The city administration of Chita provided heads of departments with access to EDMS

At the beginning of February, 2014 in Administration of the city district "city of Chita" specialists of KS-Consulting company brought into commercial operation an electronic document management system "CASE". For today in the single database of a system all committees, departments and managements of municipality and also administration of districts of the city of Chita work.

To system implementation, since 1998 registration of the entering and outgoing documents of administration was conducted in electronic form using the program written by own forces of municipality. The program actually performed only accounting functions – fixed the main details of documents according to which search was possible. It did not support transfer of registration cards of documents to divisions. At the same time search in details of instructions to documents was not possible that did not allow to automate drawing up reports on performing discipline. For work with citizens' appeals the separate base – in the same shell program, but with the name "Complaints" was conducted.

In 2013 the decision to purchase the shrink-wrapped software product which functionality would allow not only to keep account of documents, but also to create the general documentary base with a possibility of quick search according to any details, to transfer paper documents to an electronic form, to provide transparency of execution of instructions at all stages and also to create electronic archive of documents was made. The CASE program which in Zabaykalsky Krai is used in all executive authorities and at the municipal level, completely met the delivered requirements.

The KS-Consulting company became software provider and the contractor of the project. 25 jobs of a system, including 20 – the subsystems "DELO-Web" were purchased. Jobs of EDMS "DELO" were set in the general department of administration, and web clients received committees, managements and district administrations.

Also the option "Line Scanning" and 25 licenses for the Monitoring of Documents application was purchased. Let's remind that this application is own development of KS-Consulting. It is intended for the notification of users about the come events in the DELO system (such as receipt of new documents and instructions, change of the project status of documents, input of new reports by contractors) and also for the notification of users on the coming events in the DELO system (approach of control completion dates of instructions, vising and signings of draft documents).

Within January, 2014 specialists of KS-Consulting company installed a system and made its setup. Users of EDMS "DELO" were trained in the course of which they studied functionality of a system and mastered the main transactions.

Project deliverable became automation of registration of the main document groups of - the entering, outgoing correspondence and organizational and administrative documents (resolutions and orders of administration). The majority of incoming documents at registration are transferred to an electronic form using the option "Line Scanning". Exchange of documents between participants of EDMS in electronic form, without transfer of paper originals practices.

In a system process of control of execution of documents and monitoring of the current course of execution is configured. Also from EDMS "DELO" printing of envelopes and printing of mail registers is organized.

Except the licenses EDMS "DELO" which were purchased by administration of Chita, in the general department 3 jobs provided by the Government of Zabaykalsky Krai within the project on creation of edge EDMS of executive authorities and local government are set. These jobs are connected to regional EDMS, and the administration of Chita has an opportunity to receive documents from the organizations which are participants of a single system of document flow (from the Government, the ministries, departments, services, inspectorates and other structures).

It is in the long term going to connect base of documents of administration of Chita to uniform EDMS of authorities through a subsystem "The server of electronic interaction". This subsystem is already purchased by the customer. Its implementation will allow to exchange documents with other government institutions and to refuse a re-registration of the arriving documents in EDMS of administration of Chita. Also it is going to purchase additional jobs of the CASE system and one more license for the option "Line Scanning" in the nearest future (for outgoing documents).

Let's remind that in Zabaykalsky Krai one of the most large-scale projects on workflow automation in Russia in authorities and local government is implemented. As of the end of 2013 in a single system of electronic document management of Zabaykalsky Krai 100% of staff of executive bodies of the government and also clerks of administrations of areas worked. In total in executive authorities and municipalities of edge about 600 jobs of EDMS "DELO", more than 700 – the subsystems "DELO-Web" are set. A contractor of this project is the KS-Consulting company.

2016: Project Results

On June 23, 2016 the KS-Consulting company announced results of implementation of EDMS in city administration of Chita.

According to the message of the company, until recently in a system the staff of the general department of the mayor's office responsible for office-work in divisions and district administrations generally worked.

City administration of Chita (2013)

In May, 2016 access to EDMS was got by heads of departments of administration. For this purpose the customer purchased licenses for the subsystem "DELO-Web". It allows to work with documents via the web interface.

For June 23, 2016 in Administrations of Chita EDMS use about 70 employees. Further the customer is going to provide with jobs in the system "CASE" of heads of all structural divisions.