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2014/07/03 13:18:19

National EDMS of Russia

National electronic document management system between authorities in Russia.

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2013: Scientific Research Institute Voskhod: the conclusion and contract cancelation on development of EDMS

The tender for creation of national EDMS was held the Ministry of Telecom and Mass Communications at the beginning of October, 2013. Scientific Research Institute Voskhod subordinated to the ministry which agreed to perform works for 40.3 million rub at the starting maximum price of 45 million rub offered by the customer (it is characteristic that under the terms of tender whoever became his winner execution of works was provided only in the territory of Voskhod) became his winner[1].

It should be noted that a formulation "national EDMS" appeared only in the middle of the text of the tender documentation. In its heading it was talked of "works in 2013 on implementation of transition to exchange of electronic documents in interaction of federal executive authorities among themselves and with the Government till 2017". However development of the system draft of the EDMS platform and services of electronic interaction appeared the first point in the list of the works ought to execution (further there were project developments of the national standard of the file format of the electronic document and the regulations of storage of such documents and also creation of a prototype of the national EDMS platform).

On the official site of state procurements it is possible to find information that on December 10, 2013 the contract with Voskhod was terminated "by agreement of the parties". The idea of national EDMS in that form in what it was presented, was exposed to severe criticism and was called unreasoned and even unrealizable.

2014: Freezing of the project and development of rules of exchange of electronic documents

In July, 2014 it became known that the works on creation of national EDMS which are carried out by Scientific Research Institute Voskhod under the contract from the Ministry of Telecom and Mass Communications were suspended as during their carrying out it became clear that it is required to conduct additional researches, reported CNews in the Ministry of Telecom and Mass Communications. Based on additional researches "need to considerably expand the amount of works which it was earlier provided by the contract came to light", added in department.

The possibility of the conclusion of the new contract with new terms, according to the representative of the Ministry of Telecom and Mass Communications, is not considered yet.

Thus, interaction of federal agencies for summer of 2014 continues according to the old scheme. So as the chairman of the board of directors of EOS Group company Vladimir Balasanyan specifies in a conversation with CNews, paper mailing — Courier service, Russian Post, etc. remains the main method of their correspondence. A part of documents goes in the form of electronic scans on the MEDO system (this process it is not necessary to confuse with functioning SIEI on which data transmission, state services, necessary for rendering, for authorities of all levels is performed).

Nevertheless, work on transfer of authorities on paperless electronic interaction is continued, speak in the Ministry of Telecom and Mass Communications: rules of exchange of electronic documents are developed.

At the beginning of June, 2014 the draft resolution "About the statement of an order of exchange of electronic documents at the organization information interaction of state bodies and organizations" was prepared.

The accepted order sets uniform rules of exchange of electronic documents, except for the interdepartmental requests concerning the documents and information necessary for providing the public and municipal services.

The draft document was developed the Ministry of Telecom and Mass Communications together with the FSO. According to Vladimir Balasanyan, by his preparation the opinion still of a number of concerned parties, including Rosarkhiv and professional community on behalf of expert advice of the Ministry of Telecom and Mass Communications was considered.

Balasanyan points that adoption of similar documents always by determination is result of a set of compromises. And, nevertheless, in this case he considers this result extremely important, necessary and progressive because using new regulations it is supposed to solve, at last, a problem of creation of electronic documents originals.

The electronic document in the resolution is described as "the structured data set provided electronically, i.e. in the type suitable for perception by the person using IT, and supplied with details, including the electronic signature, for its use and commission of legally significant actions".

It is rather interesting to compare this formulation to determination of the electronic document with which the Ministry of Telecom and Mass Communications operated in tender on creation of national EDMS. It sounded as follows: "The white paper electronically created by state body, local government authority, legal entity or physical person, issued in accordance with the established procedure and included in EDMS of federal executive authority".

In the new resolution it is supposed that transfer of the electronic documents signed without fail the strengthened qualified electronic signature, and technology electronic messages using the transport bus will begin to be performed through secure channels of communication using the means certified by FSB and (or) FSTEC.

Protection of the transmitted data will be provided with participants of exchange using kriptograficheky and antivirus tools and also means of firewalling and an obstacle to unauthorized access.

Adoption of the draft resolution will allow to accelerate interaction of state agencies, will lower labor costs and will increase efficiency and quality of a state administration in general, his authors are sure.

If the resolution is in its current form signed by the Prime Minister Dmitry Medvedev, then it will be offered to federal executive authorities to provide compliance their departmental to EDMS to a new order till April 27, 2015.

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