Management of directive and legal collections (LEX)

«I have never experienced such an innovation in my 30 years of social service: All information from SKOS, canton and municipality at a glance!»»

Iris Meyer, Department of Communication and Administration, SKOS

«I have never experienced such an innovation in my 30 years of social service: All information from SKOS, canton and municipality at a glance!»»

Iris Meyer, Department of Communication and Administration, SKOS

In your company there is a lot of binding documentation, guidelines, instructions, leaflets or tariffs - also decrees in your authority - which are constantly changing and you and your customers are losing perspective?

Which version is current and where was it stored? Which version was valid at the time, e.g. at the start of the project?

Would you like to add additional comments to these documents for various stakeholder groups?

Do regulatory compliance requirements give you a headache because you never know which version is actually up to date?

In your company there is a lot of binding documentation, guidelines, instructions, leaflets or tariffs - also decrees in your authority - which are constantly changing and you and your customers are losing perspective?

Which version is current and where was it stored? Which version was valid at the time, e.g. at the start of the project?

Would you like to add additional comments to these documents for various stakeholder groups?

Do regulatory compliance requirements give you a headache because you never know which version is actually up to date?

Put an end to the chaos!

Lifecycle documents exist in every company or authority: laws, regulations, instructions, technical guidelines, or tariffs which develop over time but need to remain consistent among themselves.

Our solution prevents your portfolio of documents sinking into chaos because you always keep control over consistency. Even required changes to existing legal agreements can be flagged to those responsible if relevant rules or regulations change.

With our proven solution you see the version history of all your documents across the time line and keep them well organized and centrally filed.

Through a powerful search function, you find the relevant documents quickly.

As the administrator of the system you can define rules how documents should be structured and which elements they should contain. This measure allows you to find your way around your documents more quickly and the specified framework automatically increases the data quality.

What are lifecycle documents?

Put an end to the chaos!

Lifecycle documents exist in every company or authority: laws, regulations, instructions, technical guidelines, or tariffs which develop over time but need to remain consistent among themselves.

Our solution prevents your portfolio of documents sinking into chaos because you always keep control over consistency. Even required changes to existing legal agreements can be flagged to those responsible if relevant rules or regulations change.

With our proven solution you see the version history of all your documents across the time line and keep them well organized and centrally filed.

Through a powerful search function, you find the relevant documents quickly.

As the administrator of the system you can define rules how documents should be structured and which elements they should contain. This measure allows you to find your way around your documents more quickly and the specified framework automatically increases the data quality.

What are lifecycle documents?

Any changes to documents are automatically logged and visually presented. Within the document, you have full access to the current and all previous versions and can see what changed exactly and by whom.

Of course, additional data such as images, tables or formulas can also be inserted directly into the system.

Existing document collections can be easily imported into the system (e.g. Word, PDF) and exported again if necessary.

After our introductory training, your staff will manage the entire portfolio of lifecycle documents by themselves.

Any changes to documents are automatically logged and visually presented. Within the document, you have full access to the current and all previous versions and can see what changed exactly and by whom.

Of course, additional data such as images, tables or formulas can also be inserted directly into the system.

Existing document collections can be easily imported into the system (e.g. Word, PDF) and exported again if necessary.

After our introductory training, your staff will manage the entire portfolio of lifecycle documents by themselves.

Top 10 Advantages

  1. 1
    CENTRALLY MANAGED PORTFOLIO

    You will find your documents with all their versions at a centralized location. The time-consuming search for the right folders in the intranet or the cloud is a thing of the past.

  2. 2
    AUTOMATIC VERSION MANAGEMENT

    Keep your focus on content rather than version handling. Our redaction/editing tool takes care of all administrative tasks like changing footnotes, protocols, synopsis, etc.) The user navigates intuitively along the visualized time-axis of every document.

  3. 3
    Import of Word and PDF files

    Word documents can be imported completely as structured documents and then administered on the timeline via the editorial system. PDF files can also be imported organized on the timeline. Also multilingual!

  4. 4
    STRONG FULL TEXT SEARCH

    Never search for your documents again. With the powerful full-text search including facets, you can find terms and their use in one or more documents in no time at all.

  5. 5
    CONSISTENT DOCUMENT STRUCTURE

    With your own structural specifications, you ensure uniform documents. You determine the structure and which elements should be included.

  6. 6
    MULTIPLE LANGUAGES 100% CONSISTENT

    Foreign-language versions are not independent documents any more, but are based on the uniform structure as the primary language document. Consistency across all languages is guaranteed.

