Administration of the municipal entity of the city of Salekhard (Electronic archive ETLA)

Electronic archive in Administration of the municipal entity of the city of Salekhard (YaNAO)

Perspective

Due to the active work of Management of culture and work with youth of Administration of the municipal entity of the city of Salekhard, sharply there was a question of the translation of documentation in an electronic form.

The administration of the department set the task of increase in efficiency of all departments due to creation of unified information environment, quick search and reliable storage of all documentation. Also it was necessary to transfer data from paper archive to electronic.

Market research

After the analysis of a number of electronic archives, the management stopped the choice on a product from Atlas Soft company which is one of market leaders in a segment of electronic archives. Its flexibility in settings was the main selection term of the Etla system, in addition to satisfaction to requirements of the customer, and an opportunity further independently to configure and develop a system under new tasks. Presence of extensive experience at specialists of Atlas Soft company in implementation of similar projects was also important.

Project Progress

At the first stage it was going to create electronic archive of several divisions of Management. Based on accomplishment of the first stage the decision on large-scale expansion of use of electronic archive in all Administration of the municipal entity of the city of Salekhard will be made.

System implementation of Etla allowed to automate as much as possible document registration in a system, due to use of a number of mechanisms which allow to scan, number, set a name for several clicks of a mouse and to place the document in archive. The basic equipment of the Etla system allows to organize such automation for the account:

• Supports of stream scanning of multipage documents using scanners with automatic feeding function. Allows to enter directly into a system documents from the scanner, creating documents in the PDF or MS Word format;
• The module of import of documents with automatic registration which allows to accelerate significantly import of documents to a system due to automatic recognition of their attributes. The module is focused on mass high-speed input of documents. Import can be performed as from a set of the scanned images on a local disk, and directly from the scanner with automatic feeding supporting the TWAIN protocol;
• The module of automatic naming of documents which saves the user of a system from the solution of a problem of the correct naming of the document. After setup of a number of rules, a system automatically sets a name to the registered document;
• Modules of automatic structuring and placement of documents which allow the user not to think, where to it to save the document. A system on a number of document attributes, automatically creates a set of accompanying folders and places them to the right place of archive.

Project Results

As a result of implementation of electronic archive Etla in addition to the solution of assigned tasks Management had a number of opportunities which allowed to move to qualitatively new level of work:

• parallel collective operation with documents of different user groups;
• fast registration of the entering and outgoing documentation;
• the centralized structured storage of electronic documents;
• quick search, both on attributes, and on document contents;
• protection of documents against unauthorized access.