Vladivostok administration develops municipal EDMS on the Delo platform

2022: Provision of jobs in the EDMS "Delo" of more than 60 different budgetary organizations

The Vladivostok administration continues to increase the "digital" component in the documentary processes of city management. Implementing a major project for the implementation of EDMS at the municipal level, Vladivostok in 2022 provided jobs in the automated electronic document management system (EDMS) of more than 60 different budgetary organizations. The platform for the municipal EDMS is DELO, and the Barnaul company KS-Consulting, a partner of the EOS company, oversees the project, which announced this on November 24, 2022.

The current result of the phased scaling of the DELO system in Vladivostok - digitalization of documentation activities in all municipal management bodies and the organization of electronic interaction in significant categories of documents and management processes with subordinate institutions. As of November 2022, the project covers all divisions of the City Administration, other governing bodies, many budgetary institutions and organizations. The total number of users (for all products) is more than 1400. ED "DELO" is used by various categories of officials - management, including first deputies and deputy heads of administration, heads of administration bodies of the city of Vladivostok, ordinary specialists, employees of the Pig Trap Area services. More than 300 users have the ability to sign documents with an electronic signature. The internal document flow of the municipality administration is completely paperless. Electronic interaction has been established with federal resources and services (MEDO, SMEV, ССТУ.РФ), as well as with many budgetary institutions. --0--

2019: Development of electronic interaction with federal services

On June 26, 2019, EOS announced that the Vladivostok Administration is developing a municipal EDMS on the DELO platform and electronic interaction with federal services. As of June 2019, the project covers all divisions of the City Administration, other governing bodies, some municipal institutions. The customer regularly scales the system - adds new users, processes, organizations.

At the end of 2018 and in the first months of 2019, the Vladivostok Administration purchased licenses for the desktop client EDMS DELO, DELO-Web, mobile application, options "EP and encryption," EP for iEOS, etc. In just six months, more than 200 user licenses for EDMS "DELO" and the "DELO-Web" subsystem were purchased and installed. The acquired software made it possible to provide access to the EDMS to new employees admitted to the municipality in connection with the transfer of land authority from the Primorsky Krai Administration. The exchange of documents through the EDMS with several municipal institutions has been established - in particular, specialists from the MBU Center for Sports Training of the Population in Various Sports of the City of Vladivostok work through the DELO-Web subsystem. Official correspondence is conducted with municipal institutions using EP, and the process of coordinating documents (for example, tender documentation) is also implemented.

A special application has been introduced to interact with the section "Results of consideration of requests." portal ССТУ.РФ This subsystem was developed by the EOS company to make it easier for organizations to prepare and send reports on working with citizens' appeals in. The Administration of the President of the Russian Federation decision has been in operation since February 2019, and, according to employees of the citizens' appeals department of the Vladivostok Administration, reporting has become much easier and this process takes much less time.

Thus, the result of the phased scaling of the DELO system in Vladivostok was the automation of document management in all municipal management bodies. The total number of users (for all products) as of June 2019 is more than 1300. ED "DELO" is used by various categories of officials - management, including first deputies and deputy heads of administration, heads of administration bodies of the city of Vladivostok, ordinary specialists, employees of the Pig Trap Area services. Deputy heads and heads of administration bodies work in the EDMS through the iEOS application. More than 200 users have the ability to sign documents with an electronic signature, of which 20 are on mobile devices. The internal document flow of the municipality is completely paperless. Electronic interaction with federal resources and services has been established - MEDO, SMEV, ССТУ.РФ.

In general, according to the customer, EDMS "DELO" has shown itself to be a reliable and functional system that meets the modern needs of electronic document management in the municipality.

