The administration of the resort town of Kislovodsk implemented EDMS "DELO"

On December 1, 2014 the Business of IT Group, the partner of EOS Group in Stavropol Krai reported^[1] about system implementation of electronic document management "MATTER" in Administration of the resort town of Kislovodsk.

The beginning of use of EDMS "DELO" in the mayor's office of Kislovodsk 2011 when the Government of Stavropol Krai to Administration of the resort town submitted one workplace to EDMS "DELO" is considered. To an automated workplace it was intended for obtaining the normative legal documentation from the Government and for acquaintance with systems capabilities.

Choosing a Solution

At that time in Administration of the resort town of Kislovodsk documentation arriving from the organizations and from citizens was registered in different information systems. At the same time documents reached contractors only on paper carrier, scanning of the arriving documents was not made. The used information systems allowed to receive report and printed forms, however the type and keeping of some of them did not meet the current user requirements any more. Having worked in EDMS "DELO" and having studied its opportunities, the Administration made the decision to purchase system jobs for conducting internal document flow and work with citizens' appeals. In 2013 the CASE system began to be used by specialists of Department of control and citizens' appeals of administration of the resort town of Kislovodsk, engaged in registration of letters of citizens and answers to them. In October, 2014 jobs in EDMS "DELO" provided some more specialists, including 3 specialists of receiving Chapter and his deputies, the specialist of the general department, the specialist of Legal department.

Project Progress

In the project progress examination of the organization was conducted, rules of setup of a system are developed, base EDMS "DELO" under structure and rules of record keeping of Administration of the resort town of Kislovodsk is unrolled and configured. Specialists Business of IT provided training of ten users according to the functions executed by them. Training was provided individually, in workplaces, users studied technologies of work on the example of real documents just before start of a system in trial operation. Besides, consultation of the users on questions arising in a work progress in a system was performed and also adjustment of reference books of EDMS was conducted.

Result

As a result the CASE system allowed to solve all problems designated to customers as the main:

• registration of all entering and outgoing correspondence in the uniform automated electronic document management system and database maintenance of electronic copies of documents;
• ensuring quick search (selection) of documents in a set of details an exception of duplication of work on information input about the document on different sections of work with it;
• maintaining electronic base of normative legal documents and ensuring operating control behind their execution;
• reduction of time and material expenditure on processing of correspondence (supplies, the multiple copying equipment);
• ensuring the automated control of timely execution of documents, instructions and indications of the management, operational obtaining information on a status of execution and the location of any document;
• operational exchange of correspondence with the Government of Stavropol Krai of means of EDMS "CASE" and MS Outlook.

Development Plans

Now all entering and outgoing correspondence and also the normative legal documentation of the Mayor's office is registered in EDMS, there is an exchange of correspondence with the Government of Stavropol Krai in electronic in a type, there is a possibility of receiving printed and report forms. The administration of Kislovodsk plans further development of the project on automation of office-work and document flow in the following directions:

• development of new printed and report forms;
• acquisition of additional jobs for other structural divisions of Administration for the purpose of receiving by specialists online access to documents (within their competence);
• gradation on paperless document flow.

Notes