Investigation department of the Investigative Committee of the Russian Federation across the Novosibirsk region (Supervision)

Implementation term - the End of October - December, 2013.

Situation by the beginning of project implementation

Prior to the beginning of the project in SU of SK across the Novosibirsk region there was a mixed recording system of documents. The bulk of the entering and outgoing correspondence was registered in department of reception of citizens and documentary providing, a part – in other departments. It was recorded in an Access database: in it the main details of the document were fixed and completion dates were traced.

In each department of SU and in Territorial Offices about four databases - complaints, the book of messages about crimes, correspondence, accounting of criminal cases were kept. Document transfer from department of preschool educational institution to contractors was performed through the register under painting, documents were transferred to remote departments to couriers. Clerks of divisions entered these documents to the databases where it was also controlled. Project Tasks

The customer delivered a number of priorities which the implemented system had to solve:

• integrate separate sections of document flow in central office of SU and Territorial Offices, centralize registration of incoming documents, having excluded duplication and a re-registration in divisions;
• unify a registration procedure, passings and control of execution of documents;
• automate exchange of documents with remote divisions (to send in electronic form);
• provide a possibility of quick search of documents in base;
• automate drawing up registers of internal and external departures (+ lot-based mail);
• provide registration and control of passing of criminal cases and control productions;
• automate report generation on citizens' appeals.

Besides, one of the main requirements was compliance of the implemented product of the departmental Instruction for office-work of Investigative Committee of the Russian Federation approved by order No. 40 of 7/18/2012. Solution

For the solution of the above-stated tasks the SUPERVISION automated information complex (AIC) developed by Electronic Office Systems company especially for bodies of prosecutor's office and the investigation was selected.

Specialists of KS-Consulting company conducted examination of the scheme of document flow and developed the plan of implementation. In total 43 user licenses were purchased, from them a half the others are intended for central office of SU of SK across the Novosibirsk region, – for interdistrict, district and, city departments.

After setup systems jobs were installed in each department of central office of SU for the heads and specialists responsible for office-work and also in all Territorial Offices. At the AIK setup taking into account specifics of document flow the following groups of incoming documents were turned on:

• citizens' appeals;
• appeals of legal entities;
• entering from investigating bodies of Investigative Committee;
• addresses of deputies of the State Duma of the Federal Assembly of the Russian Federation;
• addresses of members of the Federation Council of Federal Assembly of the Russian Federation;
• addresses of the Representative of the Russian Federation at the European Court of Human Rights;
• addresses of the Commissioner for Human Rights in the Russian Federation;
• addresses of Plenipotentiary Representatives of the President of the Russian Federation;
• addresses of heads of territorial subjects of the Russian Federation;
• parliamentary request;
• requests of deputies of the State Duma of the Federal Assembly of the Russian Federation;
• entering other public authorities and the organizations;
• criminal case and some other.

In a system outgoing and internal documents - protocols, orders (including on staff), orders, instructions are also created. Control of execution of documents and resolutions of the head, formation of registers of internal and external sending, the inventory of affairs is implemented.

Training became the final stage of the project. According to the contract the technologist of a system and also a user group, including chiefs of departments were trained.

Since the beginning of 2014 of AIK "SUPERVISION" it is brought into commercial operation