The administration of the municipal district the Yanaulsky Region of Republic of Bashkortostan implements EDMS

On November 12, 2014 it became known of an implementation project of an electronic document management system on the EDMS platform Matter in administration of the municipal district Yanaulsky district. The project was executed by Medialux company ^[1].

Project Tasks

Prior to the beginning of the project of processing procedure of documents in the organization were performed without use of a specialized software. The purpose of implementation of EDMS - gradation from "paper" technologies of work with documents to electronic document management. The foundation was laid in January, 2014.

Project Progress

The project in administration of MR Yanaulsky district was carried out in two steps.

At the first stage tasks are solved:

• automation of registration of correspondence coming to Administration (as in paper form, and by e-mail);
• transition from a paper form of registers to electronic;
• increase in performing discipline due to implementation of the automated system of control providing registration in EDMS of all orders of the top management;
• automation of formation of report forms on document flow (for providing the management of information, necessary for acceptance of management decisions);
• decrease in time expenditure on routine registration procedures and document retrieval and instructions.

For the solution of the specified tasks and determination of the sequence of implementation of EDMS originally carried out the analysis of structure and volume of document flow of administration, inspection of the scheme of the movement of documents in the organization and methods of interaction with partners. On the basis of data retrieveds the software setup on structure of the organization and feature of document flow is made.

The customized system is installed on the server hardware of the customer. Access to a system was got by the head of administration and his deputies. The first stage of the project was completed in January, 2014.

The second stage of the project is begun in October, 2014. It provided distribution of EDMS on divisions the administrations subordinated to the organization and more complete mastering of functionality of a system Case. Within this project stage it was necessary to solve problems:

• further development of a control system of execution through automation of transfer of instructions to divisions and obtaining performance reports;
• transition to paperless interaction between divisions – failure from transfer of paper documents;

reduction of time for passing and execution of documents;

• optimization of work with remote divisions.

At this stage connected departments of administration and the isolated subordinated divisions to EDMS, and to heads (the head and the first deputy head of administration) mobile clients of Electrodocs (development Medialux) for iPad tablets set and configured.

Project Results

In divisions own registration of the entering, outgoing correspondence is organized. Specialists of the contractor carried out setup of accounts of departments of administration for receiving instructions and input of performance reports. Users underwent group training, got individual advice.

Notes