The digital administrative structure is the framework that organizations rely on to organize and manage electronic operations and data effectively. This article aims to review the best practices for organizing the digital administrative structure, with a focus on the importance of electronic archiving, and the role of advanced digital systems in enhancing efficiency.

What is the digital administrative structure?

Digital governance is defined as the system that enables organizations to organize their operations, information flow, and resource management through advanced digital technologies. Through governance, organizations can move from traditional paper-based systems to electronic systems that rely on automation and better data management.

The importance of the administrative structure stems from the ability to:

• Improve operational efficiency and reduce the time it takes to complete tasks.
• Facilitate access to and sharing of information quickly and securely.
• Reducing human errors by automating administrative procedures.
• Enable management to make decisions based on accurate and timely data.

Important statistics about the shift to digital management

According to recent reports, organizations that have adopted modern digital systems have experienced:

• Increase operational efficiency by up to 40%.
• 30%-50% reduction in administrative errors thanks to automation.
• Save up to 25% on operational costs due to reduced reliance on paper documents.
• 35% increase in customer satisfaction due to faster response and order processing.

These statistics underscore the importance of adopting an integrated digital management structure as a means of improving performance and enhancing competitiveness.

The development of electronic archiving and its role in the digital administrative structure

Electronic archiving is one of the pillars of the digital administrative structure, as it works to organize electronic documents and transactions in an effective and secure manner. The advantages of electronic archiving are:

Ease of access: Enables quick search of documents using keywords, reducing the time wasted on traditional searching.

Data Security: Provides advanced levels of protection against loss or hacking.

Reduce costs: Reduces the need for paper storage, saving resources and lowering operating expenses.

Compliance with regulations: Helps meet legal requirements for document retention.

Best practices for organizing electronic documents are:

Create a clear folder structureUse labels that reflect the nature of the content and make it easy to categorize.

Use smart keywords: To enable quick file search.

rely on backups: To avoid data loss due to technical failures or cyber attacks.

How to Choose a System to Manage Your Digital Administrative Structure

Digital systems are the main driver of any effective digital administrative structure, so when choosing an electronic transaction or document management system, it is necessary to consider the following points:

There are several features to look for, which are:

Process automationThe system should provide the ability to automate administrative tasks to reduce manual effort.

Flow management: Facilitate tracking of transaction status at all stages.

Accurate reports: Enable management to obtain detailed reports that support decision-making.

Providing security: Protect data from hacking or unauthorized modification.

Best Practices for Enhancing Digital Governance

There are several digital administrative structure practices, including:

1. Staff training

Training employees on new systems is an essential part of any digital transformation process. Comprehensive training courses should be provided to ensure everyone knows how to use the system efficiently.

2. Continuous performance evaluation

Review the performance of systems and procedures periodically, identify areas that need improvement and work on developing them to ensure maximum benefit from the digital administrative structure.

3. Adopting a culture of continuous improvement

Encourage employees to make suggestions for improving processes and systems, and be open to adopting new technologies that fit the changing needs of the organization.

4. Measuring ROI

Monitor the financial and administrative benefits that the organization achieves through the digital administrative structure, and compare them with the costs to evaluate the success of the digital transformation.

Digital management structure is not just an option to improve efficiency, it is a necessity to ensure survival in a constantly changing competitive business environment. By adopting best practices and using advanced systems, you can transform your organization into a model of modern management, helping you achieve your goals quickly and effectively.

Systems for managing the digital administrative structure

Digital administrative structure management systems help organizations improve their efficiency and organize their operations in an integrated manner. These systems include the following:

Document Management System (Document Management System – DMS)

A system that helps in storing, organizing, and retrieving digital documents. The advantages of the system are:

Electronic archiving: Save documents in digital formats with easy access.

Quick search: Using keywords and filters.

Security: Allows you to control access to documents and protect them from unauthorized modification.

integration: Possibility of integration with other systems such as email or accounting systems.

Examples:

Docsuite: Provides workflow automation with cloud storage.

M-Files:Features data-driven document management.

Workflow Management System (Workflow Management System (WMS)

A tool for managing the processes and procedures that tasks go through within the organization. The advantages of the system are:

Process automation: Reduce manual labor and increase efficiency.

Task Tracking: Monitor the status of tasks and processes in real time.

Automatic notifications: Alert employees of deadlines and required actions.

Examples:

Kissflow: Easy to use interface with customizable workflow.

Nintex: A flexible tool that supports complex operations.

Enterprise Resource Planning System (ERP)Enterprise Resource Planning – ERP)

An integrated system that links all departments of the organization, such as human resources, accounting, and production. The advantages of the system are:

Comprehensive integration: Provides a unified view of all processes.

Instant Reports: Provides accurate reports to support decision making.

Efficient resource management: Helps in planning and allocating resources effectively.

Examples:

SAP: Provides comprehensive solutions for large companies.

Odoo: Open source system suitable for small and medium businesses.

Customer Relationship Management System (Customer Relationship Management – ​​CRM)

A tool that focuses on organizing customer data and managing the organization’s relationships with them. The advantages of the system are:

Customize services: Analyzing customer data to deliver a superior experience.

Track sales: Follow the customer life cycle from the beginning until the purchase.

Marketing campaign management: Improve campaign performance based on accurate analytics.

Examples:

Salesforce: An integrated platform for sales and customer service.

HubSpot: Offers free and paid tools for customer management.

Project Management System (Project Management System – PMS)

A tool that focuses on planning and implementing projects within the specified time and budget. The advantages of the system are:

Timeline planningOrganizing tasks and distributing them to teams.

Resource management: Monitor resource usage to ensure budget is not exceeded.

cooperation: Allows teams to work together regardless of their locations.

Examples:

Trello: Relies on visual boards to organize tasks.

Microsoft Project: Provides advanced project management tools.

Administrative Communication Management System

Custom system: Organizes the internal and external correspondence of the institution.

Manage incoming and outgoing mail: Archiving and tracking correspondence.

Integrate with email: For easy sending and receiving of documents.

Security and confidentiality:Encrypt sensitive communications.

Examples:

Doc Sweet (DocSuite):Provides intelligent correspondence management with high integration between documents and workflow.

M-Files Admin: Allows you to manage correspondence in a secure and organized environment.

Enterprise Content Management System (ECM)Enterprise Content Management – ​​ECM)

A comprehensive system for managing all types of digital content within the organization. The advantages of the system are:

Comprehensive organizationSupports documents, images, videos, and more.

Legal Compliance: Facilitate compliance with record keeping regulations.

Automatic archiving: Customize and manage content.

Examples:

Alfresco: Supports open source content management.

OpenText: Suitable for large companies that require advanced solutions.

How to choose between systems?

Large organizations need systems.ERP or ECM, while small businesses may rely on CRM or DMS, and the choice of system depends on the primary focus, whether it is project management, customer relations, or documentation.

Ensure that the system can work with your other tools.

Choose a system that can be customized to fit your future needs.

Digital systems for managing the administrative structure are not just technical tools, but rather strategic solutions that enhance efficiency and support decision-making. Choosing the appropriate system depends on analyzing the organization’s needs and ensuring that the system is consistent with its vision and goals.