The Ministry of Justice of the Russian Federation automates document flow in all territorial departments

The Electronic Office Systems (EOS) company successfully implemented the development project and maintenances of an electronic document management system in the Ministry of Justice of the Russian Federation (Ministry of Justice) and its territorial authorities based on own development – the CASE system.

Solution

In accordance with the terms the contract to the customer systems were delivered and installed:

• "CASE" in number of 493 jobs,
• "DELO-WEB" on 450 jobs;

options:

• The automated workplace of the Head on 20 jobs, "the EDS and enciphering" on 232 jobs, Scanning on 12 jobs.

Acted as collaborators of the project: NTsPI Federal State Institution at the Ministry of Justice of the Russian Federation, KS-Consulting LLC, Business IT LLC, SoftExpert LLC, Office Dock IT LLC, ALIAS LLC, Medialux LLC, DILEMMA LLC, Infosistemy LLC, Westcomp Consulting LLC, Business-Soft LLC.

At problem definition of creation of an electronic document management system in Ministry of Justice the following directions were selected:

• Organization of conducting internal document flow mainly in electronic form;
• Reduction of an electronic document management system in compliance with Rules of office-work in federal executive authorities;
• The organization of interaction of EDMS of the customer with other public authorities and also between the Ministry of Justice and territorial authorities.

Besides, it was required to solve problems of accumulation of functionality of a system:

• Providing leadership team with a subsystem of "automated workplace of the Head";
• The organization of information exchange for the purpose of implementation of exchange of electronic documents with other public authorities – integration of EDMS of Ministry of Justice with the system of interdepartmental electronic document management (MEDO);
• The device of information exchange for the purpose of implementation of exchange of electronic documents with services and territorial authorities subordinated to the Ministry;
• Run setting of function of signing of the sent documents and resolutions the electronic signature (ES) and also a possibility of verification of the EDS for the purpose of the certificate of authorship and the invariance of documents and resolutions;
• Setup of function of the notification and notification of users on events in EDMS, such as obtaining correspondence, approach of completion dates of order, etc.;
• Scanning and line scanning of paper documents;
• Function of barcoding of documents;
• Ensuring distribution of access rights of users of EDMS depending on their ex-officio full powers and functions.

Results

During the large-scale project works on inspection of business office work processes in the Ministry were performed, installation and tuning of the EDMS components with primary filling of reference books and EDMS lists is performed. For the staff of the Ministry and representatives of territorial authorities training in use of EDMS was provided. The leadership team of the Ministry had an opportunity for work with documents.

As a result of the consolidated execution of works all team of collaborators, performed transition to a full-function electronic document management system in central office of the Ministry of Justice (all departments are provided with EDMS jobs). Besides, in all 80 territorial subdivisions registration of the entering and outgoing correspondence was configured, exchange of the entering / outgoing electronic documents using the EDS between central office and its territorial authorities is fulfilled. Further development of a system first of all is directed to equipment by jobs "CASE" of Territorial Departments of the Ministry. Delivery of additional licenses of a subsystem of "DELO-WEB" to 500 jobs and 80 licenses of the option "Scanning" is for this purpose made.