent on them must be recorded. It may also be recorded. the output of official documents addressed to other bodies or individuals.

The public bodies linked to or dependent on each Administration may have their own electronic register fully interoperable and interconnected with the general electronic register of the Administration on which it depends.

The general electronic register of each Administration must function as a portal that facilitates access to the electronic registers of each body. Both the general electronic register of each Administration and the electronic registers of each body must comply with the guarantees and security measures provided for in the legislation on the protection of personal data.

The provisions for the creation of electronic registers must be published in the corresponding official gazette, and the full text must be available for consultation in the electronic office of access to the register. In any case, the provisions for the creation of electronic records must specify the body or unit responsible for their management, as well as the official date and time and the days declared non-working days.

The electronic access office for each register must include the updated list of procedures that can be initiated.

2. Settlements must be recorded in the order in which the documents were received or sent out, and the date of the day on which they were issued must be indicated. Once the registration procedure has been completed, the documents must be sent without delay to their recipients and to the corresponding administrative units from the register in which they were received. "

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