Abstract:

The implementation of a Document Management System in a organization lies in the foundations of its success, which implies serious and profound changes to them. Document Management Systems are based on information management, and its implementation tries to dematerialize, optimize and simplify the internal processes. Over the last years many public institutions, including municipalities, have embraced several projects concerning administrative modernization. Among these projects there are cases which include Document Management Systems implementations, aiming at optimizing processes, reducing costs and improving interaction with citizens. This article begins with a short literature review, followed by a presentation of a case study on the initial implementation of a Document Management System at Penacova (Coimbra, Portugal) City Council. Later,  feedback on the Document Management System implementation and usage experience obtained from a questionnaire delivered to some users of Penacova City Council are presented.