Document system compatible with transparency regulations (ES0126)

4.1.1. Document Management System of the General State Administration

Brief description

Design digital tools based on the principle of transparency from the outset, such as a document management system for the General State Administration, which facilitates compliance with transparency obligations. This tool must coherently integrate document and archival policy, document standardisation criteria and clear and easy language guidelines, thereby promoting accessible, standardised document management geared towards citizens and facilitating transparency by default.

Objectives

Have a Document Management System or alternative system that allows for the establishment of an Electronic Document Management System (SGDE) and an Electronic Archive Document Management System (SGDEA) within the General State Administration (AGE), linked to each other and supported by a Procedures Register. These systems will enable the implementation of a common electronic document management policy throughout the AGE, ensuring the traceability, preservation, access and reuse of documents throughout their life cycle.

Regulatory adaptation to document management:

Study and, where appropriate, promote the adoption and adaptation of the necessary regulations to define the guiding principles of a comprehensive document management system that is consistent and aligned with current requirements in terms of transparency and information governance. Among other aspects, attention should be paid to the provisions of the Tromsø Convention, which recognises the right of access to public documents and requires that such documents be duly registered in order to facilitate their accessibility and management in accordance with standardised criteria.

The regulations should particularly integrate the two aspects of the principle of transparency:
• active publicity, as the obligation to publish relevant information on registered public actions in a systematic and accessible manner, and
• the right of access to public information, as a subjective right of citizens.

Within this framework, it is proposed to recognise and incorporate two key principles to guide the design and operation of the system:
• The principle of transparency by design, which ensures that document management incorporates criteria of accessibility, traceability and accountability from the outset.
• Principle of open data by design and by default, ensuring the generation, structuring and dissemination of information in open and reusable formats, facilitating proactive access in accordance with current openness standards.
Linking of institutional repositories:
The effective integration of document repositories with the National Open Data Catalogue will be promoted, ensuring that published information is available in open and reusable formats, in accordance with the provisions of the Law on the Reuse of Public Sector Information and the Transparency Law.
In addition, progress will be made in improving the dissemination of the Administration's documentary heritage from a perspective of transparency, interoperability and user orientation, placing citizens at the centre of access to and use of public information.

Clarity of administrative language:
The use of clear and accessible language will be consolidated in all administrative documents and interfaces, with the aim of ensuring that public information and services are understandable to all people, regardless of their ability, gender, ethnic origin or any other condition. This approach will contribute to improving transparency, encouraging citizen participation and promoting greater equity in
the relationship between the administration and society."