LocationsThis collaborative initiative marks a significant stride in enhancing document processes across government ministries and institutions in Mauritius.
Successful Operationalization of Electronic Document Management System (EDMS) supported by UNDP
December 15, 2023
Dr. The Hon. Anjiv Ramdhany, Minister of Public Service, Administrative and Institutional Reforms, acknowledged the UNDP and the Government of Japan for their technical and financial assistance under the Japan Supplementary Budget.
UNDP Mauritius/Stéphane Bellerose
The Electronic Document Management System (EDMS), executed by the Ministry of Public Service, Administrative and Institutional Reforms and facilitated by UNDP with the financial assistance of Japan, went live on 14 December 2023. This collaborative initiative marks a significant stride in enhancing document processes across government ministries and institutions in Mauritius.
Implemented under the guidance of UNDP with the Japan Supplementary Budget, the EDMS project was conceived to address operational inefficiencies, eliminate impediments associated with paperwork, and modernize systems to guide Mauritius’ public service into the digital era. The overarching vision aimed to streamline document processes, bolster accessibility, and foster efficiency, aligning with the prevailing Work-From-Home protocol.
The collaborative effort demonstrated notable synergy among individuals, departments, and external partners, establishing a foundation for a more responsive and agile government. The EDMS is poised to substantially reduce paper usage, transitioning from conventional manual filing systems to an environment where information is readily accessible through digital means. This transition aligns seamlessly with UNDP's commitment to environmental sustainability and digital transformation.
Beyond operational efficiencies, the EDMS intends to fortify commitments to transparency and accountability. Its capabilities to track document flow, maintain version control, and secure sensitive information are anticipated to elevate the integrity of processes, thereby enhancing public trust.
As this transformative phase concludes, it is essential to underscore that this signifies not an end but a transition to a new epoch. The EDMS will undergo continued evolution, and stakeholders are encouraged to remain actively engaged, offering feedback and insights for ongoing enhancements.
During the celebratory event, The Honourable Darsanand Balgobin, Minister of Information Technology, Communication, and Innovation, highlighted that the adoption of the EDMS not only enhances organizational efficiency but also reinforces the commitment to sustainability by improving the environmental footprint of the public service. He also stressed that “the EDMS project is not an isolated achievement but rather a stepping stone towards a more connected, responsive, and digitally-advanced public service.”
Dr. The Hon. Anjiv Ramdhany, Minister of Public Service, Administrative and Institutional Reforms, acknowledged the UNDP and the Government of Japan for their technical and financial assistance. He stated that the live implementation of the EDMS is intended to reshape the way ministries and public institutions work and interact, notably in the way official documents – which represent the lifeblood of the registry of the government – are managed and streamlined. According to him, “the EDMS will enable public servants to harness the power of data by providing invaluable insights to facilitate evidence-based decision-making.” Minister Ramdhany also informed that 320,000 physical documents were scanned and digitized, transforming 2,364 paper-based files into a readily accessible digital format. User testing and training sessions were also conducted for over 200 officers, who were equipped with the skills and knowledge to effectively utilize the new system.
UNDP commends the ongoing endeavors to develop capacity-building and skills development plans for government officials, with a specific focus on open-source software and effective application maintenance. The EDMS serves as a symbol of the commitment to progress, efficiency, and the provision of government services with excellence. The positive impact of this initiative on the ministry and the constituents it serves aligns with UNDP's vision for a sustainable and digitally inclusive future.