EDMS Matter in City administration of Kuibyshev helps to save the budget without loss of quality

2020: Results of implementation of EDMS Case

On March 2, 2020 it became known that remote implementation of EDMS "DELO" in City administration of Kuibyshev of the Novosibirsk region helps to save the budget without loss of quality.

As it was reported, the City administration of Kuibyshev of Kuibyshevsky district of the Novosibirsk region since 2013 uses an electronic document management system "CASE" of EOS Group company. The project is implemented by the partner of EOS Group in Western Siberia KS-Consulting, and its distinctive feature is the remote method of implementation of EDMS. Ample opportunities of a system allow municipality to solve all necessary problems of management of documents and more effectively to organize the work.

In 2013 the task to automate document flow was set for Administration of Kuibyshev of the Novosibirsk region. At that time the accounting of incoming correspondence was carried out traditionally, in paper magazines of registration. In the same magazines the documents which are subject to control were noted, and did selection on completion dates manually. Outgoing documents were fixed in the table in Excel. Employees spent a lot of time for search of the necessary information and could not always trace where now there is a document.

First of all automation was required by the following processes:

• Registration of the entering, outgoing, internal documents.
• Tracking of completion dates.
• Formation of registers of sending correspondence.

It was necessary to select EDMS which corresponds to rules of office-work in municipal bodies and proved as the reliable solution. By this moment more than 70 state organizations and organizations of the region already used the CASE system.

Positive experience of use in the organizations with similar processes of office-work, compliance of GOST, existence in a configuration "from a box" all functions necessary for support of documentary processes in government institutions — all these factors spoke well for "CASE". When choosing EDMS for Administration of Kuibyshev a role was played also that a system is simple in installation and setup, and its interface is convenient and clear even for novice users.

The project included several stages:

• Document flow inspection: the analysis of regulations, collection of information about features of accounting and movement of documents in Administration.
• Information analysis and setup of the database.
• Training of the technologist, correction of settings.

As well as in the majority of municipal entities, in Administration of Kuibyshev document flow was conducted by the unified rules. The KS-Consulting company by the time of implementation already implemented tens of similar projects. Taking into account these factors the decision to test a remote format of work — to conduct examination and preparation for the EDMS setup remotely, without cutomer visit was made.

Specialists of KS-Consulting studied the instruction for office-work, the summary nomenclature of affairs, structure of Administration and also the list of users which should have access to EDMS, with the list of the fundamental job responsibilities of each of them. Information was collected generally by e-mail, sometimes called up to the customer by phone.

During preparation the following tasks were solved:

• the thematic qualifier for citizens' appeals and the qualifier on document types is created (according to groups);
• formation of standard statistic reports on document flow is provided;
• the scheme of the centralized control of performance of resolutions of heads is developed: mayors, deputy heads, heads of departments and managements.

Specialists of Administration of Kuibyshev independently set a server part of a system and automated jobs of employees of the Administration of Administration and the receptionist. Also the IT department of municipality made setup of a system according to an organization structure and the scheme of document flow, considering the recommendations of KS-Consulting.

For user support in the territory of the organization client it was required that one of the staff of Administration was trained and received the certificate of the system technologist of EDMS. Considering the fact that obligations for the software installation and user training were assigned to the customer's specialist, for him an expanded three-day course in the territory of KS-Consulting was conducted.

For March, 2020 EDMS "DELO" is actively used by the staff of Administration. In 2018 additional purchase of jobs of a system is carried out. Ample opportunities of the software product allow Administration of Kuibyshev to solve all necessary problems of support of document processes. In EDMS the citizens' appeals entering and proceeding are registered, mail registers form. Electronic images of documents are attached to registration cards. Function of control of instructions helps to trace terms and a status of execution.

In general implementation of EDMS allowed to arrange work with the entering, outgoing documents and to reduce costs of time for search of necessary information. Automation of control of completion dates of instructions increased employee performance. In municipality there are all premises for creation of a uniform working space of all divisions and transition further to completely electronic document management.

2013: Implementation of EDMS Case

In the territory of the Novosibirsk region more than 70 organizations use the CASE system for conducting electronic document management and management of corporate documentation. Since the beginning of 2013 the City administration of Kuibyshev, center of the municipal district of the same name joined their number. The project is implemented by forces of specialists of KS-Consulting company, the partner of EOS Group.

EDMS "DELO" in a configuration "from a box" already has all functions necessary for traditional document flow in government institutions and also completely corresponds to state standard specifications of domestic office-work. A system is simple in installation and setup, and its interface is convenient and clear even for novice users.

All this defined the choice of Administration of Kuibyshev for benefit of EDMS "DELO". Besides, the choice was promoted by experience of use of "MATTER" in different power structures of the Novosibirsk region – users of a system are the Regional Legislative Assembly, territorial authorities of Ministry of Justice and Federal Bailiff Service, tens of district and city courts, etc.

Before implementation of EDMS the Administration of Administration of Kuibyshev kept account of incoming correspondence in paper magazines, and proceeding – in the table Excel. Control of execution of documents was also adjusted in a "journal" form.

Because office-work in administrations of municipal entities in general is conducted by the unified rules, and the KS-Consulting company implemented already tens of similar projects, information inspection and preparation for setup of a system were carried out remotely. Collection of information was performed by e-mail and phone. The first work experience with the client in a format of "remote inspection" was successful and allowed to carry out all works without loss of quality.

Specialists of KS-Consulting LLC studied all regulating documents, necessary for setup of a system, conducted document flow examination and also trained the system technologist. During preparation for the EDMS installation the thematic qualifier for citizens' appeals and the qualifier on document types is created (according to groups), formation of standard statistic reports on document flow is provided, the scheme of the centralized control of performance of resolutions of heads – mayors, deputy heads, heads of departments and managements is developed.

Server part of a system and all jobs were set independently by specialists of Administration of Kuibyshev. Also the IT department of municipality made setup of a system for an organization structure and the scheme of document flow according to the recommendations prepared by KS-Consulting.

Training of the system technologist of EDMS "DELO" took place in Barnaul in the territory of KS-Consulting LLC. After completion of training in the specialist from Municipality Administration of Kuibyshev the certificate was issued.

In the CASE system registration of the citizens' appeals entering and outgoing documents is performed, mail registers form. Time for search of necessary information in documentary base was considerably reduced. Besides, a system allows to trace terms and a status of execution of documents. In the long term – mastering of function of attachment to registration cards of electronic copies.

Administration of Kuibyshev, having made the decision on implementation of EDMS "DELO", took the first step to qualitatively new level of management based on the checked and reliable system. Users of "CASE" are many federal and regional authorities and also hundreds of municipalities across all territory of Russia. The most large-scale projects with hundreds of automated jobs are implemented in local government authorities of the Kaliningrad, Moscow, Rostov regions, in Altai Krai, in the Republic of Khakassia and many other regions. The cities - "leaders" in implementation of "MATTER" in municipal administrations are Kaliningrad, Stavropol, Rostov-on-Don, Norilsk, Togliatti, Podolsk and many others.

Further the Administration of Kuibyshev plans purchase of additional jobs of EDMS "DELO" for creation of a uniform working space of all divisions of municipality and transition to full electronic document management.