In the Novosibirsk region the uniform space of electronic document management is created

2020: Project completion on creation of uniform space of electronic document management

On August 24, 2020 it became known that in the Novosibirsk region the digital project on creation of uniform space of electronic document management came to the end. The government of the region operates the electronic document management system and office-works (SEDD) on the basis of the open source developed by InterTrust company.

As it was explained, the constructed system implements a possibility of information exchange of public authorities of all levels and also with omnichannel access for citizens' appeals.

Within the project the Governments of the region are connected to SEDD 454 local government authorities and 116 medical institutions (hospitals and clinics).

The following key tasks were set for the project:

• Creation of uniform space of electronic document management in the region within which the possibility of information exchange of all authorities, public institutions and citizens of the Novosibirsk region is implemented.
• Implementation of a full stroke of a feedback on citizens' appeals due to integration of SEDD with the Internet portal of public authorities of the Novosibirsk region - the nso.ru platform on which services of electronic submission of addresses are placed.
• Ensuring transparency of all stages of consideration of citizens' appeals with history logging of interaction of the citizen with the power.
• Full automation of process of control of an adherence to deadlines of consideration of citizens' appeals 59-FZ agrees.
• Automation of data transfer process about results of consideration of citizens' appeals on the federal level (ССТУ.РФ) in all executive authorities and local government.
• SEDD based on the open source was implemented in the Novosibirsk region in 2017. Then using SEDD document flow in governor apparatus, in regional executive authorities and 35 municipal entities of the Novosibirsk region was automated.

In 2018 there took place works on upgrade of SEDD within the solution of federal tasks and orders of the Governor of the region on increase in efficiency of functioning of a system of addresses in the region, to reduction of terms of answers to addresses, automatic informing citizens on the course of consideration of addresses in authorities. The opportunity for work of SEDD in a corporate cloud was implemented.

As each organization, each governing body should have the independent circuit of document flow, until recently the project of replication meant installation of a copy of SEDD in each connected organization. At the same time installation and setup of the basic software - PostgreSQL DBMS servers applications (for example, the server of full-text search, contents converting, etc.), setup of services was required (the qualifier of communications, the directory, a numerator, service for work with electronic signature etc.). At such approach to replication each connected organization should provide existence of the corresponding server hardware. As practice shows, in the connected subordinated organizations a small amount of users usually works, and server capacities are excessive. Besides each such installation it would be required to administer separately, by force expanding at the same time staff of system administrators. All these aspects could increase significantly project cost and imposed resource requirements on support of such solution.

Essentially the different approach to replication was implemented in the CompanyMedia system with the advent of service of a corporate cloud CompanyMedia. This service allows to configure within one copy of SEDD almost unlimited number of the organizations, at each of which the independent circuit of document flow. All organizations work via the full-function web interface. At the same time in each connected organization independent access rights of users to documents, the structure of the organization are configured. At the same time to documents of other organizations users have no access, thus, necessary confidentiality and independence in work with documents is provided.

Replication of SEDD was performed by InterTrust company together with AYKAMSOFT company as follows:

• the InterTrust company is project management, installation and the CompanyMedia setup and the basic software on the customer's servers,
• the AYKAMSOFT company is collection of information for configuring on each organization, user training and consultations of users.

All project works were carried out far off. Within the project: the separate copy of SEDD for local government authorities of the Novosibirsk region on the basis of the standard version of CompanyMedia was unrolled. For obtaining information on functional needs of users questioning of OMSU was carried out. For each subject of document flow setup of work with documents and their accounting was carried out to SEDD.

User training of a system was performed by AYKAMSOFT company on the basis of the center of remote training. For each group of areas the general training of specialists in document flow in a format of a video conferencing (VIDEOCONFERENCING) on which short digression by opportunities of SEDD was carried out was once provided. Further with users individual practical lessons were given in work with a system. Each user obtained information step by step, for the best perception, carried out independent work with a system, having at the same time an opportunity always to specify the unclear moments on the following consultation.

Within trial operation of SEDD in local government authorities 1123 consultations were held. 498 office-work specialists who can carry out work with all types of white papers were trained.

All organizations are provided with the operation manual SEDD taking into account features of office-work in OMSU and organizations for each functional role of SEDD. The AYKAMSOFT company renders services of remote consulting, technical and methodological maintenance of users.

