Govt unveils document tracking system

The government yesterday launched a document tracking system that would enable quick access of official documents digitally and reduce use of paperwork among government agencies.
Ndayisaba (L) and Nsengimana listen to a presentation   The New Times/ Timothy Kisambira.
Ndayisaba (L) and Nsengimana listen to a presentation The New Times/ Timothy Kisambira.

The government yesterday launched a document tracking system that would enable quick access of official documents digitally and reduce use of paperwork among government agencies.

A Document Management System (DMS), dubbed ‘e-mboni’, is a computer system used to track and store documents electronically. It is usually also capable of keeping track of the different versions modified by different users.

City of Kigali is the first beneficiary of the system which will cost the government about $1 million (Rwf 665 million) to purchase the technology.

Speaking at the launch, the Minister of Youth and ICT, Jean-Philbert Nsengimana, said e-mboni system will contribute in time management as well as reduce the use of papers. It’s also a foundation of other platforms while delivering better services, he said.

Nsengimana added that the system will improve the inter and intra governmental efficiencies ultimately geared to serving Rwandans in an efficient and effective manner.

“The advantage of the system is that it is flexible and mobile. One can work from wherever they are,” he said. “The system is customised in a way that a document can be tracked where it is and know who is handling it at that particular moment.”

Agencies connected to the network are interlinked through the fibre optic cable. The minister pointed out that the system is secure from being hacked since information stored is highly encrypted and that it can’t breakdown because of internet failure since its connected to the metropolitan local network.

Increase visibility

Prime Minister Pierre Damien Habumuremyi recently announced that government spending on logistics like paper will be reduced by 25 per cent from Rwf2.5 billion to Rwf 1.8 billion saving approximately Rwf 650 million.

The Head of IT at Rwanda Development Board (RDB), Patrick Nyirishema, pointed out that the system is currently deployed in all districts, central and local government offices but only operational in the City of Kigali and five ministries.

“We are training IT personnel in all agencies. This system will increase visibility within the government. This technology has the capacity to host all government agencies,” said Nyirishema.

The document tracking system is hosted by the National Data Centre and, according to Nyirishema, institutions won’t require heavy servers to store the document.

“By June, this year, we want to have this system rolled out in all government agencies across the country and by 2014, we want it to be fully functional,” said Nyirishema.

The Mayor of Kigali City Fidele Ndayisaba said that, “e-mboni has come at a time when we actually needed it. We are already using it and the impact is that several services are being offered effectively using less papers and saving time. Files are more secure and are directed to the rightful handler.”

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