Interdepartmental electronic document management system of Russia

Within the framework of the implementation, the Ministry of Communications and Mass Media of the Russian Federation is working on the issue of switching to the exchange of electronic documents during the interaction of federal executive bodies (FOIV) among themselves and with the government. Such a transition is carried out as the information technology infrastructure of the FNIV is ready and should be completed by the end of 2016.

Ministry of Digital Development, Communications and Mass Media Russia Together with the Ministry of Finance of Russia, Ministry of Economic Development Russia and the Apparatus of the Government of the Russian Federation, it implements pilot projects for the exchange of electronic documents signed by an electronic signature between these departments. In 2014 Ministry of Industry and Trade , Russia, the Ministry of Culture of Russia, the Ministry of Agriculture of Russia, the Ministry of Sports of Russia, the Government of the Rostov Region, the Government of the Khabarovsk Territory, the Cabinet of Ministers of the Republic of Tatarstan, the Administration of the Primorsky Territory, and the Government of the Moscow Region were involved in these pilot projects.

Based on the mechanism for the exchange of electronic documents successfully worked out within the framework of pilot projects, the Ministry of Telecom and Mass Communications of Russia has developed a draft procedure for the exchange of electronic documents when organizing information interaction between state bodies and state organizations.

The document was worked out and approved by the Expert Council on improving electronic document management in state authorities formed under the Ministry of Telecom and Mass Communications of Russia, and was also agreed with the FSO of Russia.

History

2022

Rostelecom joined the EDO by the NAC Informzaschita

The National Certification Center "Informzaschita" implemented a project to connect PJSC Rostelecom to the interdepartmental electronic document management system (EDO). The company "Informzaschita" announced this on June 23, 2022. Read more here.

Mishustin instructed government agencies to abandon paper document management in sea and river ports

In early February 2022, Prime Minister Mikhail Mishustin signed an order instructing government agencies to abandon paper document management in sea and river ports. We are talking about the use of the electronic document management system "Portal" Seaport, "as reported in the document, should combine information about persons, vehicles, goods and goods that cross the Russian border in sea or river ports. Read more here.

2021

The share of interdepartmental electronic document management of the Russian authorities reached 75%

By December 2021, about 75% of the document flow between the Russian authorities is carried out in electronic form. About this Deputy Prime Minister - Head of the Government Apparatus RFDmitry Grigorenko at the annual meeting of the Chairman of the Federation Council with State Secretaries - Deputy Heads of Federal Executive Bodies.

The government is now very actively switching to electronic document management. And with the State Duma, and now with the Federation Council, they also switched to it. So that you understand, today our percentage of paper document management is reduced to 25%, "he said.

The share of interdepartmental electronic document management of the Russian authorities reached 75%

According to Grigorenko, an agreement has been reached with the Federation Council by March 2022 to switch to a 100% electronic document flow for certain types of documents, such as appeals from senators, parliamentary requests, answers, letters of service signed by the chairman and deputy chairmen. This will make work faster and more efficient. In addition, "all this will be seen as in the palm of your hand, speed up interaction," the Deputy Prime Minister added.

In early December 2021, the Ministry of Digital Industry of the Russian Federation published a draft government decree, in which it proposed to draw up documents for official use in electronic form. The document also defines the general requirements for the procedure for handling documents for official use, including the procedures for their creation, transfer, reception, use, storage, destruction and removal of the restriction on the distribution of copies of documents for official use.

In order to prevent unauthorized access to documents in electronic form containing service information of limited distribution, when transferring them, it is possible to use the transport bus of interdepartmental electronic document management, if the sender and recipient have electronic document management systems, or other software (software and hardware) solutions, the Ministry of Digital reported.[1]

Mishustin approved the rights to exchange electronic documents "when organizing information interaction"

At the end of July 2021, Prime Minister Mikhail Mishustin signed a government decree approving the rights to exchange electronic documents "when organizing information interaction." The corresponding document, which will enter into force on December 1, 2021, has been published on the official portal of legal information.

