Starting from the 5th Session, taking place in December 2022, the People's Council of Dak Wil commune (Cu Jut) term V, term 2021-2026 will implement paperless sessions. Accordingly, before the sessions, the People's Council of the commune, delegates will have access to documents related to the session via zalo group "People's Council delegates".
Documents are downloaded to computers and phones to serve research and preparation to ensure the content requirements of the meeting. Accessing information in this way helps to quickly transfer information and documents of meetings, reducing time and costs of printing documents in the organization.
Ms. Nguyen Thi Thuyen, Vice Chairwoman of the People's Council of Dak Wil Commune (Cu Jut) said: "In previous meetings, the preparation and printing of documents was done manually, which took a lot of time and was costly, and it was easy to make mistakes in the document arrangement process. Implementing paperless meetings, using Zalo software to send and receive documents brings many practical benefits, saving costs and time for printing and preparing documents. Delegates also have time to research and store documents to serve their activities, helping to better discuss and question at the meeting."
In Gia Nghia City, after a year of piloting the "paperless meeting room" model for the People's Committees of Nghia Tan and Quang Thanh wards, nearly 30 meetings were held through the paperless meeting room model.
During the meetings, the Organizing Committee publicly posted the QR code and wifi password. Participants only need to use their smartphones or computers to scan the QR code to download documents for research. The operations are quick, saving time, stationery costs, and information storage is more convenient.
Ms. Dang Thi Quyen, a civil servant of the People's Committee Office of Nghia Tan Ward (Gia Nghia) shared: "At meetings, just use the QR code to scan to download documents for all delegates. This has many advantages when preparing for the meeting, the time to provide documents will be shortened, saving on stationery costs and printing time. Downloading documents from QR code is very simple and easy."
According to statistics, the whole province has more than 50 agencies and units that have started to convert from the traditional meeting room model to "paperless meeting rooms". Depending on the actual conditions, the conversion is carried out flexibly and appropriately by agencies and units, bringing double efficiency in organizing meetings.
According to the assessment of localities, the conversion from traditional meeting rooms to "paperless meeting rooms" meets the requirements of task implementation in the context of digital transformation. Officials, civil servants, public employees, and delegates of agencies, units, and localities are also gradually getting used to the forms of organizing meetings according to the "paperless meeting room" model.
The implementation of "paperless meeting rooms" also contributes to enhancing interaction between meeting participants, improving the quality of direction and management of agencies and units. Implementing "paperless meeting rooms" also contributes to improving the quality of administrative reform and completing the digital transformation goal, ensuring that by the end of 2023, 100% of people and businesses using online services are identified and authenticated seamlessly and unified across all systems of government levels from central to local.
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