Cross Government Digital Document System

ICTA will implement the Cross Government Digital Document Management & Internal Workflow System with the vision of “digitization of government services where they can play a vital role in transforming national infrastructure through innovative technologies, to kick start the economy and provide great customer experience”.

The project
The Information and Communication technology Agency (ICTA), the apex ICT institution of the Government, functioning under the purview of Ministry of Telecommunication and Digital Infrastructure is in the process of implementing range of projects to enhance government services in order to provide efficient, effective and secure services to the public.

As part of this initiative of “Digitalization of Government”, ICTA intends to implement a Cross Government Digital Document Management & Internal Workflow System to function across the Government organizations, comprising all the Ministries and Departments. The objective of implementing a Cross Government Digital Document Management Platform is to reduce cost and time in accessing and storing paper based documents. The proposed platforms will further assist Ministers and officials of respective organizations to improve the productivity of services to the general public.
With this computer based document management system, ICTA will empower 80 organizations can digitize their documents and stored them in computer storage for the purpose of tracking and management. This will allow them to provide an efficient and effective public service to citizens.
The cross government digital document management and Internal Workflow system will also be integrated with the Lanka Government Network (link), which will enable the interconnected government organizations providing the opportunity to obtain and access government documents. Storage facility for the project will be provided through the Lanka Government Cloud (link).
During the first phase of the project, ICTA is looking forward to implement the system in 20 government organizations.

The problem that will be solved

It is a notable fact that the use of paper and documents is very high in the government sector. There are number of organizations that are battling with mountains of paper files which are stored in locked office rooms. This has created major issues to the respective government organizations, some of the challenges includes, decaying of important documents, lack of storage space, no mechanism to retrieve important documents in time and also the financial loss they have to endure as a result of allocating good office space as storage space for files and documents.

The benefits
This project will help the government to securely manage the ever-increasing paper documents.  Upon completion, government organizations will be able to digitize and securely store all their documents via the proposed government digital document management system. Further they will be able to search, retrieve and share any documents with the assurance that the security of the respective documents is ensured. With this project, the operational expenditure and processing time of the government service will be drastically reduced and it will guarantee the efficiency and effectiveness of the public services as well.
ICTA is look forward to complete and implement this project by the year 2018.

Current Status
ICTA intends to facilitate an awareness creation workshop on Cross Government Digital Document Management & Internal Workflow Systems prior to the implementation of the project.


Pilot 20 Organizations are as follows:


Ministry of Education
Western Provincial Education Department
Colombo Zonal Education Office
Homagama Zonal Education Office
Piliyandala Zonal Education Office
Sri Jayawardhanapura Zonal Education Office
Gampaha Zonal Education Office
Kelaniya Zonal Education Office
Minuwangoda Zonal Education Office
Negambo Zonal Education Office
Department of Rubber Development
Ministry of Plantation Industries
Police Recruitment Division
Ministry of Skill Development and Vocational Training
Ministry of Higher Education and highways, Higher Education Division
Presidential Secretariat
Ministry of Petroleum Resources Development
Ministry of Ports & Shipping
Ministry of Foreign Affairs (Protocol Division)
Public Service Commission

In Essence

“Increased Higher efficiency and productivity in the government
Eliminate unnecessary expenditure.
Elimination of misuse of government funds
Lower corruption in transactions due to availability of data electronically
A more satisfied citizen services by the government”

A total of 80 government organizations will be implemented with Cross Government Digital Document System. Project will be implemented in four phases. Phase 1 will cover 20  government organizations.