The office Dock automated EDMS "DELO" in City administration of Vologda

Administration of Vologda automated^[1] EDMS "CASE" was reported by the company integrator "Office Dock" on November 21, 2014.

The project on workflow automation in structures of Administration of Vologda based on EDMS "DELO" (a flagship product of EOS Group company) started in 2007 and develops till present. Works on implementation of EDMS were carried out by specialists of Ofis-Dok company - the regional representative of EOS Group company in the Northwestern Federal District. As of October 13, 2014, in EDMS "DELO" 541 users (all municipal employees are connected to a system) work, all in a system 965,137 documents are registered, by the end of the current year this number can reach one million.

Prerequisites of the Project

The administration of Vologda showed interest in issues of workflow automation in 2006. The purposes of implementation were: timely and high-quality execution of documents, phased transition on electronic document management, and, as a result, increase in efficiency of activity of bodies of City administration of Vologda and also quality improvement of acceptance of management decisions.

EDMS "DELO" was selected by Administration of Vologda taking into account long-term experience of successful operation of this EDMS in different government and commercial structures. So, in a public sector long-term users of EDMS "DELO" are the federal ministries and departments, the regional governments, administrations, legislature and also hundreds of municipalities of all territory of Russia. If to speak about city municipalities, then, except Vologda, large projects on workflow automation are implemented in administrations of Kaliningrad, Stavropol, Azov, Blagoveshchensk, Rostov-on-Don, Norilsk, Togliatti, Podolsk and many others.

As integrator the Ofis-Dok company as the regional representative of EOS Group in the Northwestern Federal District having vast experience of implementation of EDMS in public authorities and local government was invited.

Project Progress

The interest of administration of Vologda in issues of workflow automation ascends by 2006, and in 2007 the organization implemented 16 jobs of the CASE system, 14 jobs of a subsystem of "DELO-WEB" and 7 jobs of the option "Scanning". The basic office work processes – registration, control of execution of documents are automated and also the possibility of remote work in a system and transfer of paper copies to an electronic form is provided. Also the option "Monitoring of Documents" was used.

In 2008, 2010 and in February, 2013 there was an expansion of a system – purchase of additional jobs and new options. For example, only in February, 2013 the Administration of Vologda purchased 7 licenses "CASES", 30 "DELO-WEB" and also 3 automated workplaces of the option "Line Scanning", 5 – "Barcode printing", on 15 – "The notification and the notification" both Informer and the option "EDS and Enciphering". Already at the first stages of implementation of EDMS "DELO" allowed Administration of Vologda to increase considerably efficiency due to process automation of registration, processing and passing of documents and also ensuring continuous control of execution of management decisions from the management.

In 2012 in Administration of Vologda there took place a number of actions for transition to approval of drafts of the municipal legal acts (MLA) in electronic form. The following bodies of Administration took part in approbation of the scheme of passing of projects of MLA in July-December, 2012: Administration, Management of information technologies and data protection, Legal department, Department of municipal economy and Property Relations Department. Within approbation of the scheme successfully there underwent approval in electronic form over 500 projects of MLA, there took place group training of 277 users, individual training - 34 users.

Results of the done work

• Reduction of terms of approval;
• Expense reduction on paper carrier at printout and photocopying of documents and applications;
• Stimulation of the personal responsibility of each MPA developer for timely and high-quality preparation of MPA;
• Quality improvement of preparation of MPA;
• Opportunity for work with document revisions;
• Ensuring transparency of reconciliation procedure;
• Creation of full text base of electronic copies of MPA;
• Possibility of providing electronic copies of MPA from EDMS "DELO".

Also electronic cooperation of City administration of Vologda with the Vologda City Council and prosecutor's office of the city of Vologda was established. Since 2013 the City administration of Vologda sends to the copy of regulatory legal acts from EDMS "DELO" in electronic form to State and legal department of the Government of the Vologda region for maintaining the register of municipal regulatory legal acts of the Vologda region.

Since December 28, 2012 projects of regulatory legal acts are represented by Legal department to prosecutor's office of the city of Vologda for conducting anti-corruption and legal examination on paper carrier with the cover letter and also in electronic form on the official e-mail address of prosecutor's office of the city of Vologda. And since August 13, 2013 the City administration of Vologda directs the copies of MPA certified by the electronic signature of City administration of Vologda in electronic form on the e-mail address of the Vologda City Council. The consultant of department of office-work and archive of the Administration of City administration of Vologda Olga Sedova told about it.

As of the middle of October, 2014 of EDMS "DELO" it was implemented in all departments and structural divisions of Administration of Vologda. Total number of users of a system reached 541. "In work it is used both fat, and thin clients – "CASE of WEB" is available to 446 users. Licensing options – two, including competitive", - Olga Sedova comments.

Problems which specialists of Administration of Vologda faced according to Olga Sedova, concerned need of entering into RKPD of the additional information about the project of an ivvedeniye of additional details, development of printed forms: sheet of approval, pointer of mailing.

The number of the documents registered in a system annually increases: if for 2008 in EDMS "DELO" 16090 documents, then for 2013 – 200023, in 2014, as of October 13 - 159609 documents were registered. "All in a system already 965,137 documents. By the end of the year we will come to one million", - Olga Sedova predicts.

Project Results

So far using EDMS "DELO" the following processes are automated:

• Document registration, including using technology of line scanning;
• Registration and consideration of citizens' appeals (including the citizens' appeals which arrived from the official site of Administration);
• Legal maintenance of meetings;
• Direction of documents for execution in electronic form;
• Control of course of execution of documents and instructions, of performing discipline in general at all levels of control;
• Implementation of sampling inspection behind consideration of citizens' appeals with departure into place and photofixing;
• Automation of a reporting preparation;
• Development, approval, statement and mailing of municipal legal acts in electronic form;
• The organization of correspondence between bodies of City administration of Vologda in electronic form (transition to internal legally significant electronic document management);
• The organization of quick search of documents for a barcode using hand scanners of a barcode;
• The automatic notification of users about receipt of documents, the notification on approach of completion dates of documents;
• The direction of copies of the legal acts from EDMS "DELO" in electronic form certified by the electronic signature of City administration of Vologda.

"Development and operation of the CASE system in municipality of Vologda – an example of the thought-over and consecutive approach in achievement of this purpose. Such approach, first, allowed the staff of Administration to master on each of stages of implementation possibilities of EDMS "DELO" to the maximum, secondly – gradually to involve in work in a system more and more divisions and employees of Administration. During the entire period of operation a system is mastered in full, all its opportunities are used in daily work. "CASE" allowed Administration of Vologda to increase considerably efficiency due to process automation of registration, processing and passing of documents and also ensuring continuous control of execution of management decisions from the management. Implementation of EDMS as a result not only increased performing discipline, but also allowed to optimize document flow and also to unsubscribe partially in the device of paper documents", - representatives of EOS Group note.

Notes