2017: Electronic interaction with Rosreestr and Primorsky Krai Administration

The administration Vladivostok continues to develop a document management system implemented on the basis of EDMS DELO (developer - company, city EOS). Moscow In 2016-2017. the customer updated the software to the latest version, purchased additional user licenses for the main system and some options, and also practically completed preparatory work to connect DELA SMEV to and organize the exchange of documents with via Administration of Primorsky Krai MED channels. The supply software and training of users was carried out by the company "."KS-Consulting

EDMS "DELO" in Vladivostok has been used since 2006 for document management and interaction of local governments. On the basis of this product, document flow was automated, to support related processes, specialized systems of the same vendor were introduced - "PERSONNEL" and "Archival BUSINESS" (they are integrated with the EDMS "BUSINESS"). The DELO-Web subsystem is also implemented (it operates remote departments of the Administration that are not directly connected to the Intranet network). "DELO" is used by various categories of officials - management, including first deputies and deputy heads of administration, heads of administration bodies of the city of Vladivostok, ordinary specialists, employees of the Pig Trap Area services.

The result of the phased scaling of the DELO system in Vladivostok was the automation of document flow in all municipal management bodies. Since 2010, a completely paperless internal document flow has been introduced here: since the creation of the draft document, its approval takes place in electronic form with an electronic signature. For more efficient use of EDMS, the modules "Notification and Notification" and the module of specialized reporting forms for EDMS "DELO" are installed. 100 users work with the application "Document Monitoring" - this is their own development of the company "KS-Consulting" with an expanded functionality of notifications about events taking place in the EDMS "DELO."

The project in the local governments of Vladivostok today is one of the largest document management systems of the municipal level. It covers about 1000 users. In 2017, the Administration plans to integrate the EDMS "DELO" with SMEV, as well as connect to the EDM system.

SMEV is a federal information system created to organize interaction between its participants in the process of providing state and municipal services to the population in electronic form. The Vladivostok administration first of all plans to begin processing documents in the EDMS "DELO" within the framework of interaction with Rosreestr - information on the transfer of residential premises to non-residential (and non-residential), information on the change in the ownership of a land plot in a certain category of land, on permits for construction and commissioning of capital construction facilities, etc. As a preparatory stage in June of this year, KS-Consulting specialists trained customer users on the basic principles of working with SMEV.

Also, the Vladivostok Administration purchased software for interfacing the DELO document management system with the federal MEDO system. In the future, documentation interaction with the Administration of the Primorsky Territory will be established through the protected channels of the MEDO circuit. The completion of these works is planned in the near future.

2015

On April 27, 2015, it became known about the supply of licenses of the DELO-Web system to the administration of the city of Vladivostok^[1].

the Vladivostok administration acquired 20 licenses of the DELO-Web subsystem. Web clients are intended for remote administration departments that are not connected to the Intranet network.

2014

In 2014, iEOS was acquired, an application for iPAD designed to work in the EDMS "DELO" of managers, as well as special EP modules for mobile devices. At the same time, the "Module of bilateral integration with the Internet reception," developed by KS-Consulting, was purchased. It is designed to receive and automate the processing in the EDMS of requests submitted through the Internet reception, as well as for feedback with applicants through their "Personal Accounts" on the organization's website and e-mail.

On May 29, 2014, it became known about the project to create an electronic document management system on the DELO platform to the administration of the city of Vladivostok, held in 2006.

Project progress

The project to create an automated document management system in the city administration of Vladivostok began with the purchase of 47 licenses of the EDMS "DELO." The municipality carried out the implementation of the EDMS on its own (with the consulting support of regional partners of the EOS company).

As of May 28, 2014, the Vladivostok city administration uses one of the largest document management systems among city municipalities in Russia.

In the EDMS "DELO," the specialized systems "PERSONNEL" and "Archival business" integrated with it, about 1 thousand users work.

In 2010, the Vladivostok administration bodies were completely transferred to paperless internal document management using electronic signature mechanisms. The administration has developed all the necessary regulations that made it possible to formally fix electronic document flow as legally significant.

