On the platform Letograf is created electronic archive of the Kyzylorda region of Kazakhstan

The Letograf company announced creation of electronic archive of the city of Kyzylorda, one of the regional centers of the Republic of Kazakhstan on the platform Letograf. During the project the management system for electronic archive of documents was implemented, supply of equipment for stream input of data (document scanners, printers of labels and scanners of barcodes) is executed and also works on transfer of all fund of regional archive in a digital format are begun. Residents of the Kyzylorda region will be able to estimate project deliverables soon when obtaining different references from regional archive, says Letograf.

Regional archives of Kazakhstan provide storage and access to a large number of the paper documents required for work of the Service Centers of the Population (SCP) of the country. More than 600 thousand paper documents are stored in ten archive organizations of the Kyzylorda region (seven in areas and three in the regional center), the volume of many exceeds 100 printed pages, and the number of documents constantly grows. In the course of storage and operation of archive documents there is over time a wear of old documents for which recovery it is necessary to carry out restoration works. Also the problem of search of the required paper document in such array of information is rather difficult.

For optimization of activity of regional archive, achievement of economy of financial, labor and temporary resources of the organization the decision to transfer archive documents to a digital format was made. It is planned that upon completion of the project search and providing required documents will happen almost instantly while before start of the project this task occupied 3-4 working days.

The winner of competition at the choice of the supplier program and the hardware of electronic archive recognized "Letograf IT Consulting and Services Kazakhstan" company, the Kazakhstan office of the Russian company "Letograf", the developer and supplier of the document management system of the same name. The task in a short time to develop the unified project solution for automation of standard operations on work with documents was set for specialists of Letograf. The solution had to provide reliable storage and quick access to information by means of the web browser taking into account access rights, noted in Letograf.

Functionality of a system of electronic archive had to include accounting and document storage of different types, including electronic images of files. The solution should automate input of documents in a system using the mechanism of stream input and also creation and management of cards of documents and cards of affairs of archive. The possibility of execution of operations on service of paper archive, including accounting, storage, determination of location, search, the organization of issue of affairs was required for the staff of archive. The electronic archive had to provide a possibility of classification of affairs using a different type of reference books, provide different search mechanisms of affairs and documents and also creation of different statistic reports and report forms.

Experts of "Letograf IT Consulting and Services Kazakhstan" company implemented the project in one and a half months, having developed and having implemented the information system "Electronic Archive" on the platform of a system Letograf. During the project the hardware was installed: scanners for not embroidered documents, dokumenty scanners of A3 format, scanners of barcodes and the printer of labels, the server with disk storage of 4 TB in size was also installed. For the staff of archive (IT specialists and archivists) the three-day training course in opportunities of a new system then knowledge of a system was fixed in the course of seven-day joint implementation training was conducted.

Now a system allows to solve the following main objectives: maintaining the nomenclature of affairs (including on the basis of the classification accepted in each of funds and the nomenclature), formation of printed forms, differentiation of access rights; formation and registration of affairs, including line scanning of case documents; management of archive, including formation of report forms and topografirovaniye of documentary fund; search put also documents (according to details of registration cards, on other search queries).

"According to our forecasts, after completion of transfer of all fund in an electronic form the storage of archive will be connected directly to information system TsON that will allow to reduce the speed of obtaining by citizens of any reference or copy of the document to several minutes — the head of department of archives and documentation of the Kyzylorda Gaynulla Zharkynbayev region noted. — Substantially search systems capabilities will simplify also work of scientists and researchers who will fully be able to use richness of regional archive which some documents are dated the 18th century".

"Implementation Letograf in regional archive of Kyzylorda — one more of examples of the amplest opportunities of a system in the field of work with large data arrays — Shelyastina Elena, the technical director of the company said Letograf. — Thanks to scanning and recognition of archive documents specialists of the organization will be able to increase considerably quality of the stored information, to preserve valuable historical data and also to lower routine labor costs on search and accounting of documents".