Cross-Government Document Management System

The Sri Lankan government recognized a pressing challenge - a substantial reliance on paper documents across its various sectors. This reliance presented a myriad of issues, from the inefficient use of office space for document storage to the decay and loss of vital records. To address these challenges, the Information and Communication Technology Agency (ICTA) took the lead in proposing a transformative solution - the Cross Government Digital Document Management System (DGDMS). This ambitious endeavor aimed to digitize and streamline document management processes within 80 key government institutions. However, despite completing the pilot phase, the project was later canceled.

The objectives of the Cross Government Digital Document Management System (DGDMS) project were to reduce storage space requirements, enhance document security, streamline document workflows, and improve compliance with regulations in government organizations. The primary goal was to transition from paper-based document management to a more efficient and cost-effective digital system.

The scope of the project included implementing the DGDMS in 80 government institutions, divided into two phases. The first phase involved a pilot project in 20 government institutions to test the system's functionality and customize it to meet specific user needs. The second phase aimed to roll out the system to the remaining 60 government institutions.

The outcomes achieved during the pilot phase were substantial. The DGDMS was successfully introduced to the 20 organizations, facilitating efficient digital document management. Notable institutions like the Presidential Secretariat, Ministry of Foreign Affairs, and Ministry of Petroleum benefited from streamlined mail management, protocol division diplomat services, and supplier document management, respectively. Additionally, the project successfully trained 275+ user staff.

Yet, despite the promising start and significant achievements in the pilot phase, the project faced an untimely halt. Financial challenges hindered the continuation of the vital scanning and digitization phase. This setback highlighted the critical role financial backing plays in executing large-scale transformative projects, underscoring the need for sustainable funding models for such initiatives.