Computerized Storage and Retrieval System for State Administration

AutoreJ. F. Révész/À. Birisz
Pagine51-76

Page 51

@1, General

The' operatlon of thè state admioistrattoti was recently subject of eumerous criticai, notions, Every level of thè administration was accused to be too bureaucratic. These criticai opinions and thè sophisticated functions of aPage 52 socialist moderi! state mede necessary thè modernization and simplìficadon of thè administrative functions, This could be accomplished only by thè application of new methods and approaches.

"The approach of these goals was possible only by using new tools and experiences of thè third industriai revolution.

It was realized that thè state administration is to be viewed as'a System. So thè methods of thè systems approach can and must be ¦ implemented to accomplish this task. .

The state administration as a System has . ali of thè characteristics of. a great System.. The following basic characteristics;

- thè activities,Page 53

- thè operating organization to accomplish-these activities,

- and thè tool System must be analysed.

Based on thè functions of thè state administration this means thè analysis of thè operation and co-operation of thè generai and specialized govern-mental and.lower level agencies, thè co-ordinative and hierarchical links, thè remedy and legai, norm systems,

It seems to be neeessary to organize thè unique elements of thè administrative functions (e. g. special activities, organization, remedy types) in a standardized System. Well known is thè sophisticated manner of thè governmental -activities, New and modern legai regulations must be efìective within a conventional administrative organization - often in an unefìective way,

The conventional tools seem not to be efficient anymore to make thè necessary information available.

The amount of thè information to be processed justified thè use of compüters. Theory and tool itself do not solve thè problem,

For thè application of thè computer technology ali of thè characteristics of thè legai material must be expressed in thè form of exactly defined ¦ key-system exactly - interpretable by thè machine,

The analysis of thè elements of thè state administration needs thè development of a system of computerized dictionaries. These are expressed by legai rules and therefore form thè basis of thè methods for thè computerized handling of juristic information.

After thè analysis of certain characteristics of juristic information one could survey thè degree of control and thè resource system of specific activities taking advantage of high speed data processing capabilities.

The integrated information obtained in this way form thè basis of thè modernization and simplification activities,

This is one of thè numerous computer application possibilities in thè state administration which creates a good basis for an efficient Storage and retrieval system of legai records.

Recently thè research staff of thè « Ministry of Finance Organizational Insti tu te of State Administration » (Pénzügyminisztérium Àllamigazgatasi Szervezési Intézet. 1369 Budapest József nador ter 2-4. Hungary) developed an experimental system with thè goals

- to make available a sufficient standardized data base,

- to obtain experiences on processing of textual data,Page 54

@2. Organization, Content and Operation of the Experimentàl System

Being an experimental System, thè scope of processeci data was limited otìly to a specific section of thè public admioistration, The methods considered are adaptable for handling legai Information of different types as well.

The uni of informaüon

The unit of Information considered is thè « function record », li contains some data-blocks:

- identification data?

- alphabetic information,

- analysis data,

- names of functional agencies,

- legai norm System for thè function.

Each of thè data-blocks contain a certain number of data elements characteristic for a' specific function. These data elements are structured in specific sub-systems (called dictionaries) using a decimai identifica tion code-system.

Information stored in thè data-blocks above:

Identification data: The unique identification of specific legai functions. A code number identifying thè primary agency and thè order number of thè specific function. The « key-number » of a gÌven function is made up from both of these data.

It has its importance in respect of EDP,

Alphabetic informaüon: Alphabetic description (descriptor) of thè content and directi'on of thè specific function, using thè same expression as contained in thè legai rules themselves.

Analysis data: The basic juristic characteristics of a specific legai function relating to:

- remedy,

- reasonableness,

- direction specification and restrictìon

- form of decisione, - actjvities

- interconnection with other juristic branches,Page 55

Functtonai agencies: Ali of thè names of those governmental and locai agencies, institutes, social organizations and individuai participating In thè jurlsdiction on any level of thè state adminlstration,

@@Legal norm sy stenti

- issuing source,

- type of thè legai rule,

- thè order number and data of thè legai rule,

- location of publication,

- date of coming Into force and date of cancellation.

The structu.re of thè dictionaries ìs in accordance with thè conventional classification but contains new elements as well to make thè handling of thè information easy, Sub-systems

To handle thè stored information according to their juristic content, every function is qualified according to thè grouping of each of thè sub-systems. The only exception handled presenti? alphabetically is thè sub-system of alphabetic information. The next step of development will be thè logic structuring of these information,

The sub-system (computerized dictionaries) are thè follows:

Sub-system jor prìmary agencies

The dictìonary ìtself contains presently 8 groups as follows:

- centrai organizations,

- administxative control,

- functional administration,

- branch administration I (branch economics),

- branch administration -II (social administration), -¦ national organization controlling co~operatives,

- centrai administration of social organizations,

- administration of International affairs,

This sub-system contains thè mìnistries and agencies on national ' level, thè National Assembly, thè Presidential Council, generally organizations having thè highest controlling and auditing functions. '

The belonging to this group is determìned by thè Constitution and thè existing administrative practice,Page 56

The elected organizations like thè National Àssembly, thè Presidential Council ¦ and others belong to this category because of their inter-connection with thè locai administratÌve organizations,

The 8 groups contain at present as many as 35 primary agencies (organizations). The elements of thè key-number of thè relevant record stored in thè computer's memory are thè order number of a specific function and thè code-number of thè relevant organization.

@@Sub-system of functions (function dictionary)

It contains ali thè basic functions of thè socialist state administration, The 138 basic functions-(e. g, organization of elections; registration, public security etc.) are grouped into 13 functional categories, such as thè enforcement of thè people's supreme power, preparation of bills, state administration, personal and labour affairs, security etc,

This sub-system is considered to be thè most important of ali, because its role lies in analysing thè contents of thè « active state administration ». This' System shows thè prevailing division of labour within thè .state-hierarchy. Static as well as dynamic analysis-.can...

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