EDMS in the public sector

2025: The Government of the Russian Federation has begun the introduction of uniform electronic document management standards for federal ministries and departments

On May 14, 2025, it became known that the Russian government launched a pilot project to introduce uniform electronic document management standards for federal ministries and departments. The project is being implemented in accordance with Decree No. 629, signed on May 8, 2025. The pilot testing will be attended by the Ministry of Natural Resources, the Ministry of Industry and Trade, the Ministry of Digital Development, as well as the federal tax service.

According to the press service of the Russian government, within the framework of the pilot project, the departments will test the procedures for automated preparation of documents and their exchange between their systems. Participants will also develop uniform requirements for departmental electronic document management systems and prepare proposals for updating the regulatory framework regulating electronic interaction of state authorities.

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Фото: Freepik

Deputy Prime Minister - Head of the Government Apparatus Dmitry Grigorenko stressed that over the past five years, the government has radically changed the principles of organizing document management. Paper media and their electronic copies were replaced by digital documents with structured data, which made it possible to automate the processes of processing these documents, including their registration and control over the execution of orders.

According to Dmitry Grigorenko, at the first stage of the digital transformation of document management, the government translated the interaction of federal ministries and departments with the Government Apparatus into electronic form, abandoning paper media. Then the very approach to creating documents was changed - digital orders were introduced, which are formed directly in the document management system in a machine-readable format.

The key task at the current stage is to scale the accumulated experience for all processes and all federal executive bodies. The final goal of the new project, the head of the government apparatus called the complete transition of state bodies to digital document management, when documents are created in a single structured digital format and practically do not require manual processing.^[1]

2022: Dmitry Chernyshenko: A single document management space will appear in Russia - GosEDO

A project has been launched in Russia to form a unified information space in the field of state-electronic document management - GosEDO. This was stated by Deputy Prime Minister of Russia Dmitry Chernyshenko. The operator of the GIS GosEDO is the Ministry of Digital Development of Russia, and the development of the system is carried out by the FGAU NII Voskhod, according to a statement from the Government of the Russian Federation dated March 29, 2022. Read more here.

2011: Results of use: Various government agencies spent 5 billion rubles on the purchase of the corresponding software

In total, in 2011, various government agencies spent 5 billion rubles on the purchase of the corresponding software. These are the results of a study conducted by Cognitive Technologies.

The study was conducted among state institutions, to which the company attributed the federal authorities, administrations of districts, cities, regions, universities, medical institutions and law enforcement agencies. The study was based on information from the zakupki.gov.ru website (a total of 465 purchases from 457 customers were analyzed), as well as data obtained directly from customers during a survey conducted by Cognitive Technologies. It was attended by 276 employees of government agencies who purchased electronic document management systems from various manufacturers from 2011 to early 2012 (79 respondents from the capital region and 197 from 35 constituent entities of the Russian Federation).

"Initially, we conducted a study for ourselves - we were interested in this market, since we ourselves work on it," said Danil Gatilov, PR-manager of Cognitive Technologies. - At the same time, we did not segment the data received from different government agencies. As part of the study, we did not have such a task. We did not segment the data obtained by companies - the winners of tenders. But I can say that among state institutions, most of our clients are law enforcement agencies. "

According to the data received by Cognitive Technologies, the overwhelming number (53%) of respondents spoke negatively about the quality of the purchased systems. More than half of them said that the main problem with most installed systems is the low speed of information processing. Weak confidence in the safety of storing documentation does not suit 16% of respondents. And 28% are confident in the need to include auto-processing functions in electronic document management systems that significantly automate the process of processing incoming requests and reduce subjectivity when making decisions.

Those who were fully or partially satisfied with the purchased product were significantly fewer - 17% and 28%, respectively. About 2% of respondents refrained from a specific answer.

According to Cognitive Technologies in 2012, the cost of introducing process automation and document management systems in the public sector will increase by 40% compared to 2011 and amount to 7 billion rubles.

Regional experience

Samara region

2011: Samara State Archive will soon cease to be the kingdom of dusty rarities and a place where the search for the right document takes days, or even weeks. Already, many information from two centuries ago can be obtained in a matter of minutes. Digitization of funds is in full swing in the archive.

The latest electronic technologies will help historical documents acquire almost eternal life. The whole floor of the regional archive has now been given to accommodate special equipment - in the same way, archives in many countries have recently been translated into digital format. Europe

Over time, access to documents in electronic form will be available not only to visitors to the reading room of the archive, but also to almost any resident of the planet who has access to the Internet. In the jubilee year for the province, interest in the past of the region, according to the observations of archive workers, has grown very much. In addition to historians, ordinary Samarans turn to ancient documents, who decided to draw up their own genealogy. Electronic technologies will help significantly speed up the search for the necessary information.

Republic of Khakassia and Khanty-Mansi Autonomous Okrug

More than half of state institutions that have switched to electronic document management (EDO) are not satisfied with the acquired solutions.

