Administration of the Kopeisk city district (Delo-Web)

Presently impracticablly to solve standard managerial tasks in administrations of city districts without implementation of modern electronic document management systems. At the same time, municipalities when choosing EDMS actually have no right to an error. Budgeted expenses of the small and medium cities are not always provided with the due level of income, and funds for informatization are allocated by the residual principle. To select the "wrong", inefficient EDMS from such situation – means to spend in vain precious budget money.

At the end of 2009 the Administration of the Kopeisk city district of (Chelyabinsk region) selected the office-work automation equipment, having regarded as of paramount importance two criteria – speed of system implementation and the most profitable ratio "operating costs / efficiency". The CASE system, development of Electronic Office Systems company at that time unrolled in hundreds of municipalities of Russia completely answered these criteria.

By the beginning of the project in Administration of Kopeysk "scrappy" automation was observed. Some departments conducted document flow in locally installed systems, some – in paper magazines. Cards in systems were sometimes duplicated, and search and control of execution of documents turned into a serious problem.

The management of Administration set a number of the main objectives for contractors of the project:

• provide registration of all documents in uniform base, exclude duplication of RK;
• automate issue of instructions to contractors and control of execution;
• start work with draft documents in electronic form;
• develop the system of reports on document flow (citizens' appeals, execution of control documents, project reports of documents, statistic reports, summary reports).

The project started 2009 in recent months. Information examination, preparatory work was conducted, and after the short period of trial operation since the beginning of year of EDMS "DELO" earned in the normal mode.

Within the project all users of EDMS "DELO" underwent individual training in the workplaces that allowed specialists of Administration of KGO to pass smoothly to work in the system minimum loss of working time.

Special attention according to wishes of the management of Administration was paid to development of analytical tools. In Administration of KGO very responsibly approach work with citizens' appeals. For accounting and control of such addresses a large number of report forms was used, each of which had considerable information value. The structure, indicators, the information analysis methods used by drawing up reports were perfected for years. At implementation of EDMS "DELO" it was required to implement all these forms means of a system and to automate their formation.

After almost three years' operation of a system the management and non-management employees of Administration were convinced of a right choice of the automation equipment. Now in the organization 33 jobs of EDMS" DELO" are implemented, the possibility of remote work in EDMS via the Internet in the subsystem "DELO-Web" is provided. Instructions are issued and controlled in electronic form, the movement of paper documents decreased. It was succeeded to minimize duplication of documents, and search opportunities of "CASE" significantly accelerated work.

Possibilities of EDMS "DELO" on work with draft documents and their approval are actively used by means of EDMS. More than 20 additional report forms which cover basic needs according to the analysis of the available information are developed.

At the moment main system of electronic document management in Administration of KGO is EDMS "DELO". All local systems were transferred to the mode Archive (only viewing ancient documents). Expansion of scope of EDMS due to attraction to work in the system of all key contractors and uses of its additional opportunities is planned.

As the perspective direction is considered the organization of paperless legally significant document flow using the electronic signature for separate document types.