Unicsoft implemented the project EDMS "DELO" in the All-Russian museum consolidation of musical culture of M.I. Glinka.

Federal State Budgetary Institution of culture "All-Russian museum consolidation of musical culture of M.I. Glinka" is the largest treasury of monuments of musical culture which does not have analogs in the world. In 1995 the Museum was included by the decree of the President of the Russian Federation in the State code of especially valuable objects of cultural heritage of the people of the Russian Federation. The most important part of museum fund is the collection of musical instruments of people of the world.

The structure of Museum consolidation, in addition to the Central museum of musical culture on Fadeyev Street, includes A.B. Goldenveyzer's Museum apartment, N.S. Golovanov's Museum apartment, the Memorial estate of F.I. Shalyapin, S.S. Prokofiev's Museum, the Museum "P.I. Tchaikovsky and Moscow", S.I. Taneev's House museum (creation stages).

Choosing a Solution

According to the Charter the Museum performs cultural, educational and scientific activities for preserving, creation, distribution and mastering of cultural values. The electronic document management system, need for which became obvious with growth of quantity of objects of museum fund and the documents accompanying internal activity, had to solve several key problems:

• the organization of electronic document management in divisions and branches of Museum consolidation;
• transfer to an electronic form of processes of document registration;
• ensuring control of execution of documents and instructions of the management;
• approval of draft documents in electronic form.

Project Progress

Specialists of Unicsoft company carried out the analysis of the existing scheme of document flow in the form of questioning of specialists of the customer. The architecture of EDMS was as a result defined, preset tuning of a system, filling of reference books is carried out.

Employees of the secretariat who were trained on the areas of Museum consolidation became the first users of EDMS. In a system processes of registration entering, proceeding, agreements, requests for musical instruments were adjusted. For the translation of documents in an electronic form the set of jobs of the option "Scanning" was purchased. At the same stage the scheme of control of orders of the CEO and his first deputy was adjusted.

Following project stage there was a start of a system in divisions and branches of Consolidation. Employees of these structures were included in processes of execution and control of instructions of the management, became participants of procedures of preparation and approval of drafts of outgoing letters, agreements, requests for musical instruments in electronic form. Besides, exchange of memos and internal requests through EDMS "DELO" was organized. For remote work of the CEO in EDMS mobile application of iEOS, own development of EOS Group company for work on iPAD was bought.

Result

User training from divisions was provided in the form of a training. System learning in a short space of time allowed to begin full use of EDMS "DELO" in all structures of Museum consolidation. Now a system works under designer's service of the contractor of the project as a result of which further customization of a system under needs of the customer will be carried out.