Ministry of Transport and Communications of Republic of Belarus (Delo-Web)

In Ministry of Transport and Communications of Republic of Belarus the works on integration of a hardware and software system of the automation system of document flow of Ministry of Transport of Electronic DELO with the industry system of the electronic digital signature were successfully completed. This development is performed by Electronic DELO company - the partner of Electronic Office Systems (EOS) company in Belarus, based on the solution of EOS Group – EDMS "DELO".

The Ministry of Transport and Communications (Ministry of Transport) of Republic of Belarus for 6 years successfully operates an electronic document management system Electronic CASE. In 2006 jobs of staff of office and the specialists responsible for office-work in structural divisions were automated. It allowed to pass to the mixed paper electronic document management at which paper documents and their electronic copies in parallel "go" to the organizations. At this stage the following tasks were solved:

• fast and convenient registration of the entering, outgoing correspondence, internal documents using the unrolled system of different reference books (the Full Name of employees, names of the organizations, standard texts, headings, etc.);
• operational obtaining documents for execution and for acquaintance;
• quick search of documents;
• tracking of the movement of the original document;
• effective control of performing discipline at all levels (including an opportunity as required: once a day, in a week or in a month automatically to create reports with the list of overdue tasks or documents);
• operational obtaining summary reports on execution of documents (including: the reports on number of the documents which are on execution, performed, delayed).

In 2008 additional licenses softwares Electronic CASE were purchased by the Ministry. Scaling of a system to the level of the head and the contractor of structural division allowed:

• reduce the organizational and technical costs connected with reproduction and movement of documents;
• accelerate passing of documents due to effective electronic technology of mailing of documents and resolutions;
• get quick and convenient access in the distributed regime of all participants of process to documents according to their powers.

In 2011 specialists of OOO "Electronic DELO" carried out works on ensuring safe functioning of EDMS within which:

• integration of the mechanism of the electronic digital signature into the automation system of office-work of Ministry of Transport using the option "EDS and Enciphering" software Electronic CASE is provided;
• the technology of preparation of draft documents, their approvals and statements in electronic form is developed;
• training of all staff of the Ministry of new technology of work in a system is provided, including individual training of heads is provided;
• for each category of users instructions in which the functionality and opportunities for work in a system are stated were prepared.

Now in the Ministry about 100 licenses EDMS "Electronic DELO" and 7 jobs of the option "EDS and Enciphering" are actively used. All staff of the Ministry had an opportunity to work in a system under the accounts and at virtual "desktops".

Fast development of exchange of electronic documents in Ministry of Transport was impossible without involvement of the management of the Ministry in work in EDMS. The requirement of time is also the high mobility of such employees by consideration, approval and signing of electronic documents. For the solution of these problems in Ministry of Transport subsystems of "DELO-WEB" and "an automated workplace of the head" were implemented. In particular, the subsystem of "DELO-WEB" allows to work far off in an electronic document management system to one of deputy ministers who at the same time is a department director Belavtodor and physically is out of central office.

The subsystem of "an automated workplace of the head" is developed especially for management officials of the organizations and gives an opportunity to work in on-line or offline mode with the subsequent synchronization with EDMS. The simplified interface allows the head to focus only on the specific duties: consideration, approval, vising and signing of documents. Input of voice comments gives the chance to quickly enter the additional information to the staff of the Ministry.

The organization of a system of departmental electronic document management in structure of Ministry of Transport provides:

• efficiency of sending correspondence to an unlimited number of the organizations and reduction of financial expenses on sending letters;
• saving of time for document retrieval;
• transparency of process of approval and document approval;
• reduction of temporary and financial expenses on approval of draft documents;
• the organization of storage of electronic documents according to the legislation.

Completion of work on integration of the automation system of office-work of Ministry of Transport with the industry system of the electronic digital signature will allow to exclude departmental "paper" document flow and to implement information exchange of legally significant electronic documents within the industry based on a single software platform at connection of the subordinated organizations.