The Digital Shift: A Case Study on the European Parliament's Journey Towards Cloud-Based Solutions and Digitisation
About the EU Parliament | Written on September, 2022
Introduction
The European Parliament is a critical institution for the democratic functioning of the European Union. Yet, like many organisations today, it is facing the inevitable necessity of digitising its operations. This shift towards cloud-based services and the digital archiving of documents and data has brought forth numerous challenges and opportunities. This essay will critically analyse the transformation of the European Parliament, shedding light on their strategies and experiences throughout the process.
Digital Transformation and the Move to the Cloud
The key driving forces behind the Parliament's move towards digital services include the need to increase storage efficiency, improve scalability, and comply with data transparency regulations. Internally, the storage of documents requires physical space and server capacity, creating a constant challenge to manage these resources effectively. The move towards digital document management has not only helped to alleviate these pressures but has also aided in the implementation of public-facing services.
Cloud-based services offer cost-effective solutions that provide the necessary scalability to accommodate the growing volume of digital documents. Interestingly, the COVID-19 pandemic accelerated this transition, leading to a noticeable decline in paper-based documents and an explosion of digital ones.
However, the adoption of cloud-based solutions is not without its challenges. Ensuring the safety of personal data and maintaining adherence to regulations is a significant task, especially when documents contain sensitive information such as medical records or personal complaints against administration.
Cybersecurity and Document Management
As the volume of digital documents increases, so does the need for robust cybersecurity measures. The European Parliament has looked to external cloud service providers for solutions, which offer dedicated cybersecurity teams to protect against potential threats. The challenge lies in balancing the benefits of outsourcing cybersecurity against the responsibility to protect sensitive data internally.
With digitisation, document version control has become a prevalent issue, often leading to confusion over the true source of information. The Parliament has adopted a centralised document management system to help filter out duplicates and incorrect information. This system has been designed with an in-built archiving step in the document's lifecycle, allowing for greater automation and more efficient management.
Strategies for Future Development
In dealing with legacy systems and the influx of digital documents, the European Parliament has recommended several strategies. These include focusing on interoperability of information systems, especially for series-based documents, and building separate systems for case-based ones. Through these strategies, the European Parliament is hoping to manage the digital transformation process effectively, despite its complexities.
Conclusion
The digitisation process of the European Parliament highlights the challenges and opportunities that arise from transitioning to cloud-based services. As we move further into the digital age, such transformations will become increasingly important for organisations worldwide. Although this process brings forth new challenges in areas like data security and document management, the potential benefits of increased storage efficiency, scalability, and process automation are substantial. It is clear that the European Parliament's experience provides valuable insights for other institutions undergoing similar transformations, offering a roadmap for a successful shift towards digital solutions.