The administration of Novosibirsk began e-document flow system implementation

Technologika develops the EDMS in the project with city administration of Novosibirsk.

Project Development

The first stage of the project of migration of the internal portal of the mayor's office of Novosibirsk from the SharePoint 2007 platform on more progressive SharePoint 2010 platform is completed.

Earlier in the mayor's office there was a set of the information systems connected with document flow and implemented on different technologies which were not connected with each other. Integration between these systems or did not exist at all, or them required big labor costs.

Together with department of informatization of the mayor's office the company integrator starts system implementation of legally significant electronic document management on the EOS for SharePoint 2010 platform.

Expectations

EDMS will replace all information systems and will create a uniform information field in the organization. Registration and the publication of documents, control of their execution will happen more simply and more quickly. Employees will be provided with up-to-date information on the instructions delivered by the management, and heads, in turn, will be able timely to control execution of tasks. All this should facilitate work of staff of the mayor's office and make it more effective.

Project Steps

Implementation of EDMS is performed step by step. The majority of stages is implemented at the same time in all structures of the mayor's office – departments, managements, committees, administrations of areas, orgsluzhba of heads.

For today the following functions are implemented:

• registration of the incoming correspondence arriving from legal entities on the mayor, the first deputy mayor, deputy mayors, chiefs of departments, managements, committees, heads of administrations of districts of the city (their deputies). Registration of resolutions and control of execution is performed;
• registration of outgoing correspondence signed by the mayor, the first deputy mayor, deputy mayors, chiefs of departments, managements, committees, heads of administrations of districts of the city (their deputies);
• registration of draft documents, their approval and statement;
• registration of minutes of meetings with participation of heads of the mayor's office, registration of instructions on their basis, execution control;
• registration of independent instructions (not on the basis of the document), control of their execution;
• registration of instructions, data on the basis of regulatory legal acts of the mayor's office, control of their execution;
• mailing of the approved regulatory legal acts of the mayor's office in structural divisions of the mayor's office.

Transition to the next stage

Till March 1, 2013 it is going to perform implementation of the next stage – approval and the approval of normative legal acts of the mayor's office. It will be the first stage at which the use the EDS will be exercised.

Results

For the end of 2012 in a system were registered 81,291 documents from which: 44,538 documents of incoming correspondence and 16,428 legal acts.