Digitalisation of the administrative file in the public service : an exploratory study

Abstract

This study aims to analyze the Maltese registry system and to what extent the transition from traditional to digital files can enhance efficiency and strengthen records management. Records management is the effective and systematic control of the formulation, receipt, maintenance, use, and disposition of records, including the practices for maintaining and capturing information and evidence about business activities and transactions of records. The local registry system is often criticized due to deficiencies such as lack of storage space. One of the primary roles of the Registry is to provide physical files as requested by the officers from their respective sections. In 2019 the Maltese Public Administration published a strategic plan for the digitalisation of the Public Administration 2019-2021, intending to transform the physical files into digital ones. The plan aims at a pivotal idea where employees process the internal data digitally. Therefore, I decided to do some exploratory research about this implementation, where the primary data collected will establish any plans which may incur this transformational change. Also, it will identify if any Ministries or departments have already transformed the files and explore the system adopted. The sampling method used is a non-probability specimen, meaning that those involved in the research were chosen precisely because of their connection with the digitalisation process. Two sets of research questions were built for the interviews, which were held either face to face or online. The findings from this research indicate that some departments have adopted a system of their own to digitally transform the data from their files. Information about the Aquadot programme also emerged and its successful implementation has been highlighted in the study. The conclusion that emerged was that there needs to be a drive to shift away from the traditional file to digital format.