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Simplifying Administrative Work Post Covid

Simplifying Administrative Work Post Covid
[PLF]_Simplifying Administrative Work Post Covid

The COVID-19 pandemic changed trends, behaviors and living habits around the world. The application of travel restrictions during social distancing period led to remote working making businesses switch from paper records to digital platforms and the focus on simplification of administrative procedures

1. Digital signature

One of the difficult tasks during the period of social distancing and remote working is the preparation and submission of hard copy documents. The inability go to office to print, approve, sign and seal documents was a big obstacle for many businesses’ operations. To solve this problem, many businesses have started replacing traditional administrative work with digital signatures. This solution is convenient and also ensures integrity, authenticity, and confidentiality of records.

The use of digital signatures has been oriented and encouraged by the government, and could become an inevitable trend in the future. On 3rd June 2020, the Prime Minister signed ‘Decision No. 749/QD-TTg’ approving the “National digital transformation program to 2025 with orientation to 2030”. This decision puts people at the center of digital transformation and the requirement to identify citizens to facilitate electronic transactions is considered a central task.

To accomplish this task, Mr. Nguyen Huy Dung, Deputy Minister of Information and Communications said that one of the most important actions has been implemented which is encouraging people to conduct all their activities in the digital environment, including using a simple, low-cost, and easy-to-use digital signature.

Signing documents through licensed e-signing programs enables businesses sign on multiple platforms, saves time, and helps sign many documents at the same time. In addition, the solution can be applied to many fields including legal entities and natural persons such as logistics, e-commerce, or payment companies. Besides, integration with digital signing applications enables users sign transactions from the public service portal, e-contracts, tax and customs declarations, etc.

2. Cloud storage

Cloud storage is a term used to refer to storing, organizing, managing, sharing, and backing up data by its owner on a digital storage system facilitated by third parties. This service allows customers and businesses to access all their files remotely from any location.

Cloud storage is one of the most optimal tools today to store data online. It eases interaction between employees, enterprises and customers by allowing users to access, check, modify, add and collaborate on a single document. While working remotely due to social distancing or other reasons, employees can access the data stored in the company’s cloud and continue work and ensure smooth business operations. In addition, it also limits loss of and defective documents during operation.

In addition, today’s cloud storage services offer high security with modern security setting and decentralization for users. Enterprises can manage and delegate administrative rights to other users easily on different levels such as: viewing, commenting, editing, etc.

3. Enterprise management software

Thus, dependence on physical documents and a cumbersome approval process through many departments causes delays and errors in the operation of enterprises. Through information technology and the trend of remote working, more businesses are looking for digital solutions to reduce costs and human resources. Many digital platforms are invented to make business operations smoother and more synchronized to bring great benefits such as:

– Effective control of resources and optimization of the management process – The software helps control, allocate and track all activities of the business in each category. Managers can rely on that data to manage and make timely business decisions.

– Saving time and human resources – Without business management software, all business activities must be done manually. The database is saved mainly in excel files. With a huge data warehouse, lots of resources must be mobilized. Meanwhile, applying business management software will help cut unnecessary work and personnel.

– Customer care – Many types of management software today integrate with marketing tools to support customer care through channels like website, facebook, etc. They simultaneously manage customer data reasonably and synchronously, helping in classification of customer segment and improving customer service.

Compared with other countries in the region, Vietnam has been doing well in preventing the pandemic and gradually reopening the economy. Currently, the country is transitioning from the crisis response phase to the recovery phase. As companies go through turbulent times, business approach during this period determines future resilience and growth. As the epidemic situation evolves unpredictably, PLF recommends that it is important for your business to consider making plans to sustain business operations and respond to the crisis. At the same time, it is important to prepare and experiment with different scenarios to prepare well for future crises.

The article is based on applicable law at the time noted as above and may no longer be appropriate at the time the reader approaches this article as the applicable law has changed and the specific case that the reader wishes to apply. Therefore, the article is only for reference.

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