Industry Pack · Public Administrative Services
Public Administrative Services
From administrative procedures and record stores to structured, traceable public data.
Discuss a digitization challengeFrom intake to archive
Every desk, one dossier
Today
Decades of records
Agencies hold decisions, permits, submissions and inspection files, each with its own legal stage.
The gap
Scanned is not yet usable
Records must be classified, identified and connected to the systems that already run the work.
Step 1 of 6 · Intake
Dossier intake
In person and online, with a checklist of the documents each procedure needs.
Step 2 of 6 · Scanning
Dossiers on file, digitized
Scanned, classified, and the key fields pulled out.
Step 3 of 6 · Departments
A workflow between departments
Deadlines, a responsible officer, and a log of every step.
Step 4 of 6 · Existing systems
Connected to what runs today
The output plugs into the business systems agencies already operate.
Step 5 of 6 · One-stop portal
One place for citizens
Citizens and businesses check status and receive results in one place.
Step 6 of 6 · Archive
One dossier, one identifier
Resolved dossiers go to a searchable archive, and every step can be traced later.
Citizen's dossier
- Intake
- Scanning
- Departments
- Existing systems
- One-stop portal
- Archive
Inside one dossier
What makes it hard
Problem 1 of 4
Many forms, many legal stages
Each record type has its own forms and passes through different legal stages.
Problem 2 of 4
Permissions and audit logs
Access rights and a checkable log of every action are part of the job.
Problem 3 of 4
Evidence for every value
Each value pulled out traces back to its source and how it was processed.
Problem 4 of 4
Classified and identified
Each record is classified, described with metadata and given its own identifier.
Where the value lives
From a document store to a data store
Agencies can mine their records, and every record stays traceable to its official source.
How to start
Have public records that are scanned but not yet usable data?
Start with a representative set of files and a clear standard for the result.
Public services digitization
Watch how Chinh Phong structures administrative records, workflows and a traceable public data layer.
2 min 20 s, illustrative data
Chapters
From procedures to a pilot you accept
We shape your files into a data production line you can measure, accept and grow.
Review the procedures
List the procedures, forms and legal stages to digitize, with the units responsible.
Digitize the dossier store
Scan and classify the dossiers on file, assign identifiers and pull out the key fields.
Build the workflow
Set up the processing steps, deadlines and role-based access.
Pilot and accept
Run a pilot on one group of procedures, measure accuracy and adjust before expanding.
What you get
- Digital dossiers with identifiers and metadata
- A workflow with a log of every step
- A dossier status lookup portal
- An archive of resolved dossiers
Production begins only after acceptance on a representative dataset.
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