SEDD developed in the region covers the following functional areas: office-work, processing of citizens' appeals, preparation of regulatory legal acts, internal and organizational and administrative documents, work with the nomenclature of affairs, organization of meetings and meetings, work with instructions of the management of different levels.

Integration of a system with personal accounts of citizens on the website of the Government of the Novosibirsk region and on the websites of local government authorities is provided thanks to what clerks can receive citizens' appeals directly in SEDD and also perform transfer of results of consideration of addresses back to Personal account service. Integration of SEDD into the closed ССТУ.РФ portal through the configured unloading module which is used by all public authorities connected to SEDD is implemented.

Mobile applications of CompanyMedia for tablet devices are used by members of the government of the Novosibirsk region and heads of structural divisions of regional executive bodies of the government.

For August, 2020 SEDD covers all structure of public authorities of the Novosibirsk region, including local government authorities and public institutions. The total quantity of users makes more than 8000 people.

For August, 2020 in a uniform circuit of electronic document management work:

• all executive authorities, subordinated organizations;
• all 30 municipal districts;
• 5 city districts;
• 26 city settlements;
• 429 rural settlements;
• PCB of a sales tax, Legislative assembly, members of the Federation Council from a sales tax;
• 116 medical institutions: hospitals, clinics
• other organizations – Prosecutor's office, Justice department.

More than 100 subordinated organizations Ministries of Finance Ministries of Education, Ministry of Culture – were connected by own forces of the Ministry beyond the scope of this project.

The implemented system allowed to provide integrity, controllability and transparency of processes of preparation, approval and document handling within accomplishment of different business tasks, gives ample opportunities for preparation of the reporting under document flow in scales of all region. A system is implemented with observance of regulatory requirements for implementation of the rights of citizens to the appeal to public authorities and feedback in the terms established by the law.

The analytical tools which are built in a subsystem of SEDD "Citizens' appeals" allow:

• determine the level of social problems, both by territorial sign, and by subject and orientation;
• estimate possible options of succession of events and possible solutions of problems;
• to promptly obtain information on points of social tension which acceptance of preventive measures / operational measures follows.

One of key indicators of federal and regional projects on digital public administration is the share of interdepartmental and interdepartmental legally significant electronic document management. Level of functional development and a scope by an electronic document management system of authorities of the Novosibirsk region, local government authorities of the Novosibirsk region, the organizations of the state-owned and municipal property of the Novosibirsk region has the greatest impact on this indicator. For August, 2020 SEDD – a paramount element of IT infrastructure of the Government of the Novosibirsk region which is daily used in management processes. All areas, city and rural districts, settlements of our region are connected to a system. By 2022 it is going to reach 90% of interdepartmental and interdepartmental legally significant electronic document management at 100% a scope. Anatoly Dyubanov, the minister of digital development and communication of the Novosibirsk region told

By the time of when sharply there was a question of import substitution of information systems in public authorities, the InterTrust company was ready to propose the solution - the translation of the workflow system of area on Java and components of freely distributed software. The project of automation of SEDD in the Novosibirsk region is very important and interesting to us. Actually is an implementation project of SEDD, domestic import-independent uniform for all region, to which all areas, city and rural districts and settlements of the region are connected. Andrey Linev, the CEO of INTERTRUST company told

As a result of the executed project the possibility of movement of documents from the Government of a sales tax in OIGV and OMSU in a double-sided order and also control of all stages of work with documents is performed. At the same time integration of a system with personal accounts of citizens on the website of the Government of a sales tax and on the websites of OMSU was carried out thanks to what clerks can receive citizens' appeals directly in SEDD. Abushayev R.R., the CEO of AYKAMSOFT company reported

2018: Victory in tender PROF-IT.2018

The project of upgrade of a subsystem of Citizens appeal of an electronic document management system and office-work (SEDD) of the Government of the Novosibirsk region became the winner of the All-Russian tender of regional informatization of "PROF-IT.2018" in the "Interactive Interaction with Citizens — Work with Addresses" nomination.

