The Document Management System (DMS) is a unified, secure and modern digital tool that enables full electronic management of documents, cases and administrative procedures within the state administration. Developed and administered by the Ministry of Digital Transformation, this system is a key component of the "e-Government" platform and is the basis for building an efficient, transparent and functional public administration.
With DMS, all documents that are created, received or sent to institutions are registered, recorded, processed and archived in electronic form. Through an integrated approach, the system enables monitoring of each phase of the document's life cycle - from its creation, through internal circulation and processing, to its archiving or destruction in accordance with legal regulations.
The system is intended to replace traditional paper procedures and archives with a fully electronic protocol and digital archive, which significantly reduces processing time, printing and storage costs, as well as the risk of human errors or document loss.
DMS is a web-based system that allows access via the Internet from any place and device, with an appropriate level of security and authentication. All institutions connect to a central system set up in the Ministry of Digital Transformation, ensuring secure and coordinated work between state bodies.
The system is adapted to work with qualified digital certificates, which allows electronic signature and legal validity of documents according to legal provisions. This ensures confidentiality, integrity and immutability of data.
Currently, the Document Management System is used by 17 state institutions, including the Government, Ministries, state administration bodies and other public bodies. With the plans for digital transformation, the number of institutions using DMS is expected to increase significantly in the coming period, with the aim of building a fully connected and interoperable public administration and a national DMS.
Additionally, DMS supports integration with other systems, such as the interoperability platform, the National Service Portal (uslugi.gov.mk), the Human Resources Management System (HRMIS), and the financial management and budgeting systems, creating a single digital environment.
Key benefits:
- Efficiency and speed in document processing
- Legal validity through the use of digital signature
- Interoperability with other systems
- Time and cost savings
- Contribution to green administration (reduction of paper documentation)
- Transparency and traceability of each activity
The Ministry of Digital Transformation sees the implementation of DMS as the foundation of a new, digital revolution of public administration. This system is part of the broader reform agenda that leads the state towards greater efficiency, accountability and European standards in the management of institutions. With the full support of the Government, international partners and the EU, we are setting new standards in modern state management.