The Government of Udmurtia organized an archive of electronic documents based on the Directum solution

2021: Directum Digital Archive

For authorities and subordinate organizations Udmurt Republic created a digital archive based on the solution. Directum This was announced on November 18, 2021 by Directum. Now electronic documents they will not duplicate on paper, their transfer to storage will accelerate several times, and the savings, according to the information company, will be millions per year rubles.

"As of November 2021, in the public sector, including in our republic, many electronic documents are duplicated in the form of their" solid "copies on paper. Already signed electronic document has to be re-signed in paper form in order to ensure its legitimacy and preservation for a long period, "- explains Timur Mejitov, Minister of Digital Development of the Udmurt Republic.

Duplication of processes in an archival case causes additional costs. That is why in 2020 in Udmurtia they decided to abandon paper copies and switch to storing electronic documents in digital form. At the same time, the expected financial effect was estimated - possible savings for only one region exceeded 29 million rubles per year.

The development of the system of archival storages electronic documents (SZED) was one of the "lean" tools that are being introduced into the processes of regional authorities. ON designed on the basis of "" Long-term archive Directum. The solution ensures the legitimate storage of documents for long periods.

"Thanks to SACED, we eliminated the cost of printing out" hard "duplicates of electronic documents. You no longer have to organize places to store them. At the same time, documents are processed several times faster. If on paper they have to be politely viewed, grouped, sewn into business, numbered, then in electronic form the system does everything, "- explains the minister.

Also, due to the SACED, the accounting of documents is simplified. To make an inventory, a couple of actions in the program are enough. If you need help or archived information, you can use a multi-criteria search, which significantly speeds up the process. Previously, to find paper documents in the State Archive, employees needed from 15 minutes to 3-4 days. Now the search takes 10-15 minutes.

The SAHED takes into account all the requirements that are made by Rosarchiv. When documents are transferred from the document management system, a container is formed. It contains the original document, its version in unchanged PDF/A format, metadata and the container with the electronic signature (PI) to which it was signed. Each electronic document in the archive contains time stamps and evidence of the validity of the EP, which meets the requirements of 63-FZ "On Electronic Signature." This ensures the legal significance of archival documents throughout the retention period.

At the first stage, more than 500 employees of the State Archive and authorities will use the system. Among them are clerks and archivists who work directly with the documents of organizations and are engaged in their collection, storage and accounting. Each user will have their own level of data access in the system, which is assigned based on job responsibilities.

In the coming years, Udmurtia plans to scale the SAHED - to connect all authorities in the region and municipal archives to it, as well as to set up integration with the systems of organizations from which documents are received for storage.

2020: Using Directum Solo

About 4,000 employees of state and municipal authorities and subordinate institutions in the Udmurt Republic work with draft regulatory legal acts in electronic form. And managers use the Directum Solo mobile application and can participate in coordination even away from the workplace. This was announced on June 29, 2020 by Directum.

Since 2011, the government of the Udmurt Republic has been working at Directum. The unified electronic document management system includes state bodies, local self-government bodies, subordinate institutions, as well as other organizations that have concluded an agreement on information cooperation.

Draft normative legal acts (NAPs) were previously developed and agreed on paper, and a separate copy of the NAPs project and an accompanying set of documents were prepared for each coordinating one. To coordinate the NAP project, the responsible employee personally visited the departments involved in the consideration of the document, which are geographically distant from each other. If comments arise, the initiator was forced to travel several times - pick up documents with notes and bring corrected ones. It was necessary to speed up the process and increase its transparency.

At the start of the project, the Directum team had the following tasks:

• digitize and optimize the process of coordinating NAP projects;
• Create a convenient mechanism for tracking the history of a document and its current status.
• increase executive discipline in terms of compliance with approval deadlines.

Within the framework of the project, work is automated with resolutions and orders of the Government of the Udmurt Republic, decrees and orders of the Head of the Udmurt Republic, orders of the Chairman of the Government of the Udmurt Republic.

Each employee who participates in the creation and approval of NAPs has been trained. In addition, informative instructions have been developed for users. As the convenience and benefits of using the system, employees highlight:

• solution functionality - each stage of work with the NAP project was digitized: creation and approval. All necessary actions are conveniently located on the cover of a special developed module;
• convenient coordination - documents are agreed on pre-configured routes corresponding to the regulations of the Government of the Udmurt Republic. Approval sheets and a mailing list with a list of organizations and a delivery method are also automatically generated;
• automatic registration of NAP projects - after submission for consideration, the document is entered into a single base. The system automatically assigns a registration number to the NAP project signed by the head of department.
• a unified electronic base of NAP projects is now implemented in the system. An employee with the necessary access rights can always quickly find the desired document. In addition, the system handbooks display the NAP review stage.

Process digitalization allows managers to control the stages and timing of work, and this has a positive impact on executive discipline. At any time, you can evaluate at what stage the NAP project is at, see the history of working with it. A table part is provided in the card of each NAP project, which shows who has the document in the work, with what result the previous approvals agreed.

Employees of the Administration of the Head and Government of the Udmurt Republic, accompanying the NAP, can now predict the number of expected documents and plan their download for the next period.

In addition, managers were able at any time, even when not in the workplace, to coordinate the NAP project using the Directum Solo mobile application. Enhanced qualified electronic signatures are used to sign documents.

The Government of the Udmurt Republic has already defined the requirements for developing the functionality of the module for 2020: to increase the flexibility of the coordination route and make the work of employees even more convenient.

2016

As of November 2016, the total number of SED users among employees of the Government of the Udmurt Republic according to Directum exceeds 10 thousand.

2013

On December 27, 2013, Directum announced that in November 2013, the Government of the Udmurt Republic received a version of the SED certified in accordance with the requirements of the FSTEC.

Project Tasks

The State information systems used by the authorities are subject to special data security requirements. In particular, the requirements are described in Federal Law No. 149-FZ "On Information, Information Technologies and on Information Protection" and in the Order of the Ministry of Communications and Mass Communications of the Russian Federation dated September 2, 2011 No. 221 "On Approval of Requirements for Information Systems for Electronic Document Management of Federal Executive Authorities, taking into account, inter alia, the need to process information systems of restricted distribution."

Project Progress

EDMS DIRECTUM The system is certified to confirm compliance with all established requirements. Federal Service for Technical and Export Control (FSTEC)

The FSTEC certificate was issued on May 28, 2013 based on the results of tests conducted by the MICROTEST laboratory in 2013. He will certify that the set of means of information protection against unauthorized access of users to the database, built into the DIRECTUM 4.9 system (according to the 4th level of NDV), can be used both for the protection of confidential information (IVS up to class 1G inclusive) and for the protection of personal data. The certificate will be valid until May 28, 2016. DIRECTUM plans to certify subsequent versions of the system, ensuring that its customers develop functionality not to the detriment of security.

Also, the version DIRECTUM 4.9 received a positive conclusion about the correct embedding of SKZI CryptoABM CSP version 3.6 in from DIRECTUM 4.9. FSB Russia

Project Outcome

The first customer to receive a certified version of DIRECTUM is the Government of the Udmurt Republic. For the authority, the compliance of the information system with all the requirements of the legislation was a critical moment. The Government includes more than 30 executive bodies occupying several dozen geographically remote buildings. Authorities interact with each other in a single information space, built on the basis of DIRECTUM.

The system employs more than 5.2 thousand users. The acquisition by the Government of UR of a certified version of DIRECTUM is another step towards the creation of the Electronic Government of the Republic.