The approved rules establish the procedure for information interaction by exchanging documents in electronic form of federal state authorities, state authorities of constituent entities of the Russian Federation, other state bodies, as well as organizations that perform publicly significant functions, if these participants have joined the interdepartmental electronic document management system.

Mikhail Mishustin approved the rights to exchange electronic documents "when organizing information interaction"

It also provides for the procedure for information interaction when maintaining a global address directory and the procedure for working with notifications in the process of exchanging documents in electronic form.

The organizer of interdepartmental electronic document management is the Federal Security Service (FSO) of the Russian Federation. It ensures the interaction of participants in interdepartmental electronic document management, and is also the operator of the head node of interdepartmental electronic document management. The FSO also maintains a global address directory for participants in information interaction and sends current directories to participants.

Technological regulations for the creation, formation and distribution, as well as technical requirements for the data structure and format of such reference books, are determined by the Ministry of Digital Science and the Federal Security Service.

The document defines the concept of "document in electronic form," describes the process of exchanging such documents, establishes algorithms for the stages of interaction, requirements for information protection, etc.^[2][3]"

The Ministry of Digital Engineering proposes to simplify the connection of new participants to the EDO. Now this process is labor-intensive and lengthy

The Ministry of Digital Engineering proposes to simplify the connection to the system of interdepartmental electronic document management (EDO) of new participants who have the need to electronically carry out document management with government agencies and among themselves. To do this, the department presented a draft decree of the Government of the Russian Federation on the approval of new rules for the exchange of documents in electronic form when organizing information interaction. The document was published on May 7, 2021 on the regulation.gov.ru portal^[4].

As TAdviser was explained in the Ministry of Digital Engineering, in accordance with the current regulation on the EDM system, in order to connect to it, a new participant must confirm his status by amending government decree No. 613 of July 22, 2013, which defines, among other things, the list of organizations created to fulfill the tasks assigned to the government. This makes the process quite labor-intensive and lengthy, they say in the department.

And the proposed new rules for the exchange of documents in electronic form within the framework of the EDM allow the connection of new participants to the EDM through the so-called. "Node operators" (in the terminology of the draft resolution - operators of information interaction). Node operators - participants who have their own MED nodes and thus have the technical and organizational ability to provide information interaction according to MED for participants connected to them who do not have their own nodes.

Thanks to the new rules, the circle of MEDO participants is planned to expand "(photo - pixabay.com)"

The condition for connecting such new participants will be compliance with the requirements of the regulations establishing the procedure for connecting them to node operators, as well as determining the formats of electronic messages necessary for organizing information interaction in accordance with the new rules. All this will be approved by a separate joint order of key regulators - the Ministry of Digital Science and the FSO.

Thus, amending government decree No. 613 when connecting a new participant in the general case ceases to be necessary, the Ministry of Digital Science explained.

Thanks to the new rules to be approved by the government, it is planned to expand the circle of MEDO participants, except exclusively federal, regional executive bodies and large companies with state participation, which have about 200 in the system, at the expense of municipal bodies, budgetary subordinate institutions, non-profit organizations created to solve government problems.

The draft resolution was developed at the Ministry of Digital Development with the direct participation of experts from specialized Federal Research Institute and the Government Apparatus of the Russian Federation, was discussed with members of the expert council on improving interdepartmental electronic document management in state authorities, which was created under the Ministry of Digital^[5].

2020

The devices of the government and the Federation Council are completely switching to electronic document management

On December 25, 2020, it became known about the work on the transition of the devices of the Government of the Russian Federation and the Federation Council to electronic document management. According to the press service of the Cabinet, in 2021 the exchange of documents will be completely digital.

