Page 28 - U4SSC Simple ways to be smart

Where cities can, they should take advantage of existing, off-the-shelf systems, particularly where
such systems have been successful in similar cities. However, even resource-constrained cities
can make use of low-code development platforms to create their own customised systems. Such
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platforms make it easy for organisations to create efficient digital solutions without the overheads
of more traditional systems development. Using agile and visual development, it is possible
to prototype an idea in minutes and evaluate its feasibility. Applications can be developed for
processes in any organisation using drag and drop to develop interfaces and process flows. Staff
of non-technical disciplines such as Human Resources and Accounting have developed web and
mobile applications with little assistance. Effectively these platforms reduce the skill level needed
for software development, overcoming skill shortages creating employment opportunities, and
increasing flexibility and innovation.

Case 1: Electronic document and record management

The problem

Many small cities continue to provide services using traditional processes. Typically, this means that
a resident must go to an office and make a request using paper forms. A file is created for each
request and these files are passed from one functionary to the next as the request is processed.
Such processes are time-consuming and resource-heavy, requiring a large staff contingent to
interact with residents and costly filing and storage resources. They are also prone to errors and
physical files can easily get lost.

The small city of Ronda in Spain, with around 35 600 inhabitants, is a good example. In 2015 this
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city switched to an Electronic Document and Record Management System (EDRMS) to improve
services to residents and to gain efficiencies in the municipality. Such systems can be costly and
are often seen as beyond the resources of small cities, but a system that is provided as a service
means that the city does not need to buy or maintain computers and does not need specialist skills
to configure or run the service.

The solution

Gestiona is a cloud-based Electronic Document and Record Management System (EDRMS) that
is provided in Software as a Service (SaaS) mode to the city of Ronda. The system allows local
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administration processes to be automated in an easy and user-friendly way. Its main features are:

• Digitization of documents and creation of electronic documents and folders, compliant with
European and Spanish national standards.

• Documents are stored in a hybrid cloud that can be accessed from any location with an Internet
connection.

• Electronic sharing of documents between city departments.

• Electronic signature of documents using digital certificates.

16 U4SSC: Simple ways to be smart