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ECA Library has developed a Digital User Registration and Management System to Enhance Access to Knowledge Services
The United Nations Economic Commission for Africa (ECA), through its Knowledge Management Services Section (KMSS) in collaboration with the Digital and Information Technology Management Section (DITMS), has developed a Library User Registration and Management System ( https://lib-registration.uneca.org ) — serving as a modern digital platform and transforming the delivery and administration of library services across the organization and beyond.
A Modern Digital Experience for Library Users
Designed to improve both user experience and operational efficiency, the new platform provides eligible users with a seamless online registration process and enables library staff to manage services through automated workflows and real-time monitoring.
Applicants can now register for library membership online, securely verify their identity using One-Time Password (OTP) authentication, upload supporting documentation electronically, and monitor the progress of their applications through automated status notifications. The system also integrates with the ECA Security Management System to facilitate the issuance of library access badges.
For daily visitors, the platform introduces an enhanced visitor management process that supports visitor registration, monitoring, and utilization reporting, providing valuable insights into library usage patterns and helping inform service improvements.
Streamlining Operations Through Automation
Beyond improving customer experience, the system strengthens internal operational processes through role-based workflow automation. Verification, approval, supervision, and administrative tasks are now managed through clearly defined digital workflows, supported by automated notifications, comprehensive audit trails, and transparent processing histories.
The platform also introduces digital locker management capabilities, allowing library staff to efficiently assign, monitor, and manage locker usage while improving resource utilization through automated reminders and occupancy tracking.
Data-Driven Library Management
A key innovation of the new system is its integrated analytics and reporting capability. Interactive dashboards provide library staff with real-time insights into membership growth, application processing times, workflow performance, visitor trends, approval rates, and resource utilization. These capabilities support evidence-based decision-making and continuous service improvement while strengthening institutional accountability.
Secure by Design
Security and data protection remain central to the platform's design. The system incorporates secure authentication through Microsoft Entra ID for staff users, role-based access controls, comprehensive audit capabilities, and safeguards to protect user information and submitted documentation. These features ensure that library services are delivered in accordance with institutional security standards and best practices.
Serving a Diverse Knowledge Community
The ECA Library continues to serve a broad community of knowledge users, including researchers, academics, students, representatives of partner institutions, diplomatic missions, international organizations, ECA personnel, and staff from other United Nations agencies.
External users can complete the entire membership application process online, including document submission and application tracking. Meanwhile, membership profiles for ECA staff and personnel from other UN agencies are automatically created through the Daily Library Visitor Management process during their first visit to the library.
Supporting ECA's Knowledge Management Vision
The new Library User Registration and Management System demonstrates ECA's continuous investment in digital innovation to improve access to knowledge resources and modernize institutional services. By automating administrative processes and enhancing user experience, the platform enables library staff to focus more strategically on knowledge delivery and client engagement while providing users with faster, more transparent, and more responsive services.
This initiative reflects the strong collaboration between KMSS and DITMS, together with the valuable contributions from the project stakeholders whose collective efforts made the successful implementation of the platform possible.
As ECA continues to advance its digital transformation agenda, the new Library system represents an important step toward building smarter, more connected, and more accessible knowledge services that support research, learning, and sustainable development across Africa.
Eligible users are encouraged to register through the new Library Registration Portal and experience the enhanced digital services now available through the ECA Library.