Automating Public Sector Processes: Simplifying the Acquisition of Certificates and Documents

In recent years, technology and automation have revolutionized government sectors worldwide. One of the most notable changes is the automation of acquiring certificates and documents. This transformation has brought numerous benefits for citizens and public institutions.

The Traditional Process of Acquiring Certificates and Documents

Before the implementation of process automation, obtaining a certificate or document in the public sector was often a laborious and sometimes frustrating experience for anyone. The process often involved a visit to the local office or responsible institution, where citizens had to complete paperwork, wait in long queues, and submit applications. Then, it was necessary to wait for a considerable amount of time to receive the requested document. This workflow is still in use in some public institutions, making automation a crucial step toward development.

The Advantages of Automation

With the advancement of technology, public institutions are increasingly compelled to shift toward internal process automation, bringing significant benefits:

Increased Efficiency: Process automation allows for online application submission, eliminating the need for physical presence at institutions. This significantly speeds up the processing time of applications and reduces bureaucracy.

Enhanced Accessibility: Citizens can access online platforms to submit their applications at any time and from anywhere. This facilitates the process for individuals living in remote areas or facing difficulties in traveling.

Reduction of Human Errors: Automated processes eliminate human errors that may occur during manual application processing, ensuring accuracy of issued documents and certificates.

Time and Resource Savings: For public institutions, automation leads to significant time and resource savings. Application processing becomes faster and more efficient, allowing staff to focus on other critical activities.

The Importance of Automation in the Public Sector

The automation of the acquisition process for certificates and documents has a profound impact on government efficiency and transparency. This transformation reflects a modern approach to public services, emphasizing citizen satisfaction and simplification of their lives.

Additionally, automation facilitates data collection and management, aiding public institutions in making better-informed decisions and providing personalized services. With the help of technology, it is possible to interconnect various departments and government agencies, facilitating information exchange and cooperation.

The process behind automating the acquisition of certificates and documents in the public sector involves several technical and administrative steps:

• Document Digitalization: To automate the process, the documents and forms required for obtaining certificates and documents must be digitized. This may involve scanning existing documents or creating electronic forms.
• Creation of an Online Platform: The public institution needs to develop an online platform or portal where citizens can access and complete their applications. This portal should be user-friendly and provide clear instructions for completing the applications.
• Online Application Submission: Citizens can access the online platform to complete and submit their applications. These applications are entered into the system using electronic forms, where the applicant provides all necessary information.
• Data Verification: After the application is submitted, the automated system verifies and validates the information provided by the applicant. This step may involve identity verification and information authentication.
• Automated Application Processing: Validated applications are then automatically processed by the system. This may include the automatic generation of certificates or documents in compliance with legal and regulatory requirements.
• Applicant Notification: After the application is processed, and the documents are ready, the applicant receives a notification via email or through the online portal, informing them that the documents are ready for download or personal pickup.
• Issuance of Electronic Documents: The requested certificate or document is issued in electronic form and can be downloaded or printed by the applicant from the online platform. The electronic document holds the same legal validity as its physical counterpart.
• Data Archiving: All data related to the application, including issued documents, is stored in a secure database. This digital archiving allows easy access to documents for both the applicant and authorities in the future.
• Data Security: Ensuring data security is a crucial aspect of the process. All personal information and documents must be protected against unauthorized access.
• Monitoring and Continuous Improvement: The automation process must be regularly monitored and improved to ensure its efficiency and accuracy. Citizen feedback and usage statistics of the platform can help optimize services.

These steps may vary depending on the specific legal and administrative requirements of each public institution. However, process automation consistently brings efficiency and convenience to both citizens and government authorities.

In this context, Realworld Systems’ automation solution is an attractive choice, offering a strong combination of expertise in project implementation and process automation. Here are a few reasons why Realworld Systems can be the primary partner in automating data in the public sector:

• Automation Expertise: Realworld Systems has a team of automation experts who deeply understand the specific challenges faced by any infrastructure. These experts have successfully delivered automation and integration solutions, meaning they grasp real-world needs.
• Extensive Experience: With over three decades of experience, Realworld Systems has a solid history and a track record of supporting automation and integration strategies and helping their partners with any challenging request.
• Flexibility: The automation platform is scalable, adapting to the specific needs of each institution.
• Varied Solutions: Realworld Systems can automate both Operational Support Systems (OSS) and Business Support Systems (BSS) operations, providing flexibility and comprehensive coverage for all operations.
• User-Friendly Platform: Realworld Systems prioritizes ease of use and offers an optimized user experience. The low-code platform includes powerful testing and debugging features, reducing the time required for developing and implementing automation flows.
• Support for Human Interaction in Automation: In an operational environment, 100% automation is not always achievable. Through its delivered solutions, Realworld Systems helps deliver quality and includes human users in the automation flows for managing complex cases.

Overall, Realworld Systems is a valuable partner for the public sector, offering solutions and services that can optimize operations and enhance efficiency in a complex and ever-changing environment.