The Document Registration System as a lever for efficiency and transparency in document management. The case of Pescara Energia S.p.A.
Pescara Energia S.p.A. is a company owned by the Municipality of Pescara that operates in the energy and technology services sector for the city. The company manages and coordinates various activities related to energy efficiency and the maintenance of municipal systems and infrastructure, supporting the administration in managing strategic services for the region.
Need
Before introducing a digital solution, incoming and outgoing documents and communications were recorded using traditional procedures.
This approach resulted in slow document flows and growing inefficiencies in information management, resulting in difficulties in archiving and retrieving documents.
In an operational context characterized by a high volume of communications and administrative documents, the company embarked on a process to digitize its document flows to improve efficiency, traceability, and regulatory compliance.
The company therefore needed to adopt an document registration system that complied with regulatory requirements and could:
- digitally record incoming, outgoing and internal documents, emails and certified emails;
- ensure security and transparency in administrative processes;
- allow access to documents from any device;
- reduce costs related to document management and storage;
- ensure that daily protocol records are kept in accordance with the regulations;
- simplify the search and consultation of archived documents.
Goals
The main objectives of the project were:
- streamline and digitize company document flows;
- automate processes related to the filing and management of the document life cycle;
- improve the organization and control of information;
- make access to documentation faster and more intuitive for users.
Benefits and results
The adoption of the ZenShare UP solution has allowed Pescara Energia to introduce a complete document management and document registration system compliant with current legislation.
The platform allows for monitoring email and certified email inboxes and provides advanced document search and classification tools, facilitating access to information and improving operational efficiency.
Among the main benefits obtained:
- greater efficiency in managing document flows;
- quick access to documents via a personal digital desktop;
- elimination of paper protocol registers;
- greater accuracy in document recording;
- increased transparency and data security.
Pescara Energia was able to improve information control and ensure more modern, efficient management that complies with regulatory requirements.
ZenShare UP, Interzen's cloud-native platform for complete document workflow automation
Pescara Multiservice chose Interzen’s IT Protocol for its high usability, platform security, and full regulatory compliance, particularly with the new AgID Guidelines and the Three-Year Plan for IT in the Public Administration.
The software is cloud-native with the Microsoft Azure CSP and guarantees backups every 4 hours with geographic system redundancy and disaster recovery. It has also achieved ACN qualification on the marketplace specifically for Public Administration. ZenShare UP’s cloud-native document registration system protects company data, ensuring it is accessible only to authorized users. It also allows for the traceability of actions performed on documents, preventing unauthorized changes or the loss of data and documents.
Interzen has obtained authorization from the customer to publish the case history online