The head of the apparatus of the Government of the Russian Federation Dmitry Grigorenko and the head of the apparatus of the Federation Council Gennady Golov on December 23, 2020 approved a list of types of documents, the exchange of which will take place in electronic form using the interdepartmental electronic document management system. Thanks to this, more than 65% of the total document flow between these devices is completely converted into electronic form.

Devices of the Government of the Russian Federation and the Federation Council are completely switching to electronic document management

In 2021, the work will continue. So, in the first quarter of 2020, the apparatus of the Federation Council plans to certify the electronic document management system. This will allow you to switch to electronic exchange, including documents with a restrictive mark "For official use." Thus, the entire document flow between the apparatus of the Government and the apparatus of the upper house of parliament will be transferred to electronic form, the Cabinet of Ministers said.

On December 23, 2020 Russia Vladimir Putin , at a joint meeting of the State Council and the National Projects Council, the president said that opportunities should be expanded to introduce electronic document management in various industries "in order to reduce the amount of paper circulation and reduce costs in this regard."

It is necessary that colleagues combine their efforts in individual industries, especially in the social sphere, implement the proposed schemes as quickly as possible. Of course, here it is necessary to ensure the safety and reliability of this system, - said the President, commenting on the report of the Governor of the Moscow Region Andrei Vorobyov on the need to expand the possibilities for the introduction of electronic document management in various industries.[6]

The Ministry of Telecom and Mass Communications has restored the expert council on improving the MED

On August 26, 2020, the Ministry of Telecom and Mass Communications announced the resumption of the work of the expert council on improving electronic document management in state authorities. A meeting of this council was held under the chairmanship of the deputy head of the department Andrei Chernenko. It was attended by representatives of the Ministry of Communications, the apparatus of the Government of the Russian Federation, Rosarchiv, as well as participants in the EDMS market.

According to Chernenko, an important area of ​ ​ the council's activity is the development of the functionality of electronic document management systems for participants in interdepartmental electronic document management (MEDO) based on tools such as automatic registration of documents, automatic completion of individual fields of EDO cards, end-to-end monitoring of EDO processes, preparation of reports and analytics.

Meeting of the Expert Council on Improving MED in State Authorities, August 26, 2020, Moscow

We record the widespread adoption of MED in federal and regional executive bodies. However, at the municipal level, the use of electronic document management is still insufficient. One of our tasks now is to expand its use in administrations of municipalities of all levels and among budgetary institutions, such as schools, gardens, hospitals, - said Chernenko, whose words are quoted by the press service of the Ministry of Telecom and Mass Communications.

The ministry noted the widespread use of the practice of transferring scanned copies of paper documents with handwritten signatures and scanned copies of applications via MEDO. In addition, there are no legally enshrined strict requirements for filling in descriptive fields when transferring documents according to the EDM, as well as requirements for maintaining unified regulatory reference information common to all EDM participants.

The solution of these issues will be dealt with by the expert council on improving electronic document management in state authorities. Its new composition will be approved by order of the Ministry of Communications.^[7]

2009: Executive Order No. 1403-r and Executive Order No. 754

Decree of the Government of the Russian Federation No. 1403-r dated October 2, 2009 "On Approval of Technical Requirements for the Organization of Interaction between the Interdepartmental Electronic Document Management System and Electronic Document Management Systems of Federal Executive Bodies"

In September 2009, Prime Minister Vladimir Putin signed a regulation on an interdepartmental electronic document management system. This provision, approved by government decree No. 754 of September 22, 2009, defines interdepartmental electronic document management as the interaction of federal information systems of electronic document management.

This includes the exchange of electronic messages and the maintenance of official correspondence in electronic form between participants in interdepartmental electronic document management - federal state authorities, the presidential administration and the government apparatus. At the same time, it is allowed to exchange both publicly available information and information constituting an official secret.

