Public documents should be digital—not scanned
In the age of digital technology and widespread internet access, many citizens still encounter absurd barriers to accessing public information. Officials create documents using word processors, then print, scan and publish them as unsearchable PDF files. The result? Documents such as council resolutions, mayors’ orders and responses to applications become practically invisible to internet search engines and inconvenient for residents to use.
The istotne.pl editorial team asked local authorities why they continue to use this inefficient and outdated method of publication. We received a response only from the Bolesławiec County Office. The Bolesławiec City Hall ignored the question.
“At the Bolesławiec County Office, a traditional system for carrying out office procedures is in force, which entails the obligation to document matters in paper form,” replied Emilia Michałowska from the County Promotion Department. She added that documents are created in a word processor, printed and signed, and then published in PDF format, constituting “proof of the document’s existence in the form required by regulations.”
Meanwhile, no regulations prohibit publishing fully digital, searchable documents. What is more, the laws on the computerization of entities carrying out public tasks actually promote the digital circulation of documents and the possibility of signing them electronically. Today’s systems make it possible to affix a qualified electronic signature to a document—both by its author and by a secretary, who could confirm that the digital version matches the original.
A problem that is not only technical, but also social
Many citizens—including people with visual impairments, older people and those using screen readers—have enormous difficulty reading scanned documents. Searching for information in resolutions or orders becomes impossible, even though these are documents that concern the life of the local community.
By comparison, publishing a digital document directly from a word processor, such as Word or LibreOffice, takes a few seconds. It is faster, more environmentally friendly and, above all, accessible to everyone.
Time to change practices
The digitalization of public offices does not mean creating digital copies of paper. It means creating, signing and publishing documents fully digitally, without the need to print and scan them. This approach not only increases the transparency of institutions’ operations, but also improves officials’ work efficiency and the quality of service for residents.
The istotne.pl editorial team calls on local authorities to introduce a requirement to publish all documents in electronic form, with searchable content and, where necessary, an electronic signature. This is not only a step toward modern administration, but above all an expression of respect for residents and their right to information.