Electronic document management systems in regional authorities are turning into a full-fledged tool of public administration. At the same time, the ability to document decision support and remote web access become especially significant.

The introduction of EDMS in the Russian regional public sector was initially motivated by the desire to automate office processes while maintaining paper flow. However, thanks to changes in legislation, the functionality of the systems has expanded significantly. In particular, in the Russian regions, EDMS allows you to support the management of electronic documents throughout the life cycle - from creation and approval to storage and subsequent destruction. EDMS should also contribute to the automation of such business processes as the provision of public services in electronic form, and provide electronic interdepartmental interaction.

The Government of the Republic of Khakassia began to actively rebuild its IT infrastructure in 2001. Then a competition was announced for the implementation of the first stage of building a single corporate network in the building of the Government and the Supreme Council. It was necessary to build a local network, supply and install servers, DBMS and document control automation systems for 20 workplaces.

"We were faced with the task of building a single information space for the work of the executive bodies of state power of the republic. To do this, it was necessary to create conditions for a complete transition from traditional paper document management to paperless electronic technology, automate office processes and the work of departments, build interdepartmental electronic interaction, and so on. We chose the electronic document management system at EOS. An important role was played by the fact that the system developer provides constant support, in particular, monitors the relevance of the regulatory and methodological base and, if necessary, makes changes to the system, "says Yevgeny Yanulevich, adviser to the System Resources Administration Department of the State Committee for Informatization and New Technologies of the Republic of Khakassia.

Currently, all employees of the ministries and departments of the region work in the system of automation of workflow and document management of the Government of the Republic of Khakassia, and this is more than 700 working places. For interdepartmental interaction in organizing work with documents, in addition to the EDMS, the Prosecutor's Office of the Ministry of Justice of the Russian Federation in the Republic of Khakassia, the Territorial Body of the Federal Service for State Statistics and the Territorial Fund for Compulsory Health Insurance are connected. Interaction of administrative centers of municipalities with EDMS is carried out through open communication channels through the exchange of documents in electronic form using EDS.

"The movement of paper documents was completely excluded. As a result, not only did the speed of work of specialists significantly increase, but also the costs that inevitably existed when exchanging paper documents decreased, "says Evgeny Yanulevich about the advantages of the EDMS built. "Since the database contains not only accounting information, but also electronic images of documents, employees of executive authorities and municipal administrations actively use documentation support as a decision-making tool."

To convert the EDMS data of the government of the republic with electronic systems of federal authorities, an adapter was created, which, after receiving a secure channel for information exchange, will allow organizing interdepartmental interaction with the federal executive bodies of state power of the Russian Federation, in terms of electronic document management.

Last year, a pilot project was launched for two departments of the Administration of the Khanty-Mansiysk Autonomous Okrug - Ugra for the implementation of a new EDMS. The electronic document management system has been operating in the district administration since 2005: the "Code: Document Management" made it possible to automate the processes of workflow, organization of electronic document management and the formation of data banks for incoming, outgoing and internal documents, providing prompt access to information with delineation of access rights, electronic publication of official documents. However, according to Stepan Perevertailo, director of the District Center for Information and Telecommunication Technologies of the Khanty-Mansiysk Autonomous Okrug - Ugra, the most urgent task for the authorities today is to extend EDMS to all employees within a geographically distributed structure. "Important conditions for electronic interaction between departments and administrations of municipalities are the possibility of full-fledged work through the Web, as well as high manufacturability in the implementation of standard documentation procedures. In addition, Web technologies will not require the installation of the main client application at the workplaces of users, "says Stepan Perevertailo.

According to experts, the important advantages of EOS for SharePoint include the ability to work with the interdepartmental electronic document management (EDM) system. The functionality required to organize interdepartmental interaction can also be successfully used in the construction of an electronic system for the provision of public services. A striking example of this is the experience of creating a unified electronic document management system (ESED) in state authorities, government agencies and institutions of the Moscow Region. During this project, improvements were made to the software and hardware of the central EDMS node on the Microsoft Office SharePoint Server (MOSS) platform and participating organizations of the unified electronic document management system to ensure electronic interaction through the central node.

Currently, automation of the internal and external document flow of departmental EDMS of state authorities of the Moscow region has been ensured. The central node of the EEDMS provides effective and guaranteed information exchange between participants in interdepartmental electronic interaction.

Currently, the implementation of the Unified System of Regulatory Reference and Documented Information (ESNSI) subsystem is ongoing, which ensures interaction between information systems with the preservation of all attributes of legal significance of electronic documents and database records, and the use of electronic digital signature (EDS) capabilities. In fact, ESNSI is a set of reference books and classifiers that allow external systems to update regulatory reference information.

Thus, having prudently begun work on the unification of the EDMS authorities, the Government of the Moscow Region was able to prepare for a change in 210-FZ standards. The introduction of the EEA expanded the ability of citizens to exercise their rights to receive public services, and integration with the EEA ensured the possibility of interdepartmental electronic interaction with other bodies and organizations participating in the processes of providing state and municipal services.