Design of Digitization and Electronic Records Management Systems to reduce costs in a public entity

Abstract

Efficient medical information management is crucial for optimizing resources in public entities. However, the lack of an organized system has led to high operational costs and decreased efficiency in Occupational Health and Safety services. To address this issue, this study evaluated the impact of digitalization through the implementation of an Electronic Record System. A pre-experimental design was employed with a population of 1,800 public servants, comparing digitalization with the standardization of document management processes. The analysis determined that the former was the most effective option, enhancing information accessibility, usability, and sustainability. Results showed a 67% improvement in operational efficiency and an annual cost reduction of $6,965.76. Furthermore, financial indicators confirmed the project's feasibility, with a Net Present Value (NPV) of $580.48, an Internal Rate of Return (IRR) of 22%, and a Benefit-Cost (B/C) ratio of 1.72. These findings highlight the positive impact of digitalization in public administration, optimizing medical information management and promoting more efficient resource utilization. Strengthening technological infrastructure and training personnel is recommended to ensure the system's sustainability, fostering more effective and transparent management.