Zhuhai Government Project

1. Project Background

This project serves a government authority in Zhuhai, located in the southwestern part of the Pearl River Estuary in Guangdong Province. Endowed with a superior geographical location, Zhuhai is known as the "City of Romance" and recognized as a modern garden city. It faces Hong Kong across the sea to the east, borders Macao to the south, adjoins Xinhui District and Taishan City of Jiangmen to the west, and connects with Zhongshan City to the north. The city has also been awarded the national title of "City of Happiness".

Improving work efficiency, realizing information sharing and enabling collaborative office work are the core motivations for government authorities and departments to implement paperless office solutions. E-government brings great convenience and benefits, allowing numerous complicated and redundant workflows to be completed easily with simple clicks.

Paperless office is mainly built on the internal local area network. Network interconnection enables information sharing and collaborative work, fundamentally aiming to boost work efficiency and reduce workload.

In the past, non-confidential official documents, meeting notices and government affairs information all needed printing and copying, then delivered to various departments by messengers. This mode was inefficient and consumed massive time, manpower and material resources in document issuance. Meanwhile, information communication between departments was delayed, causing various inconveniences. With network interconnection, information exchange becomes smooth and efficient, greatly improving overall work productivity.

2. Project Solution Overview

The paperless conference represents an innovative conference mode. It integrates multiple information technologies into every stage of the entire conference process, providing a highly practical working platform for conference organizers and participants. It integrates powerful functions including multi-conference management, conference reservation and approval, post-meeting file archiving, conference material management, virtual seating arrangement, conference check-in, screen sharing interaction, meeting minutes recording and conference control, delivering an interactive intelligent conference experience for users.

In response to the national call for energy conservation and environmental protection, as well as the demand to improve government work efficiency, Zhihui Cloud has customized a dedicated paperless conference system solution to meet the requirements of government authorities.

The paperless conference system is a new-generation digital conference solution running on computers. It adopts an innovative conference mode, virtualizing all links of traditional conferences and digitizing core information and carrier media. By integrating information technology throughout the whole conference process, it migrates frequent offline meetings to the paperless conference platform, enabling managers to accomplish more tasks in less time and achieve efficient conference scenarios with interconnection, communication and interaction.

The system background is equipped with an interactive user guide function. Users can jump to the corresponding function page by clicking guide steps. Without professional training or manual instruction reading, users can quickly create meeting rooms and initiate conferences via the guide, greatly lowering the usage threshold and operation cost.

The system supports multiple practical functions such as real-time document synchronization reading, conference check-in, conference information management, meeting minutes recording, voting and resolution, and electronic whiteboard, building a fully functional and user-friendly conference platform.

Through this platform, all departments and institutions can conduct real-time and effective information communication. It solves the drawbacks of traditional conferences such as low efficiency, cumbersome operation, single form, resource waste and potential confidentiality risks, and realizes the full-process paperless concept for modern conferences.

The organizational structure of the Zhihui Cloud paperless server fully follows the personnel structure of mainstream large-scale OA systems. Enterprises and institutions can import staff information including names and job titles into the system, and upload personal photos to support face recognition. The system can automatically select participants to form a conference according to actual needs, significantly accelerating conference preparation efficiency. Secondary development for OA system docking enables seamless connection with the personnel database.

Party and government authorities and large enterprises are usually equipped with multiple meeting rooms to meet the usage demands of different departments. The Zhihui Cloud paperless conference system supports multi-conference centralized management. Multiple conferences can be held simultaneously in different meeting rooms. Users can submit conference reservations for administrator approval. The system automatically detects time conflicts with existing conferences during approval and reminds the reviewer, ensuring smooth real-time information communication among all departments.

In the system background, administrators can upload, download and delete conference files, distribute files to designated meeting rooms, and set permissions for clients to view, upload and download documents. During screen sharing, one-on-one or multi-party interactive electronic whiteboard can be activated, delivering a seamless speaking and writing conference experience.

During the conference, administrators can remotely control devices, interfaces and functions in real time via the system background, and manage multiple conferences with one-click operation. Authorized participants can initiate screen broadcast or follow the shared screen at any time. Speakers can synchronize their document operations to all participants in real time.

The Zhihui Cloud paperless signal processing system supports free conversion between digital signals and network signals during conferences. It can convert digital signals from paperless clients into video signals for synchronous display on large screens. The exclusive encoding and decoding technology ensures low latency and high-definition video output. It also supports real-time conference check-in display, real-time voting result display, as well as display and switching of multiple conference slogans, all achievable with one-click operation without extra steps.

In addition, the system can convert external video signals (such as remote video conference feeds, camera footage and laptop video output) into digital signals. The signals are presented on paperless clients with low latency and high definition. Users can view, annotate and mark the screen content on clients, and assign external signal receiving permissions to designated participants flexibly.