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: email@example.com 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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