About tender

The All-Russian tender of projects of regional and municipal informatization of "PROFESSIONAL IT" is carried out within the forum of the same name which since 2013 will annually be organized by Expert center of the electronic state with assistance of the Russian President Administration. In total 178 projects of regional and municipal automation took part in tender in 9 nominations. Finalists were defined by the regional jury consisting of representatives of regional executive power, and winners expert advice into which representatives of federal authorities, profile experts and representatives of scientific community entered.

The project of upgrade of a subsystem of Citizens appeal of SEDD of the Government of the Novosibirsk region became the winner of "PROF-IT.2018"

The project of the Government of the Novosibirsk region provided to the "Interactive Interaction with Citizens" nominations - Upgrade of an electronic document management system and office-work of the Government of the Novosibirsk region (SEDD) a subsystem of Citizens appeal, became the finalist and was recognized the winner Expert advice of tender.

About a system

The automated system electronic document management and office-works of the Government of the Novosibirsk region (SEDD) is implemented and develops specialists of the company "InterTrust". The basis of a system was formed by import-independent EDMS CompanyMedia 5.

Thanks to SEDD, in a uniform circuit of electronic document management there are more than 5000 users - all regional executive authorities, subordinated organizations, management on work with citizens' appeals – a public reception of the governor, municipal districts, city districts, the Village Councils, etc.

One of the most critical applications of the used SEDD is the subsystem of Citizens appeal. It provides to 100% transparency of all stages of consideration of addresses with interaction history logging, full automation of process of control of an adherence to deadlines of consideration of addresses, unification of processes of control according to 59-FZ, formation of uniform methodological base of process of consideration of citizens' appeals and unity of the normative reference information, in all regional bodies of the Novosibirsk region. The subsystem automates data transfer process about results of consideration of citizens' appeals on the federal level (ССТУ.РФ) and expands the SEDD integration mechanisms with a single platform of nso.ru on which services of electronic submission of addresses are placed. Also the solution implements a full stroke of a feedback (transfer of the statuses and answers to the citizen in the Personal account), with a possibility of assessment of results of consideration of addresses directly the applicant.

Especially valuably the fact that the subsystem is an integral part of the SEDD complex based on the application software of CompanyMedia of InterTrust company and allows to use seamlessly all available services of a complex, such as Approval, Notifications, Acquaintance, Mailings, Analytics and so forth. The subsystem is integrated with infrastructure of own RUTs NSO, MEDO 2.5 and also the mobile client has.

In regional executive authorities there is no other information system in which more users, than in SEDD would work. At the same time the subsystem of Citizens appeal has the same interface, logic, working methods of the user, as other modules SEDD.

Effects of implementation

It is possible to refer to economic effects of implementation of a subsystem:

• Observance of regulations of the Federal law from 202.05.2006 years No. 59-FZ "About an order of consideration of citizens' appeals of the Russian Federation", addresses are executed in time as all stages of works are controlled by a system.
• Automatic control - decrease in probability of submission of complaints, legal claims and imposing of administrative penalties for untimely accomplishment of obligations to applicants.
• Quick and convenient search of the previous addresses, saving of time of the employee.
• Economy of an annual consumption of paper is estimated almost at 2.0 million rubles, cost reduction on sending mail letters to municipal entities is estimated at 1.0 million rubles, reduction of time of approval of documents on average from 20 to 5 minutes allows each employee to save a month at least 1 working day.
• Cost reduction. The applied Open Source is delivered according to the open license that allows to reduce costs for replication and to increase quantity of jobs, without incuring license expenses.

The social effect of implementation consists of the following:

• Openness of the government, transparency for the citizen of all course of consideration of the address – from the moment of receipt, registration, redirection etc., to the direction of the answer (transfer of all statuses of the course of consideration, file transfer of the answer is supported).
• Increase in level of timeliness and objectivity of the consideration of citizens' appeals reached due to automatic control of performing discipline of officials and history logging of all actions and decisions made at each stage of consideration.
• Increase in reputation of authorities due to operational problem solving.

Why CompanyMedia?

The organization of electronic document management – the necessary technology service accompanying activity of any organization. CompanyMedia combines productive, well-tried and scalable remedies for end-to-end workflow automation with the solutions increasing efficiency of primary activity of the organization.

A system is focused on workflow automation, processes and project management in the geographically distributed organizations with complex structure. It maintains the centralized, decentralized and federal principles of work with documents and tasks. CompanyMedia is applied both by head office of the organization, and the branches, affiliated enterprises affiliated by societies and production sites as unified information environment. The reliable platform for the end-to-end workflow automation and business processes providing joint work of subjects of the organization is as a result created.

