EOS for SharePoint in the Government of the Republic of Khakassia

Electronic document management systems in regional authorities turn into the full-fledged instrument of public administration. At the same time, especially significant are a possibility of documentary decision support and remote web access.

Implementation of EDMS in the Russian regional public sector was initial is motivate with aspiration to automation of office work processes when preserving paper document flow. However thanks to changes in the legislation the functionality of systems significantly extended. In particular, in Russian regions of EDMS allow to perform support of processes of management of electronic documents for all lifecycle — from creation and a statement before storage and the subsequent destruction. EDMS also should promote automation of such business processes as rendering state services in electronic form, to provide electronic interdepartmental interaction.

The government of the Republic of Khakassia the beginning actively to rebuild the IT infrastructure in 2001. Then competition on implementation of the first stage of creation of a single corporate network in the building of the Government and Supreme Council was announced. Local networking, delivery and installation of servers, DBMS and the automation system of document flow on 20 jobs were required.

"We were faced by a problem of creation of a common information space for work of executive bodies of the government of the republic. It was for this purpose necessary to create conditions for complete transition from traditional paper document flow to paperless electronic technology, to automate office work processes and work of departments, to construct interdepartmental electronic interaction and so on. We stopped the choice on an electronic document management system in EOS Group company. The important role was played also by the fact that the system developer provides continued support, in particular, keeps track of relevance of normative and methodological base and if necessary enters changes into the system", – the adviser of Department of administration of system resources of the State committee on informatization and new technologies of the Republic of Khakassia Evgeny Yanulevich comments on a situation.

Now in the automation system of office-work and document flow of the Government of the Republic of Khakassia all staff of the ministries and departments of the region works, and these are more than 700 jobs. For interdepartmental interaction at the organization of work with documents in addition to EDMS the prosecutor's office of the republic and Management of the Ministry of Justice of the Russian Federation on the Republic of Khakassia, Territorial authority of Federal State Statistics Service and Territorial fund of compulsory health insurance are connected. Interaction of the administrative centers of municipal entities with EDMS is performed on open communication links by means of exchange of documents in electronic form using the EDS.

"The movement of paper documents managed to be excluded completely. As a result not only considerably the speed of work of specialists increased, but also costs which inevitably existed at exchange of paper documents decreased, – Evgeny Yanulevich tells about advantages of the constructed EDMS. – As not only accounting information, but also electronic images of documents is stored in the database, staff of bodies of executive power and administrations of municipal entities actively use documentary support in quality of the instrument of decision making".

For converting of data of EDMS of the government of the republic with the electronic systems of federal authorities the adapter which after receiving a secure channel for information exchange, will allow to organize interdepartmental interaction with federal executive bodies of the government of the Russian Federation, regarding electronic document management is created.

Last year the pilot project for two departments of Administration of Khanty-Mansi Autonomous Okrug on implementation of new EDMS started. The electronic document management system functions in administration of the district since 2005: "Code: Document flow" allowed to automate processes of office-work, the organization of electronic document management and formation of databanks of the entering, outgoing and internal documents, providing online access to information with differentiation of access rights, electronic publication of white papers. However, according to the director of "The district center of information telecommunication technologies" of Khanty-Mansi Autonomous Okrug Stepan Perevertaylo, for authorities of the most relevant the problem of distribution of EDMS on all employees within geographically distributed structure is today. "Important conditions for electronic interaction between departments and administrations of municipal entities is the possibility of a full-fledged work through Web and also high technological effectiveness at accomplishment of standard documentary procedures. Besides, Web technologies will not demand installation in workplaces of users of the main client application", – Stepan Perevertaylo tells.

According to experts, an opportunity to work with the system of interdepartmental electronic document management (MEDO) belongs to important advantages of EOS for SharePoint. The functionality necessary for the organization of interdepartmental interaction can be applied also successfully at creation of an electronic system of rendering public services. To that experience of creation in public authorities, state agencies and organizations of the Moscow region of the single system of electronic document management (SSEDM) is a striking example. During this project completions program and the hardware of central node of ESED on the Microsoft Office SharePoint Server (MOSS) platform and the participating organizations of a single system of electronic document management for ensuring electronic interaction by means of central node were implemented.

Now automation of internal and external document flow departmental is provided to EDMS of public authorities of the Moscow region. The central node of ESED provides the effective and guaranteed information exchange between participants of interdepartmental electronic interaction.

Now implementation of a subsystem "A single system of normative and help and documentary information the" (ESNSI) providing interaction between information systems with preserving of all attributes of the legal importance of electronic documents and records of the database, and use of opportunities of the electronic digital signature (EDS) continues. Actually ESNSI – a set of the reference books and qualifiers allowing external systems to update the normative reference information.

Thus, having providently begun works on consolidation EDMS of authorities, the Government of the Moscow region could be prepared for change of regulations 210-FZ. Implementation of ESED expanded possibilities of citizens on implementation of the rights to public services, and integration about SIEI provided a possibility of interdepartmental electronic interaction with the other bodies and the organizations participating in processes of providing the public and municipal services.