  7. 7
    STABLE LINKING

    Lifecycle documents often refer to other documents. We ensure that the portfolio address (URL) of a document remains unchanged after edits. This gives you safety that always the most recent version exists at both ends of cross-linked documents (still, linking to specific versions on the time axis is possible).

  8. 8
    RELATIONSHIP ANALYSIS

    If documents are linked, this is usually only visible on one side. However, a referenced document does not know who is pointing to itself. Thanks to the dynamic dependency analysis, the link is shown in both directions. This allows what-if analyzes to be carried out before a change is made.

  9. 9
    COMMENTS

    Would you like to add additional comments to your documents for different stakeholder groups? Explanations, practical aids or even internal information can be added to the respective articles independently.

  10. 10
    Export as pdf and Word file

    Every document in your portfolio can be exported as Word or PDF with one click. This is useful in case you want to send copies to customers or stakeholders for information.

Customer reference 1

Legal collection of the University of St.Gallen

 

 

 

 

Thanks to iDPARC's decree management system, the University of St.Gallen was able to independently build up a complete, catalogued legal collection. Each decree in this legal collection has an automated version management system. Thanks to automatic logging, the user can not only view the desired version, but can also always see when which content was changed or added.

Already during the development of the system, a high value was placed on the independent administration of the system by the customer himself. The customer can therefore manage the system completely independently.

The most important features at a glance:

  • Table of contents with various filter functions
  • Integrated version management for each decree
  • Automatic logging of changes via footnote
  • Automatic change log
  • Audit-proof, every change is logged
  • Four-eyes principle, every change goes through a control process (optional feature)
  • Each decree can be exported as a PDF
  • Links to external legislation possible
  • Chronological collection shows all changes made over a year
  • Intelligent full text search
  • Multilingual system and decrees

The portal is open to the public:

visit erlasse.unisg.ch

Customer reference 2

DECREE EDITING AND PUBLICATION

«I have never experienced such an innovation in my 30 years of social service: All information from SKOS, canton and municipality at a glance!»»

Iris Meyer, Department of Communication and Administration, SKOS

 

 

 

 

The SKOS documents the rules for social assistance benefits throughout Switzerland. These rules are determined by a hierarchy of laws, ordinances, implementing provisions, and directives, which can differ depending on the canton and municipality. Local authorities define details, but always operate within the overarching framework when it comes to awarding benefits to welfare recipients.

SKOS uses the iDPARC solution for the entire management of this complex portfolio of lifecycle documents.

Editing – The system enables Word import, multilingualism (DE, FR, IT, RM); several comment columns (public or private) for SKOS and external members, an additional column for sub-members (e.g. municipalities), as well as dynamic PDF exports/printing.

The portal is publicly accessible:

Customer reference 3

DECREE EDITING AND PUBLICATION

«The editorial system from iDPARC enables us to finally concentrate on our content-related tasks. It's fun to change decrees and literally watch the purely administrative tasks.»

Nora Lischetti, Vice City Clerk / Legal Counsel, City Bern

 

 

 

 

 

iDPARC offers an editing and publication system that includes the classic legislative techniques for the administration of decrees for complete collections.

Public publications of complete collections are available at the following links:

100% migration – Thanks to the competencies of iDPARC, previous collections of rights are migrated 100%. So far, collections in Word format, SGML and PDF format have been migrated.

Editors – Several editors make all changes to the decree independently. In addition to the frequent amendment of existing decrees, this also includes the new inclusion or repeal of the same. You can also totally revise decrees and make indirect changes to secondary decrees in the same business.

Depending on the installation, new decrees can also be imported as Word documents or PDF documents in multiple languages (see University of St. Gallen)

Publication – Decrees are published by the editor on the effective date (also in the future). Any indirect changes are automatically published or, in the case of total revisions, the previous version is automatically overridden (however, it can still be called up).

Official or chronological collections are updated automatically.

The reader of the publication system can easily call up any available version on the visualized timeline.

Archiving – If required, a copy of each publication can also be delivered to an internal archiving system.

Features overview

  • Automatic tracking of change footnotes
  • Automatic generation of synopses
  • Automatic tracking of change tables
  • Automatic update of systematic and official collection
  • Publication with future effective date
  • City Chancellery specific workflow
  • Indirect changes from multiple decrees in the same business
  • Total revisions with the option of complete takeover as the basis
  • Selective total revisions to correct historical changes
  • Parallel amendment of the same decrees with automatic merging
  • Integrate images directly into edicts where necessary
  • Import of Word documents as attachments with images, tables, etc. while retaining the formatting and using automatic change footnotes
  • Export of official collection in PDF
iAny questions?