2011

In accordance with Decree No. 176-r of February 12, 2011 "On the approval of the action plan for the transition of federal executive bodies to paperless document flow in the organization of internal activities," signed by Prime Minister Vladimir Putin, federal executive bodies should switch to paperless internal document management from January 1, 2012, and local self-government bodies - from July 1, 2012. To ensure the interaction of various EDMS OGIVs within the framework of the unified MEDO system, the federal security service of the Russian Federation has developed a format for exchanging electronic documents in bodies. state power Russia Each EDMS FOYV, being a member of the EDMS, must form outgoing documents in this format for sending to the EDMS system, process documents received in this format from the EDMS.

2012

Initiation - Government Decree of September 6, 2012 No. 890 "On Measures to Improve Electronic Document Management in State Authorities"

2014: Resolution and format of the EDM electronic document

Decree of the Government of the Russian Federation of December 25, 2014 No. 1494 "On Approval of the Rules for the Exchange of Documents in Electronic Form when Organizing Information Interaction"

In September 2014, the expert council on improving electronic document management in state authorities, organized by the Ministry of Telecom and Mass Communications of Russia, determined the format of an electronic document for interdepartmental document management and permanent storage of electronic documents. This format was PDF/A, with the placement of the details of an electronic document in an XML file. According to experts, at the moment it is the optimal solution for the transition from paper to electronic document management.

The approved format was tested during pilot projects conducted on behalf of the Government of the Russian Federation between the Apparatus of the Government of the Russian Federation, the Ministry of Telecom and Mass Ministry of Economic Development Russia Communications of Russia, the Ministry of Justice, the Ministry of Finance, the Ministry of Industry and Trade, the Ministry of Sports, the Ministry of Culture, the Ministry of Agriculture of Russia, as well as the governments of Tatarstan, Moscow and Rostov regions, Khabarovsk and Primorsky Territories.

have reached a very important decision. It will advance the issue of switching to paperless document management by the end of 2016, and will also reduce the costs of departments to finalize their own systems, "said Deputy Minister of Communications and Mass Media of the Russian Federation and Secretary of State Oleg Pak

By the decision of the Government Commission on the Use of Information Technologies to Improve the Quality of Life and Business Conditions, chaired by the Head of the Government of the Russian Federation Dmitry Medvedev, state authorities must bring their electronic document management systems in line with the requirements by April 27, 2015.

The Ministry of Communications of Russia and the Federal Security Service of Russia are developing a joint departmental order, which will include the main technical requirements for the procedure for the exchange of electronic documents: PDF/A format, a description of an XML file with metadata, the use of an enhanced qualified signature and a number of others.

2015

Approved a resolution on the rules of electronic interaction of government agencies

In January 2015, the Government approved of the Russian Federation Resolution No. 1494, which defines the rules for the exchange of documents in electronic form, will increase the efficiency of internal and interdepartmental interaction. This document was the result of close cooperation Ministry of Digital Development, Communications and Mass Media Russia with various departments and key market experts on the formation of a unified approach to organization electronic document management in authorities.

The rules establish the basic principles and procedure for the exchange of documents in electronic form signed by an electronic signature, with the interaction of federal executive bodies, executive bodies of the constituent entities of the Russian Federation, state extra-budgetary funds using the information systems of electronic document management available to them. The rules define the format of an electronic document, as well as systematize the procedures for exchanging documents in electronic form.

It is assumed that the developed rules will eliminate a number of unresolved issues that for a long time did not allow departments to switch to a full-fledged electronic document flow, increase the efficiency of interaction between federal executive bodies, constituent entities of the Russian Federation and state extrabudgetary funds by reducing the duration of internal and interdepartmental document management cycles, will reduce labor costs for operations related to the organization of document management, as well as improve coordination and coordination of actions of government agencies when switching to interdepartmental electronic document management.

The work on the formation of uniform agreed decisions, as well as recommendations on the organization of electronic exchange of documents, was carried out within the framework of the Expert Council for the implementation of electronic document management in government agencies, organized under the Ministry of Telecom and Mass Communications of Russia in July 2013. The council includes specialists in the field of electronic document management, including representatives of the business community, the scientific environment and state power.