Project development

In 2014, the document flow in the Vladivostok City Hall entered a new stage of development: a decision was made to purchase an application for working EDMS "THE CASE" with mobile devices. The Company KS-Consulting supplied the customer with 10 licenses of the mobile subsystem iEOS for the work of managers with iPAD the possibility of signing documents with an electronic signature. 30 additional licenses were purchased. EDMS "THE CASE"

As of May 29, 2014, the administration of the city of Vladivostok uses:

• 921 automated workplace EDMS "DELO,"
• 59 places of the "Archival BUSINESS" system,
• 26 licenses for the PERSONNEL system.

The organization has implemented modules "Notification and Notification" (51 licenses), "Electronic Signature and Encryption" (170 licenses), a module of specialized reporting forms for EDMS "DELO" (30 workplaces). 100 users work with the "Document Monitoring" application with advanced functionality of notifications about events taking place in the EDMS "DELO."

The DELO system is used by various categories of officials - first deputies and deputy heads of administration, heads of administration bodies of the city of Vladivostok, specialists. When preparing and approving outgoing and internal documents, paper copies are excluded from circulation - since the creation of the draft document, its approval (sighting) takes place in electronic form using an electronic signature.

As the next stage in the development of electronic document management in the local government of the municipality, the Vladivostok administration sees integration with external information systems. The specialists of the mayor's office expressed the wish to integrate the EDMS "DELO" with the system of interdepartmental electronic interaction (SMEV), as well as to develop a correct mechanism for electronic approval of documents submitted to the administration bodies from municipal organizations.

2013. The system is developing

In 2013, KS-Consulting supplied the municipality with 60 jobs of the DELO system and more than 20 licenses for various subsystems, the vendor's press service reported on July 8, 2013.

As of July 8, 2013, DELO is actively used in all structural divisions of the administration and has almost 900 automated workplaces. In addition, the municipality has introduced modules "Notification and Notification" (51 licenses), "Electronic Signature and Encryption" (170 licenses), a module of specialized reporting forms for EDMS "DELO" (30 workplaces), as well as "Process Management Subsystem."

2010

Since 2010, the Vladivostok Administration has switched to paperless internal document management. In particular, with the help of the EDMS "DELO," the approval of draft documents was translated into digital format: from the moment the project was created, its sighting takes place only in electronic form. This problem was solved by the "EP and encryption" option, designed to work with electronic signature on stationary PCs.

Users of the "Managers" category, due to the specifics of their activities, it is more convenient to work in the EDMS through, mobile application IEOS which also allows signing EP documents. In addition, the customer purchased and installed the "Notification and Notification" options, a module of specialized reporting forms for EDMS "DELO," as well as the "Document Monitoring" application developed by KS-Consulting"."

2006

The Administration of Vladivostok delivered additional jobs of the DELO system, developed by Electronic Office Systems (EOS). Supply, implementation and support is provided by the EOS partner - LANITH DV (Vladivostok).

The construction of the electronic document management system based on the EDMS "DELO" began in 2006, with the purchase of 47 workplaces. In the future, the system was regularly expanded in terms of functionality and use. As a result, in 2011, the Vladivostok Administration used more than 700 jobs of the DELO system with additional modules: EDS and Encryption, Process Control Subsystem. All this made it possible to completely translate into electronic form the preparation and coordination of outgoing and internal documents of the Administration, as well as work on the execution of incoming correspondence. Employees practically do not work with paper copies of documents.

In addition, the Administration has automated personnel management through another development of the EOS - the PERSONNEL system.

It is worth noting that the use of the integration module of these systems - the Data synchronization subsystem "PERSONNEL + DELO" allows personnel officers, primarily responsible for personnel processes, to quickly make changes to the document management database.

In addition to DELO, the municipality subsequently acquired other solutions developed by the EOS, and integrated them with the EDMS - PERSONNEL, Archival business, as well as many additional options and subsystems. A feature of the project is the independent implementation by the customer of systems and almost all additional options with the consulting support of KS-Consulting.

Notes