TRANSDOC addresses a concrete need: to simplify and automate the management of documents and correspondence in public institutions, reducing unnecessary intermediaries, strengthening document control, and encouraging the use of clean and sustainable technologies. Through its implementation, institutions move toward “paperless” policies, incorporating electronic signatures, QR codes, and digital archiving systems to ensure faster and more environmentally responsible processes.

The methodology behind TRANSDOC is based on a closed-loop document management model, ensuring that each request or communication is properly completed, reducing errors and improving institutional traceability. The digital platform manages incoming, internal, and archived correspondence, facilitating operations such as registration, transfer, response, tracking, and closure of each procedure—all within a secure and accessible environment.

Since its implementation in more than 100 institutions across the region, TRANSDOC has proven its strategic value. One example is the Superior Council of the Judiciary in Colombia, where over 2,600 officials were integrated and more than 4.1 million correspondences were processed between 2016 and 2022. The system achieved over 93% effectiveness, with an average response time of 12.9 business days. In the case of the Council of State, performance indicators exceed 96% effective completion, with citizen responses processed in under 6 days—well ahead of the 30-day maximum set by regulation. These results demonstrate tangible improvements in the right to petition and the relationship between the state and citizens.

The implementation process follows a series of structured stages: process parameterization, technological setup, user training, and ongoing technical support. In addition, the focus on capacity transfer ensures that institutions gain autonomy in the system’s use and maintenance, securing its long-term sustainability.

TRANSDOC not only optimizes processes—it redefines the culture of document management. By reducing paper use, speeding up information flows, and facilitating accountability, it becomes a key tool for democratic governance and the construction of a modern, open, and service-oriented public administration.

This article was originally published in: https://documentacion.sigob.org/sistema-de-transparencia-documental-transdoc/