State Meeting Kurultai of the Republic of Bashkortostan (Directum (EDMS/ECM system))

Implementation of document flow in the State Meeting Kurultai of the Republic of Bashkortostan

The state Meeting Kurultai of the Republic of Bashkortostan is the highest and only legislative (representative) public authority, integrating activity of 120 deputies. Adoption of the Constitution, introduction in it of changes, implementation within competence of legislative regulation, interpretation of laws and conducting control of their execution are included into power of legislature of the government of the republic.

Choosing a Solution

As well as in any public institution, document flow in the State Meeting Kurultai of the Republic of Bashkortostan is rather big. The bulk of documents is made by bills and letters of different instances with which several divisions need to work at the same time. Earlier for ensuring work with documents the office-work automation system was already used. However at some point it ceased to satisfy to the growing requirements of organization, both on performance, and on functionality. Therefore the decision of the choice of a new system which would conform to increased requirements of organization in the conditions of the growing and regularly changing structure of state body was made.

Project Progress

Works on implementation were carried out by forces of experts of Internet technologies company according to DIRECTUM technology. During the first stage of the project the preliminary estimate of data domain, the detailed analysis of subjects of process automation and requirements to a system was carried out, the DIRECTUM system is unrolled and configured, settings of a system are made.

Also more than 50 employees of the Secretariat of the State Meeting - Kurultai of the Republic of Bashkortostan without separation from primary activity were trained on basic courses of Basic modules. Training took place in the Center of the certified training of DIRECTUM of Internet technologies company.

During the subsequent stages a number of the major processes - registration of incoming documents and pronouncement of resolutions, registration of outgoing documents, work with agreements, acquaintance and control of execution under orders and orders, work with bills, meetings, carrying out purchases and the organization of auctions, work with citizens' appeals was automated.

For heads of divisions the EDS mechanism which allowed to vise fully memos and internal documents in an electronic format – thus was implemented, the customer could refuse completely some documents on paper.

A fast transfer of document flow in DIRECTUM was made thanks to converting of documents and reference books from the previous system of office-work and corporate storage of documents. Thanks to the executed integration of an electronic document management system of DIRECTUM with a management system for the website of 1C-Bitrix, there was an opportunity to automatically publish the adopted laws on the website. On the basis of this solution the mechanism of tracking of a status of addresses in real time on the website of the State Meeting Kurultai of the Republic of Bashkortostan was also developed.

Results

As a result of implementation of DIRECTUM in organization document flow considerably accelerated and also the flow of documents on paper carriers and time of collective work on documents regarding approval of bills was reduced. It in turn allowed the State Meeting - to Kurultai of the Republic of Bashkortostan to reach works and on quantity of innovations the new quality level to become model public institution in the region.