Archiving Management by gyb20631

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									FROM ELECTRONIC ARCHIVING TO KNOWLEDGE MANAGEMENT

CONTACT INFORMATION
contact organisation: Chambre des Deputes
contact city: Luxembourg
contact country: Luxembourg
contact telephone: +352 46 69 66 612
contact fax: +352 220 230
contact email: jgrotz@chd.lu
contact website: www.chd.lu


DESCRIPTION OF THE BEST PRACTISE CASE
sector: Central and Regional Government
Is the project a joint venture? No
What key words would you use to describe this project? Electronic document management,
workflow, knowledge management, IT technologies
What can the participants of 3QC learn from this best practice case? From an electronic ar-
chiving system, IT-services of Luxembourg's Parliament have grown into an integrated
knowledge-management system where members of parliament, their assistants and parlia-
mentary staff have web based access to all relevant information for their work through a
dedicated portal.


THE AIMS OF THE PROJECT
What are the aims of the project? To provide simple and comprehensive access to all rele-
vant information on a 24 hour basis from any location and organize the flow of documents
within the Parliament and towards its users.
Have these aims been quantified? No
Are the aims recorded? Yes
Where are the aims recorded? Before every phase of the project a study was carried out to
define the objective of the phase (electronic archiving, knowledge management, etc.).


THE IMPLEMENTATION
What steps were taken to achieve the aim? 1. To ensure that the system would respond as
closely as possible to the needs of the users working groups identified possible sources or
internal and external information 2. A knowledge center was set up manage and monitor the
contents of the Knowledge management system.
Describe if and how the project was structurally embedded into the business operations:
The responsibility for the project resided with the "Bureau de la Chambre des Deputes" com-
posed by the President, the Secretary General and Members from all political groups repre-
sented in the Parliament. Monitoring of the progress was achieved through an "ad hoc" steer-
ing committee.
Specify (to benefit the learning effect) the primary obstacles during the implementation of the
project. How were these overcome? Negative attitudes of some categories of the targeted
users were overcome by involving in the analyses.
Were there positive or negative side effects? The offered IT services are accepted by all
Members of Parliament. Transparency of the work of the institution towards the public is also
improved through the fact that citizens have also better access to all relevant parliamentary
documentation.


THE RESULT
Has an evaluation by citizens (or companies) been conducted? Yes
If so, explain the results of the evaluations: Citizens and professionals have access to large
parts of the archiving system, thus allowing them to evaluate the system and take advantage
of facilities offered to the members of Parliament themselves. Feedback from these external
users is generally positive.


THE INNOVATION AND TRANSFERABILITY OF THE PROJECT
Is the project innovative? Explain: Yes, for instance through switching from paper to elec-
tronic forms of documents and creation of a single working space permitting access to all
relevant forms of information.
Is the project transferable to others? Yes
If so, which elements? Electronic document distribution through Push technology, knowledge
management portal, workflow elements.
Did other organisations adapt the whole project or elements of it? No
Are there special factors that contributed to the success of the project? User friendliness and
focus on the users needs.
Why must this best practice case be included in the conference? Luxembourg's Knowledge
Management project illustrates how the efficiency of the work of an administration can be
enhanced through the well planned and targeted use of IT technologies.

								
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