Poland’s public administration is speeding up its digital transformation – over 3,500 institutions have already deployed the free EZD RP (Electronic Document Management) system, exceeding the initial target of 2,000 set under the National Recovery Plan. The government-owned software, developed by NASK, aims to replace paper workflows with a secure, auditable digital trail.
The project, running since September 2024, was supposed to reach 2,000 implementations by the end of June 2026, but the actual number has already surpassed that milestone. NASK, the National Research Institute that built the system, has also trained roughly 180,000 users and now has a waiting list of over 3,000 organisations eager to join.
A shift in organizational culture
According to Jacek Orłowski, head of the EZD External Cooperation Department at NASK, the rollout is as much about people as it is about technology. – The implementation of EZD RP requires full support from senior management, whether it is a mayor or a county governor – he said. – It is a process of organizational change, not just a technical upgrade, and can take from several to over a dozen months depending on the size and readiness of the institution.
Common barriers include a lack of individual employee email accounts with proper data processing agreements, or insufficient hardware such as barcode readers and printers needed to handle the remaining paper documents. NASK provides full support during the transition, including test environments and training materials.
Tangible benefits for citizens and institutions
The shift to digital records significantly improves information security. – It eliminates the risk of documents being lost or forged, and gives complete control over data flow – explained Orłowski. The system also allows institutions to aggregate data and analyse the volume and nature of cases, helping to optimise internal processes.
Faster communication with citizens is another key advantage. – By using electronic correspondence, decisions can be issued up to a dozen percent faster, which translates into higher resident satisfaction – he added.
Institutions interested in implementing EZD RP can visit the official website ezdrp.gov.pl for guides, e-learning modules, and step-by-step information on the deployment process.
Source: WNP, Fot. WNP
