"The center for the real estate for the Southern Kazakhstan area" automated document flow based on Letograf

Specialists of the Kazakhstan office of Letograf company completed the project on creation of an electronic document management system in "The center for the real estate for the Southern Kazakhstan Area (SKA)", one of 16 regional centers of Committee of registration service Ministries of Justice of the Republic of Kazakhstan. After implementation in the organization of an electronic document management system Letograf the staff of "The center for the real estate" received the automated tools for the management and control in the field of state registration of the rights to real estate and transactions with it, says Letograf.

Prior to the beginning of the project in "The center for the real estate" the information system of registration of a real estate which is not supporting storage of electronic copies of paper documents functioned. As each of the regional centers of Committee of registration service Ministries of Justice RK works with an array more than from 100 thousand documents, it negatively affected the processing speed of requests and obtaining information from archives. Also processing of the documents coming to the organization and their placement to archive for the subsequent access was complicated. For improvement of service quality and fall forward of processing of requests of physical persons and legal entities the decision to create electronic archive of all inventory affairs was made.

As a main objective of the project of creation of electronic archive the management of "The center for the real estate" designated reduction of time of request processing and dates of receipt of information from archive. It was for this purpose necessary to transfer to an electronic form all archive originals of inventory affairs, including old documents and documents of A3 format, to integrate electronic archive of the scanned images with the recording system of documents existing in the organization. At the same time it was important to save the procedure of work, usual for the employees, with documents and to provide the accessibility to electronic copies of documents in the existing recording system.

Also it was necessary to create electronic filing of archivings and documents according to the nomenclature admitted to the organizations, having provided users a system the electronic document "on demand" according to the individual level of an information access and a possibility of obtaining statistical information on archive documents. Also it was not less important to organize versionny control of the attached electronic images, search in details of a card and attributes of documents in an archive system, to provide control of the movement and location of archive documents.

Based on the held tender as the platform of electronic archive a system Letograf was selected. As noted, the choice of the solution was caused by the following factors: a system is capable to provide processing of a huge array of information (within this project it was necessary to transfer more than 12 million pages of paper documents to an electronic form); the logging-in integration platform will organize effective intersystem interaction, allowing to integrate the different systems functioning in the organization, in a common information space for work with internal documents; system operation does not require installation of expensive powerful equipment, high qualification of users and IT specialists — for its additional tuning and the current administration one employee who completed a three-day training course "The system technologist Letograf" suffices.

Project works were performed in two stages from September, 2010 to March, 2011. During the project for automated management of documents of electronic archive of "The center for the real estate for YuKO" the multifunction integrated system which integrated the recording system of documents existing in the organization, the system of stream input of documents, a system Letograf as storage of electronic images and the integration platform " Letograf.ensemble " for ensuring interaction of all systems and applications of the organization was created, reported in Letograf company.

For digitization of paper documents the system of stream input consisting of three different stream scanners of Kodak (flat bed scanners of A3 and A4 format and the scanner of A2 format for not embroidered documents), the printer of labels and the scanner of barcodes was created. A program part of the Electronic Archive system was made: the system of stream recognition of ABBYY Recognition Server, storage of electronic documents Letograf and " Letograf.ensemble " as the integration platform.

The electronic archive began to function with the moment when in a system the first electronic images of paper documents which became at once available to preparation of answers according to requests began to appear. At the same time users of a system continued to work with the interface, usual for them, and access to storage of electronic images of documents is provided when clicking the corresponding button in a recording system. Today in "The center for the real estate" process of digitization of archive comes to the end, input validation of data is exercised using the reports displaying a situation in real time with indication of the number of the scanned documents and the contractor.

"Work with electronic images allows to get quickly access to the necessary document and if necessary to make its copy and also to protect paper originals of documents — Zakridin Alimkulov, the associate director of "The center for YuKO real estate" told. — The system of automated management of electronic archive of documents created based on Letograf provides the maximum efficiency of processing of requests of physical persons and legal entities, allowing to render to citizens and the organizations of service quickly and qualitatively, as is our key task".

"Architecture Letograf and its opportunities for application integration allowed to increase functionality of the recording system used in the organization and to bring technological support of archive to new level, at the same time having completely saved the investments made in IT infrastructure and the usual mode of work of employees — Elena Shelyastina, the technical director of the company reported Letograf. — Now the recording system of documents continues to perform the functions — in it work with information is conducted, and electronic images of documents are placed in a system Letograf".

Now the leaders of the Center develop the actions plan on the translation of archive materials in an electronic form in all 17 branches.