Basic software for CompanyMedia

CompanyMedia electronic document management system — is completely Russian development capable to work based on Open Source and meets the requirements in the field of import substitution. CompanyMedia is included at number 871 in the Unified register of the Russian programs for electronic computers and databases. EDMS developer - InterTrust - cooperates with such famous Russian software makers as Basalt, Diasoft Platform, Relex, Postgres Professional and others. In partnership with the listed companies the software package, which part are exclusively certified according to security requirements (FSB of Russia, FSTEC of Russia), components of domestic development is offered to customers. And the subsystem of Citizens appeal can also function in an import-independent environment.

2017: SEDD based on CompanyMedia 5 is brought into commercial operation

In administration of the Novosibirsk region the electronic document management system and office-works (SEDD) based on the open source is brought into commercial operation. The basis of a system was formed by SEDD CompanyMedia 5 developed by InterTrust company. Today in the Government of the Novosibirsk region completely electronic internal document management in the import-independent environment is conducted, all 30 municipal districts and 5 city districts are connected to a system.

The project on creation of a regional electronic document management system and office-work based on CompanyMedia started in the Novosibirsk region at the end of 2008. A system had the web interface and worked at the Lotus Domino IBM platform. Using CompanyMedia internal document flow in administration of the Governor of the Novosibirsk region and the Government of the Novosibirsk region, in regional executive bodies of the government is automated, also 30 municipal districts and 5 city districts of the Novosibirsk region are connected to a system.

At the same time a strategic objective of the project was transition to the new platform of storage and data processing on the basis of the open source (OS). Such opportunity is implemented in the CompanyMedia system of fifth generation. (CompanyMedia 5). A system also has the web interface and uses Open Source at the level of DBMS (PostgreSQL) and server operating system (CentOS). SEDD CompanyMedia is included into the Unified register of the Russian programs for electronic computers and databases. In 2017 the CompanyMedia 5 system is recognized by the best SEDD on the award "Digital Tops", the first national award in the field of IT encouraging the best domestic solutions for increase in efficiency.

The project of transition to CompanyMedia 5 started in 2015, in its framework it was necessary to move functionality from the Domino platform to the import-independent platform and the interface of the "fat" client of Notes in the web interface and also to perform data migration in a new system.

In 2017 a system is put into commercial operation. Using SEDD document flow in governor apparatus, in regional executive authorities and 35 municipal entities of the Novosibirsk region is automated. SEDD serves as a common information space for collective work and exchange of electronic documents without duplication on paper carriers.

Functionality of a system

A system covers such functional areas as office-work, processing of citizens' appeals, preparation of regulatory legal acts and also internal and organizational and administrative documents, work with the nomenclature of affairs, the organization of meetings and meetings, work with instructions of the management of different levels. A system provides integrity, controllability and transparency of processes of preparation, approval and document handling within accomplishment of different business tasks (using tools adaptive a case management), gives ample opportunities for preparation of the reporting under document flow. Mobile applications of CompanyMedia for tablet devices are used by members of the government of the Novosibirsk region, heads of structural divisions of regional executive bodies of the government.

Integration of SEDD with other information systems is provided:

• with Russian President's Directorate for Correspondence from Citizens and Organizations, the official sites of the Governor of the Novosibirsk region and the Government of the Novosibirsk region;
• with the portal of the Government of the Novosibirsk region regarding the publication of regulatory legal acts;
• with GIS of housing and public utilities;
• with a regional geographic information system of the Novosibirsk region.

Results

In a system more than 5000 users work. All users work in a web and mobile interfaces. Transition to Open Source allows to exclude completely runtime royalty fees, to minimize risks in information security field and to create additional demand for services of developers of Open Source.

Further development

The main objectives of the current stage of development — replication of a system on the level of rural authorities. In line connection of several organizations which use the previous version of a system and the Prosecutor's office of the Novosibirsk region, Administration of Toguchinsky district of the Novosibirsk region, Legislative assembly of the Novosibirsk region, Head department of the Ministry of Justice of the Russian Federation across the Novosibirsk region, Municipality Administration Ob, Administration of the Chistoozerny region of the Novosibirsk region, Control Accounts Chamber of the Novosibirsk region work with SEDD via the gateway, in particular.

