Enhancing Cultural and Administrative Continuity at the Serbian Ministry of Tourism through Digital Archiving
Snooze Tech implemented bespoke Digital Archive System (DAS). This tailored deployment responded not only to the Ministry’s operational needs, but also to the cultural sensitivity and public visibility of its documentation processes.
About the Client
The Ministry is responsible for developing and promoting Serbia’s tourism sector, managing strategic documentation related to national heritage, tourism investments, licensing, and cross-border collaboration. It also oversees a significant volume of historical, legal, and promotional material that must be preserved, retrieved, and securely managed across multiple departments.
Challenge
The Ministry faced mounting inefficiencies and risks due to a legacy documentation system that relied on:
1) Large volumes of legacy paper-based records, including permits, agreements, cultural site reports, international MOUs, and promotional archives.
2) Increasing difficulty in retrieving and referencing documents related to historical tourism data, investment frameworks, and partnership records.
3) The need to preserve culturally significant documentation without compromising on digital accessibility or security.
4) An urgent requirement to standardise information workflows across departments and regions for internal transparency and audit readiness.
While similar to other public institutions in its administrative needs, the Ministry also had unique demands relating to cultural preservation, inter-ministerial collaboration, and public-facing communication.
Solution
Snooze Tech implemented bespoke Digital Archive System (DAS). This tailored deployment responded not only to the Ministry’s operational needs, but also to the cultural sensitivity and public visibility of its documentation processes.
Project Scope and Implementation
1. Strategic Planning and Requirements Engineering
• Conducted department-level workshops to understand documentation categories spanning investment approvals, heritage site records, inspection reports, and promotional content.
• Developed a hybrid archiving strategy, supporting both administrative records and high-volume multimedia content related to tourism campaigns.
2. Deployment of DAS customisation
The project included several previously unutilised features of the DAS platform:
• Multimedia Archiving: Enabled secure storage and retrieval of high-resolution images, videos, and audio files associated with tourism promotion, event documentation, and cultural campaigns.
• Custom Document Workflows: Configured automated routing for investment project files, licensing approvals, and permit renewals—reducing delays and increasing cross-team accountability.
• Role-Based Public Access Portals: Established selective document sharing portals for public and intergovernmental access, allowing public-facing teams to share approved files (e.g. promotional brochures or regulatory guidelines) without compromising internal security.
• Version Tracking & Commentary Threads: Introduced advanced version control with threaded comments to support collaboration across multiple units, particularly for tourism strategy papers and joint reports.
• Document Retention Policy Engine: Implemented automated retention policies tailored to legal, promotional, and cultural documentation, ensuring that documents are archived or disposed of based on regulatory timelines.
3. Data Migration and Archiving
• Digitised and archived over 18,000 individual records, including regional office documents, old promotional material, legal contracts, and ministerial correspondence.
• Preserved and indexed legacy tourism strategies and bilateral agreements dating back two decades.
4. User Training and Cultural Awareness
• Conducted multilingual training (Serbian/English) for over 150 Ministry employees, with an emphasis on content sensitivity, document handling protocols, and the use of collaborative features.
• Delivered custom documentation on best practices for handling public-facing and culturally significant records, ensuring legal and ethical compliance.
Results we delivered
70% improvement in document retrieval speed, particularly for inter-ministerial and international requests.
Full visibility and traceability of document handling activities across departments, improving internal transparency.
Preservation of Serbia’s tourism and cultural legacy through secure, indexed digital archiving of photos, publications, and bilateral partnerships.
Streamlined investment approval workflows, reducing average processing time for new tourism infrastructure projects by 35%.
Stronger collaboration across units and external stakeholders, thanks to enhanced version control, commenting, and selective document sharing.
Conclusion
The collaboration between Snooze Tech and Ministry of Tourism resulted in a transformative digital archiving initiative that strengthened the Ministry of Tourism’s operational efficiency, regulatory compliance, and cultural data stewardship. This implementation of DAS extended beyond administrative needs, offering a model for how public institutions can digitally preserve national identity while modernising their internal operations.
The project affirms the flexibility of Snooze Tech’s DAS platform in meeting both standard governance requirements and the unique archival needs of culture-centric government bodies.
Discover how we can help your business grow
Fill in the form and we will contact you back within 24 hours.