Departmental protection of the Ministry of Finance of the Russian Federation (Directum (EDMS/ECM system))

Departmental protection of the Ministry of Finance of the Russian Federation consists of Head department and 74 branches groups which perform protection of 2117 objects in 69 territorial subjects of the Russian Federation.

Closely interacting with executive authorities of the subjects of the Russian Federation and the organizations, the staff of organization protects the protected objects from illegal encroachments, stops crimes and administrative offenses.

At the beginning of 2013 the Management of organization made the decision on implementation of an ECM system, for the purpose of the organization of uniform electronic archive and also office-work process automation. The convenience of work and great opportunities regarding the organization of geographically distributed work became the main factor of the choice of a system.

For process automation of office-work the standard opportunities of the module Office of the DIRECTUM system which are completely implementing the principles of GSDOU were used. The DIRECTUM system became a uniform place of registration of the entering, outgoing and internal documents and also archive for storage of electronic documents. Thanks to the DIRECTUM system time for search of the necessary document was considerably reduced, and need of work with originals was almost excluded.

One of key tasks of the project was the organization of work of the 74th geographically distributed branch groups of Department. As the main requirement in the matter from the customer put preserving of the principle of a single system, the decision to organize work of remote workers in the web client of the DIRECTUM system was made. By means of the server of web access of DIRECTUM the staff of Federal State Institution "Public institution "Departmental protection of the Ministry of Finance of the Russian Federation" received the convenient tool for remote work with documents of the organization on the Internet in a uniform corporate cloud.

The DIRECTUM system was transferred to commercial operation on September 10, 2013. At the moment in Federal State Institution "Public institution "Departmental protection of the Ministry of Finance of the Russian Federation" starts the new project on building of functions of the DIRECTUM system. Also within the project it is supposed to provide personnel training and connection of additional users.

Within the scheduled course on development of a system at the end of January, 2014 works on adaptation of the DIRECTUM system began. In 2.5 months the main business processes were optimized, cards of office are modified, personnel training is provided.

Thus, information space of Departmental protection of the Ministry of Finance of the Russian Federation was considerably upgraded. The electronic archive DIRECTUM provided reliable document storage, confidentiality and differentiation of access rights of users, tracking of history of use of the document, convenience and sweep rate that allowed organization to reach qualitatively new level.