2015: Upgrade of SEDD

Project Tasks

The project on creation of a regional electronic document management system and office-work (SEDD) began at the end of 2008. For June 24, 2015 using CompanyMedia document flow in all regional executive bodies of the government and municipal entities of the Novosibirsk region is automated. A system serves as a common information space for collective work and exchange of electronic documents without duplication on paper carriers. The exception is made by the special document types which are not assuming creation of electronic versions^[1].

Administration of the Novosibirsk region, 2013

SEDD processes sections:

• office-work,
• personnel management,
• processing of citizens' appeals,
• preparation and approval of regulatory legal acts,
• preparation and approval of internal and organizational and administrative documents.

Mobile applications of CompanyMedia for tablet devices are used by upper managers of the Government of the Novosibirsk region. In a system the possibility of application of the simple and strengthened electronic signature is implemented.

Project Progress

On June 24, 2015 the InterTrust company announced the project of upgrade of regional EDMS within which several stages are assumed.

For June 24, 2015 in the Government of the Novosibirsk region completely electronic internal document management is conducted, 30 municipal entities and 5 city districts of the Novosibirsk region are connected to a system. Technology and information exchange with Prosecutor's office of the Novosibirsk region and other territorial authorities of federal authorities is provided. The main objectives of the next stage — replication of a system on the level of local government authorities, transition to the open source of basic and intermediate levels.

At this stage of the project phased transition to use of the fourth version of CompanyMedia is executed. One of features of the software product — availability of the web interface developed by specialists InterTrust. Independence of foreign software solutions regarding the SEDD client interface is provided to these.

Strategic objective - transition to the new platform of storage and data processing on the basis of free software (OPEN SOURCE). Such opportunity is implemented in the system CompanyMedia of the following, fifth generation. Implementation of this software product will become a logical stage of development SEDD and will provide a complete importonezavisimost in the area electronic document management.

In parallel with development of a system completion of the operating normative and methodological base regulating work with electronic documents is conducted. The defining target indicator — achievement of level of internal document flow in authorities in electronic form up to 100%.

One more direction of development — expansion of number of users due to further replication of a system in district administrations of municipal entities and at the level of the Village Councils. Jobs of the CompanyMedia web interface with consolidation of computing cloud resources based on the Data processing center of the Government of the Novosibirsk region are developed for the last.

Anatoly Dyubanov, the Head of Department of informatization and development of telecommunication technologies of the Novosibirsk region, told: "A system constantly develops and is functional, and technology. In the near-term outlook SEDD should become a uniform core of document flow of the region which will include in a uniform information circuit of document flow all regional executive authorities and organizations subordinated to them, municipal entities of the Novosibirsk region, to the level of rural settlements. Use of cloud computing and application of Open Source will allow to perform without special costs the centralized administration of all system and creation of jobs with access to a single system of document flow that will provide operational sending correspondence to authorities of all levels irrespective of territorial remoteness and also unity and transparency of processing of documents by all users. As for a strategic objective, we consistently go to complete replacement of proprietary components of a system by the free software with similar opportunities. In 2015 the test set SEDD CompanyMedia based on Open Source will be unrolled, functional requirements to the updated system are defined. By the end of the year we are going to complete the works on setup and to test a system. Full commercial operation of a system should start in 2016. Transition on OPEN SOURCE, in our opinion, will allow to lower significantly runtime royalty fees, to minimize risks in the area information security and to create additional demand for services of developers OPEN SOURCE".

Andrey Linev, the CEO of the company InterTrust, reported: "In 2014 we brought an open configuration to the market SEDD CompanyMedia. This cross-platform solution — a system can work also on the basis of proprietary platforms, and based on free software. In particular, as a layer data storage it can be used DBMS PostgreSQL, and not just the server IBM Domino as it was in our systems of the previous generation. The primary user client of a system is implemented in the web interface created based on open technology Java. The openness of a system and a possibility of phased transition on free components attracted interest from our colleagues from department of informatization and development of telecommunication technologies of the Novosibirsk region. We appreciate trust of our old customer and are sure that the accumulated experience will allow a joint project team to cope adequately with a new major problem".

Notes