Executive authorities of the Samara region switched to a new version of the CompanyMedia EDMS

2022: Transfer of the executive authorities of the Samara region to the import-independent EDMS CompanyMedia

On December 9, 2022, the company InterTrust"" announced that executive authorities of the Samara region they had switched to the next version (EDMS CompanyMedia current at the time of the project).

Illustration: plitkanaveka.ru

The executive authorities of the Samara region made a transition to the import-independent EDMS CompanyMedia as part of the development of an automated information system for document management and workflow (AIS DD).

About the AIS DD of the executive authorities of the Samara region

AIS DD is designed to solve the problems of documentation support for the management of the executive authorities of the region with a geographically distributed organizational structure of high complexity. The CompanyMedia system is used as the AIS DD software platform, adapted to the specifics of the document management of the Government of the Samara Region.

Project objectives

The main goals of the development of AIS DD:

• Import substitution, transfer of AIS DD to an updated version of the CompanyMedia system, using domestic or open source software as basic components.
• Transition to the updated format of the interdepartmental electronic document management system - MEDO 2.7.1.

Project progress

A feature of the project was the need for the customer to switch to EDM 2.7.1 as quickly as possible. The contract was concluded on August 10, 2021, and starting from November 2021, that is, in less than three months, the system was to be put into pilot operation.

In order to meet such tight deadlines, it was important to establish effective interaction between the customer and the contractor on all issues related to the project. For this purpose, a working group was formed on the side of the customer.

This version of the system was deployed by InterTrust specialists on the customer's servers, after which work began on migrating data from the old version.

An important phase of the project was user training. In the old version of CompanyMedia, the main working client was Lotus Notes. In the updated version, users had to go to work through an unusual web client for them. In order to facilitate the transition as much as possible, key users and clerks were trained in an in-depth program, during which, on a specially installed test bench of the system, using real processes as an example, all the nuances and differences of work in this version of CompanyMedia were analyzed with these users. In the field, several groups of trainers were trained for each functional module of the system. Remote webinars were held for a wide range of users of the system. The training was carried out both on the territory of the customer and remotely.

In parallel, work was underway to reconfigure the updated version of the system, taking into account the specifics of the work of the Government of the Samara Region, in order to comply with the tight project deadlines, all the necessary adaptations were carried out by the standard means of the system.

After the completion of data migration, reconfiguration and training, acceptance tests were carried out and the system was transferred to pilot operation.

During the pilot operation, InterTrust specialists were present on the customer's territory to promptly resolve all emerging issues. For user consultations, specialists from the certified partner of InterTrust in the Samara Region, TeraSistema-C LLC, were involved.

Project results

The project to switch to an independent version of CompanyMedia covered about 5,000 users of the executive authorities of the Samara region and their subordinate institutions. Documents for the last 2 years of work and all reference books were transferred to this version of the EDMS. The transition to a new format of the interdepartmental electronic document management system was carried out - MEDO 2.7.1.

All the goals of the project were fully achieved.

Development plans

In the future, it is planned to transfer to the updated version of CompanyMedia OMSU of the Samara region.

2012: Implementation of CompanyMedia EDMS

CompanyMedia, developed by the Moscow company InterTrust, has been introduced and successfully operates in the Penza, Ulyanovsk, Samara, Novosibirsk, Omsk regions, Yamalo-Nenets Autonomous Okrug, the Krasnoyarsk city administration, many large organizations and enterprises.