Developer | Ministry of Maritime Affairs and Insular Policy |
Project operator | Ministry of Digital Governance |
Budget | € 6,250,580.35 excluding VAT |
What is the object of the project?
Object of the project are the following:
- Archive Digitalisation of the Ministry of Maritime Affairs and Insular Policy, and more
specifically of the archives:
- of the Division of Ocean-going Shipping and more specifically the archive
- of ship registers of Piraeus Central Port Authority, the department of Ships Register and
- of the department of Registers of Maritime and Shipping Companies,
- of the Division for Field B Seafarers’ Training, of the department Boatmasters’
Certificates.
- The supply, installation and configuration of the system for the management of the digitalised archive.
- The provision of other services: control, separation, cataloguing, categorisation, registration, destruction and boxing and transport, where necessary, of the physical archive, as well as other services of digital management of digitalised archive, as, indicatively, separation of digital documents, automatic document indexing, extraction of data from documents.
What is the aim of the project?
Main aim of the project is the modernisation and improvement of the services of the Ministry of Maritime Affairs and Insular Policy, the Seafarers and the staff of the Ministry of Maritime Affairs and Insular Policy, engaged in the handling, control and monitoring of requests, as well as shipping companies and cooperating companies being direct beneficiaries, who will be able to utilise the archives for the faster and more effective service of their requests.
Categories of Beneficiaries
• Seafarers
• Employees of the Ministry of Maritime Affairs and Insular Policy
• Control mechanisms
• Businesses
More specifically, for each category of beneficiaries:
Seafarers
• More direct and reliable access to the required information and documents
• More direct and reliable handling of their requests
Employees of the Ministry of Maritime Affairs and Insular Policy
• Increase in the efficiency through faster handling of digital documents and faster access to information
• Possibility of greater engagement in other aspects of their employment, owing to the relief from handling tasks
• Reduction in the workload related to transactions with the public
• Overall upgrade of the working environment, through digitalisation
Control mechanisms
• Increase in the efficiency through acceleration and reduction in the workload for the handling of cases
• Possibility of greater engagement in other aspects of their employment, owing to the relief from handling tasks
• Improved planning through greater predictability regarding the completion time of pending cases
• Resource savings owing to the decrease in the need for further communication for the
handling of tasks
Businesses
• Strengthening Security of transactions through the increase in speed and
reliability
• Resource savings through the use of digital services
Operation in a more reliable and competitive economic environment
• Reduction of the uncertainty brought about by pending matters
What are the Expected Benefits from the implementation of the project?
The implementation of this project will play a decisive role in redesigning the internal organisation of work and the improvement of the productivity of the organisation. In the internal environment of the project, the benefits will be apparent to the direct beneficiaries and they include the following:
• simplification of finding documents;
• time saving in archiving of and search for documents;
• prevention of document loss;
• prevention of human errors in registration or recovery of
documents;
• unnecessary use of paper;
• saving man-hours for the creation, management and maintenance
of the archive;
• reduction in the costs of using consumables;
• saving storage space.
At the same time, the benefits from the implementation of the project, mainly for the ultimate beneficiaries and, in particular, the competent Public bodies:
• interoperability of the systems and provision of digital services;
• provision of better quality services of high added value;
• decrease in the request completion time;
• accurate information and reducing margin of error;
• decrease in administrative costs;
• decrease in the transactions per result;
• decrease in response times and automation of procedures;
• transparency and reliability;
The digital modernisation of the Ministry of Maritime Affairs and Insular Policy is expected to improve the internal organisation and performance of tasks, but also to facilitate the stakeholders, such as, for instance, seafarers, shipping companies, and cooperating professionals in the execution of their requests. At the same time, it is expected to bring further decrease in the movement of physical documents, thus saving economic and natural resources.
The project includes the Scanning Services, as well as other Services, such as control, separation, cataloguing, categorisation, registration, destruction and boxing of physical archive, as well as Services of digital management of digitalised archive, as, indicatively, separation of digital documents, automatic document indexing, extraction of data from documents.