Electronic resources of the Samara region

Within "The actions plan on development of information society and formation of the electronic government in the Samara region for 2010-2012" ELAR corporation executes a complex of projects on creation of electronic information resources and transfer to an electronic form of services OGV and public institutions of area.

ZAGS electronic archive of the Samara region

The federal law of July 27, 2010 No. 210-FZ not only assigned an obligation for execution of direct services to bodies of ZAGS, but also approved them as a key source of the data necessary for other bodies and the organizations for providing the public and municipal services. At the same time terms of providing data are strictly limited to administrative regulations.

In 2011 the Government of the region makes the decision on creation of the automated search and help system "ZAGS Electronic Archive" and to formation of electronic fund of civil registrations of the Samara region for:

• optimization of providing the public and municipal services rendered by regional bodies of ZAGS
• optimization of providing data to the interested bodies within interdepartmental interaction
• ensuring safety of originals of archive documents

Within the project specialists of ELAR created the centralized electronic archive of Management of ZAGS of the Samara region based on the SAPERION ECM platform, access of structural divisions of ZAGS to which is provided through corporate VPN network. Functions were assigned to electronic archive:

• maintaining joint electronic fund and its updating
• processings and data loadings from the module current water of documents
• integration with the accounting system of ZAGS
• maintaining uniform reference reference books and subject heading lists
• automatic formation of complex reports on use of information resources

In parallel with implementation of archive the paper array as a part of 1,832,998 assembly records from 1976 for 1997 was transferred to an electronic form. The first copies of records which are stored in territorial authorities of ZAGS and representing the double-sided documents sewed in books of A5 format with the handwritten text, often in bad condition were subject to digitization only. For the purpose of ensuring uninterrupted activity of bodies of ZAGS, scanning of assembly books was performed by mobile crews directly in Territorial Offices, without withdrawal from archives.

After the received electronic copies were indexed on a set of the fields which are most often used for search and are loaded into the system of electronic archive. And when indexing the ELAR own technologies for depersonalization of personal data were applied.

Result

Creation of electronic archive allowed not only to increase efficiency of activity, but also to solve the main task - to reduce terms of provision of services in the field of state registration of acts of civil status and working off of interdepartmental requests, due to quick access of employees to electronic copies of assembly records and a possibility of drawing up any selections of data on requests of other state bodies and organizations.

Single system of management of archiving of the Samara region

The flow of requests for information in archive organizations from individuals, authorities and the organizations constantly increases in connection with development of information society. The Samara region became one of the first subjects of the Russian Federation which decided to create a common information space of archive organizations of the region.

Within the project in 2011-2012 specialists of ELAR created the single system of management of archiving of the Samara region which integrated:

• Management of the public archive service of the Samara region
• Central state archive of the Samara region
• Samara regional state archive of socio-political history
• The Samara regional state technetronic archive, including laboratory on creation of electronic copies of documents and microfilms
• The Samara regional state archive of documents on staff

In each archive the specialized system of the AIS ELAR-archive which provided full process automation of archive activity was implemented:

• storage and input of index information and graphic copies of documents
• accounting of acceptance and execution of requests of users and internal requests
• service of users in the reading room
• activity of expert survey boards

Digitization totally more than 15,000,000 sheets of archive inventories and documents was made.

At the final stage of the project specialists of ELAR developed the new Internet portal of the public archive service WITH which part "The virtual reading room" and "A virtual table of references" – the AIS ELAR-archive modules which provided remote service and request processing of the users arriving by means of the Internet were.

Result

Thus, ELAR corporation was not only activity of archive organizations is automated, but also the centralized access point to resources of the state archives of the Samara region which allowed to provide provision of services in electronic form on the V stage is created. Today to users the electronic copies of the prepared references and statements accompanied with information on the exact time and the place of obtaining the original are sent.

Development of the project provides integration of a system into the Uniform portal of the public and municipal services and also connection of archives of municipal entities to it.

Electronic archive of the Ministry of the property relations of the Samara region

Timely access to documents affects justification of decision-making on management or the order of property: to involvement of a real estate in rent activity, privatization of a share block, providing the land plot under individual construction, etc.

For the purpose of optimization of internal activity and services in issue of copies of archive documents and also reduction of risk of damage and loss of archive documents, the Ministry of the property relations of the Samara region made the decision of step-by-step transfer of all information flow connected with paper carriers in an electronic form and implementations of specialized storage of electronic documents.

Within the project in 2011 ELAR corporation creates the system of electronic archive based on the SAPERION ECM platform having the certificate of conformity of FSTEC on NDV-4 level (with a possibility of use for data protection in information systems PD up to 1 class inclusive). Digitization and loading in a system more than 1,100,000 sheets of property documents - privatization cases and also orders and orders on primary activity is made. At the same time the problem of correction of the outdated addresses used in documents was successfully solved – all of them were verified and brought into accord to the modern address reference book.

Result

The created electronic archive allowed to reduce considerably terms of providing the public services connected with the property relations and to simplify working off of interdepartmental requests thanks to what it became one of the main instruments of work of staff of the Ministry, having given them an opportunity of quick access to demanded information and documents. As development of the project expansion of structure of the stored documents and also ability to integrate electronic archive with elements of the electronic government of the Samara region – a geographic information system is considered that will make electronic archive a part of regional ISOGD.