The approved rules are a priority document from among the necessary for the transition of government agencies to paperless exchange of documents. During the work, draft supporting acts were also prepared: a list of types of documents to be exchanged exclusively in electronic form, and a description of organizational and technological electronic interaction.

The next stage by April 2015, all departments will have to ensure that their systems are technically ready for electronic exchange in accordance with established standards. However, a number of departments and regions are already exchanging within the pilot zone.

Requirements for electronic interaction of government agencies approved

On November 12, 2015, the Ministry of Communications and Mass Media of the Russian Federation announced the approval of organizational and technical requirements for electronic interaction between authorities. This was reported on the website of the department.

The requirements approved by the Joint Order Ministry of Digital Development, Communications and Mass Media Russia Federal Security Service of the Russian Federation No. 186/258 regulate uniform standards for the presentation of electronic documents, procedures for checking and confirming their authenticity, rules for the exchange of electronic documents of various types of systems, the electronic document management format of an electronic document and an electronic signature (ED), as well as rules for the visual display of a document in electronic form.

Requirements for electronic interaction of government agencies approved

The document prepared by the Ministry of Telecom and Mass Communications describes the electronic interaction of state bodies by exchanging digital documents and messages signed by the EP using the interdepartmental electronic document management system (MEDO).

Thanks to the EDO, the volume of manual data entry in the authorities will decrease, the automation of standard workflow and document management processes will increase, as well as the coordination of the actions of departments will improve, the Ministry of Telecom and Mass Communications reported.

According to the deputy head of the ministry, Oleg Pak, when organizing electronic interaction between government agencies, it was decided to preserve departmental systems, finalize the requirements for their integration and the development of an interdepartmental bus instead of transferring everything to a single cloud.

have taken an important step that was preceded by two years of working together with the market, the expert community and representatives of departments. Thanks to the high involvement of industry experts in the work, including at the level of specialized departments of the government of the Russian Federation, it was possible to obtain results that will positively affect the effectiveness of the activities of state bodies, "Pak said. Ошибка цитирования Неверный вызов: нет входных данных

Authorized body

Control over electronic document management in the government was given to the Federal Security Service (FSO). This structure is responsible for maintaining the technical and technological infrastructure of interdepartmental electronic document management in working order. The FSO will be engaged in the analysis and elimination of failures and errors of software and hardware detected during operation, as well as the repair or replacement of failed software and hardware.

Infrastructure

The provision also determined the very technical and technological infrastructure of interdepartmental electronic document management. It consists of a head node operated by the FSO, as well as nodes of participants in interdepartmental electronic document management and secure communication channels.

The head end includes, in particular, a mail server, software and hardware of the certification center and information protection means. Its main functions are to ensure the protection of processed, stored and transmitted information from unauthorized access and distortion when it is located at the head node and transmitted through secure communication channels to the nodes of participants in interdepartmental electronic document management; exchange of electronic messages between document flow participants.

The technical means of the node of the participant of interdepartmental electronic document management include server and communication equipment, information protection tools and automated workplaces. The nodes of the participants in the government electronic document management should ensure the delivery of messages received from the head node to the federal information systems of the addressees and vice versa. The nodes of the participants of the interdepartmental electronic document management ensure the protection of information until it is transferred to a secure communication channel, and also store messages before being transferred to the head node or to the federal information system of the addressee's electronic document management.

Information protection

The FSO controls the provision of information security in the organization of interdepartmental electronic document management, including the organization and use of information protection tools, ensuring the integrity of processed data and antivirus protection. Organizational measures to ensure information security, in particular, include establishing the procedure for backing up, restoring and archiving databases located at the head site of interdepartmental electronic document management, as well as the procedure for updating antivirus databases.

See also

E-Government of Russia

Notes