They are the Ministries, Department and Agencies (MDAs) and Metropolitan, Municipal Districts Assemblies (MMDAs.
The system will enable government agency’s to capture, record, monitor and track all letters or correspondence received from external sources for the various departments, divisions and units of the Ministries.
Mr William Tevie, Director-General of NITA made this known at a day’s workshop on Enterprise Correspondence Management System for MDAs, MMDAs under the e-government phase II project in Accra on Thursday.
The correspondence system will have the capacity to scan, store, share, securely manage and track documents and processes leading to quicker response to correspondence.
He said the system would automate document management within MDAs and ensure that digitised documents are stored in appropriate manner for easy access and retrieval.
Mr Tevi said when fully implemented, it would have all government data safely stored and backed up at the data centre so that in the event of any disaster, data would not be lost.
“NITA’s open government data initiative affords citizens the opportunity to see what government is doing and send feedback to government,” he added.
Mr Tevie said the document management system would greatly enhance the success of the open data initiative and ensure that citizens have information and data quickly.
Dr Edward Kofi Omane Boamah, Minister of Communications, said the Enterprise Correspondence Management platform would focus on capturing and distributing correspondence in both electronic and paper documents.
He said it would also ensure flexibility of classifying, indexing, validating, entering, filing, integrating and making decisions on various types of correspondence received by MDAs.
The Minister said the e-government phase II project worth $126 million was sponsored by the China EXIM Bank through Huawei Limited.
“It aims at deploying information technology infrastructure and applications as a platform for MDAs and MMDAs.”
The phase II project covers data collection and an analysis of e-services, electronic transactions and paperless government initiatives in the public sector.
“It will also ensure expansion and upgrade of government data centres, network infrastructures and application software deployment and service,” he added.
He expressed the hope that MDAs and MMDAs would fully embrace the technology to enhance efficiency and transparency in the service delivery.