Community engagement is one of the main pillars of building the technical environment and digital transformation in the organization. It refers to the interaction of individuals from the target groups with each other and with service providers to achieve common goals.

Community engagement includes a variety of activities such as meetings, periodic meetings, digital platforms, and participation in improving and raising the efficiency of the systems provided. This participation enhances the sense of belonging and contributes to improving the quality of systems, as it allows individuals to express their opinions and contribute to improving the system and services provided.

Community engagement is also a means of enhancing cooperation and transparency, as it encourages individuals to influence the services provided to them; To achieve positive results that benefit society as a whole.

Objectives

The objectives of community participation in the electronic document and records management system include a set of key points that enhance the effectiveness of this system and achieve the desired benefits, including:

• Improving efficiency: By enabling individuals to contribute to developing the system and raising its efficiency to ensure easy access to information and documents
• Training: Ensuring a comprehensive understanding of the system, and finding flexible features that suit the requirements of the beneficiaries based on the feedback provided
• Effective communication: Ensuring the improvement and raising the value of communication between the work team and the beneficiaries
• Achieving common goals: Ensuring the activation of the role of the electronic document and records management system in a way that contributes to digital transformation

Activities

There are many activities Which contributes to ensuring the involvement of beneficiaries in upgrading the national system for managing electronic documents and records, which achieves the general objectives desired from implementing this system and making the most of all services associated with it.

• "Here is Access" initiative: which is concerned with promoting and introducing the Access system to the beneficiaries of the system. The campaign included awareness publications and a newsletter sent every Monday entitled "Monday Newsletter" and has several objectives:
  • Raising awareness among system users by explaining and reviewing the system's features
  • Answering inquiries received through periodic publications
  • Establishing effective communication methods with the specialized teams, and facilitating access to procedural guides and the technical support system
  The initiative was implemented by sending periodic newsletters every Monday to all entities that have launched the Access system.


• Measuring Beneficiary Satisfaction: It is a form through which users' satisfaction with the system's features is measured, such as creating and transferring the message, and also allowing users to present their ideas and the features they wish to add to the system with the aim of:
  • Measuring the ease of using the system
  • Direct communication with users
  • Giving all users the opportunity to express their opinion on the system
  • Measuring their satisfaction with the workshops provided and the methods of reviewing them
  This questionnaire was implemented using Google Forms by sending it to all parties and analyzing the responses.


• Technical Support System: A system that helps government agencies provide all the comments and improvements they wish to obtain, which are easy to follow up on and attach all supporting documents. It aims to:
  • Facilitate recording notes
  • Ability to track the status of recorded notes
  The link for the technical support system has been added to the system's home page.
  
• Field visits: It is a periodic field visit conducted by the team to listen to the notes of the work teams in the entities that launched the system, explain the additional features, and the most prominent suggestions with the aim of:
  • Activate effective communication in the entities
  • Involve the entities in developing the system through the submitted notes
  • Explain the new features
  Coordinate scheduled periodic visits with the entities that launched the system, and send feedback to the entities about a summary of these visits and the most prominent notes and suggestions observed.


• Periodic Communication: Support is provided and communication with the parties is activated periodically in different ways such as in-person meetings, or remotely such as email, WhatsApp or phone calls. This aims to:
  • Speed ​​up the process of recording notes and resolving problems
  • Provide consultations
  • Diversify communication channels to ensure improving the user experience and increasing satisfaction with the service provided
  • Facilitate the process of receiving feedback from the parties

This is implemented by providing remote mini-workshops, activating the governance and consulting team and the technical support team for the system, and rapid communication through various communication channels.