In the Ministry of Construction and Housing and Communal Services of the Republic of Dagestan electronic document management is implemented

For the purpose of implementation of the principles of electronic - the government in the Republic of Dagestan in the Ministry of Construction and Housing and Communal Services of RD the electronic document management system and office-works (SEDD) is implemented. The purpose of SEDD is increase in efficiency and transparency of public administration and improvement of interaction of executive authorities of RD due to creation of a common information space.

On the organized presentation in the ministry the Automated electronic document management system implemented in department was shown and issues of further development of the project are discussed.

The curator of the project from the ministry, the deputy minister, Dalgatov Magomedkhan Magomednabiyevich, noted that with the advent of such system all internal processes of approval and acquaintance with documents can be performed in electronic form, only final documents are printed - it significantly facilitates and accelerates work process, and the possibility of operating control of execution of instructions in electronic form reduces loading and increases quality of work of all department.

Use of SEDD in public administration will allow to increase the level of self-checking of employees of executive authorities by creation of a transparent control system of execution of instructions, to increase efficiency and efficiency of interaction between executive authorities in the future. SEDD become the tool using which the employee of executive authority can quickly obtain all information necessary for it, keep the operational reporting and joint work.

The project manager from developer company, Ruslan Gadzhiyev holding the presentation noted that for automation the NauDoc system of the Russian producer of Naumen company was selected, and all works on implementation are carried out by forces of local gurus of group of Bevoleks. Also Ruslan Gadzhiyev expressed gratitude to all project participants for the shown coordination on a solution of a set of problems during informatization and automation of their department. "It already the second ministry in the republic where work with documents is automated. We were ready to a set of the risks connected with retraining of employees, different barriers during the training and implementation the practician of interdepartmental electronic interaction. We overcame all difficulties successfully, and it gives the chance to the Ministry of Construction and Housing and Communal Services of Dagestan to become a part of the regional electronic government. Our task within continuation of the project for 2012 to automate all departments and jobs of the ministry - the technical director of the company Informtekh, Ruslan Gadzhiyev told.

For the purpose of fixing of the achieved results it was decided to develop and approve new the instruction for office-work in the nearest future in the Ministry in which basis the priority of electronic document management will be put.

Electronic document management system in the Ministry of Construction and Housing and Communal Services of RD:

• will significantly increase efficiency of work with documents in organization, providing automation of basic processes of document flow and joint work of employees;
• will improve control of the movement of documents, excepting their loss, and allowing to trace all levels of execution of documents;
• will provide automation of regulations and processes of imposing and performance of resolutions;
• will allow to control performing discipline and employment of time of both individual employees, and departments in general;
• will reduce time spent for document retrieval;
• will reduce costs for document handling in department and preparation of the set reporting;

will provide implementation of technologies of processing of electronic documents (in the form of text and graphic formats of "electronic images");

• will create the summary directory of a digital library of documents of the Ministry of Agriculture of RD.

Also in a system the possibility of use of the electronic digital signature at approval and document approval is implemented that is going to be used in the future. For this purpose in the ministry the model of certification center necessary for use of the electronic digital signature will be deployed. It will allow to adjust in 2012 interdepartmental interactions with other government organizations.

Project History

In 2011. The Ministry of Construction and Housing and Communal Services signed a number of agreements with the IT companies on work on purchase, installation and setup, implementation of the Automated electronic document management system.

The first stage of work on implementation of electronic document management was followed by trial operation of a system, the staff of the ministry studied concepts of work with electronic documents, began training, posted hundreds of documents and instructions through a system. 25 automated jobs, including jobs of the minister, all deputies and chiefs of managements with their secretariats, and also office and the administration of the ministry are at the moment put into operation. The necessary equipment purchased and installed.

At the second stage of the project more than 20 employees were trained on a new electronic document management system, more than 100 hours of collective and individual consultations were spent.

Prospects

The final stage of works planned this year will allow to complete training of all staff of the ministry in work with electronic documents, and also to enter the remained jobs into an electronic document management system. Now the following priority directions of development of SEDD are selected:

• increase in quantity of jobs and transition to internal electronic document management in executive authorities of the Republic of Dagestan and also inclusion in process of interaction of administrations of municipal districts;
• reduction in cost of ownership of the software;
• expansion of functionality of the information systems which are a part of SEDD;
• automation of additional processes of executive authorities;
• development of the regulatory legal base, creation of a system of legally significant electronic document management;

The organization of legally significant document flow using the electronic digital signature; Establishing interdepartmental electronic interaction in the government of the Republic of Dagestan.

Besides, increase in volume of the scanned documents is planned for what the special equipment is bought.

In the conclusion

Only at the due organization of joint work of officials and IT specialists with direct participation of the management to become possible achievement of goals of the IT project in practice.

The got experience on transition of the Ministry of Construction and Housing and Communal Services of RD, and earlier and the Ministries of Agriculture of RD on electronic document management allows to organize more effectively work in other executive authorities and public institutions of the republic. Very important success factors of this project are the local location of supplier company of solutions and services, knowledge IT specialists of specifics of work with the Dagestan public institutions.