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Implementation of Document Management (e-Filling)
Ministry of Trade Republic of Indonesia
Overview Directorate of Imports:

Based on Presidential Regulation No. 9 Year 2005 regarding Position, Duty, Function, Organization and Administration of the Ministry of the Republic of Indonesia, the Director General of Foreign Trade has the task to assist President in performing government's affairs in the field of foreign trade.

While based on the organizational structure of the Directorate General of Foreign Trade Directorate has the task to import policy formulation, standardization and technical guidance and evaluation in the field of import.

As a consequence of doing basic tasks and functions, the Directorate imported produce and manage a lot of documents. Good artists copy services, proposals, licensing and others. Up to this time the documents were organized and managed well, although still relying on the process and the storage manually.

Over time, these documents become so numerous that in some extent resulted in difficulties in managing and storing. In accordance with the basic tasks and functions in serving the importer companies, very often employees access Directorate documents relating to the company. Thus quite natural if these employees back and forth between the service room with storage space of documents. Also the time to manage (search, storage, categorization) becomes less efficient, as well as where to store the manual is no longer effective.

The Solution is Implemented :

PT. Flare Amarta Solusindo trusted to implement the document management system (e-Filling). The work done is:

1.	Creating and implementing e-Filling system that consists of Hardware, Software Support, and e-Filling Applications and operators / users.
2.	Media transfer from hard copy documents into digital files in PDF format with the content and attributes including indexes.
3.	Upload all the digital media files into the application in the categories and groupings which facilitate searching and access from every desk staff with a computer connected to the server application.

Benefit Obtained :

With the implementation of import document management solutions with e-Filling, some benefits for the Directorate of Imports, among others:

1.	Storage efficiency because all the documents into digital files stored on one server. While the original documents transferred to the warehouse. Access to information in the documents no longer need to use hard copy documents physically, but enough of the application of e-Filling.
2.	Usage time efficiency, users no longer need to leave the workplace to the archive storage room only to access the information contained in the document. Search information can be done simply by typing a keyword and a single mouse click.
3.	Ease of access to information contained in the document, it is most felt in this particular document search and access documents for "travel" to and from employees storage space of documents, can be eliminated.
4.	The existence of backup data / information. In addition to hard copy documents, the Directorate also stores and has a digital file to backup data and documents when things happen to unwanted storage room or going to the physical document.

Function and Application Features :

To facilitate the management of digital files import documents, e-Filling application features and functions:

1.	Management space, the management of "place" document storage.
2.	Usage time efficiency, users no longer need to leave the workplace to the archive storage room only to access the information contained in the document. Search information can be done simply by typing a keyword and a single mouse click.
3.	Indexing, index of attributes in a flexible document. Users can add, subtract, or update the attribute of the document should be indexed to facilitate searching.
4.	Search, users can find information in the document either by standard keyword or advanced search. Search information can be made of all objects in applications such as: space, categories, attributes of documents, even the contents of the document.
5.	Workflow, the facilities used to manage the life cycle of documents from draft, revision, approval, up to a final document that can no longer be revised contents.
6.	Monitoring and reporting, monitoring and reporting on the status of both documents, quantity, and users.

Screen Capture

Some form of screen capture interface can be seen in the following files : ScreenCapture_e-Filling

More Information

If you need more information about e-Filling solution, please contact us.

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