Management of Rosreestr across the Republic of Tatarstan: JBoss instead of Lotus

In management of Rosreestr across the Republic of Tatarstan electronic document management from the platform IBM Notes/Domino (before Lotus) is postponed for the platform OPEN SOURCE JBoss. The project is executed in the fall of 2014 by the Kazan company "Interfeys", the partner of Business Logic.

In November, 2014 the Kazan company "Interfeys" brought into commercial operation an electronic document management system on the open source — "Logic of EDMS. A state administration" on the JBoss platform — in management of Federal Service for State Registration, Cartography and Cadastre (Rosreestr) across the Republic of Tatarstan. 1200 users, including in the remote departments located in 44 areas of the republic are connected to a system.

Since 2005 in Rosreestr on RT the workflow system "Logic of EDMS" on the Lotus platform from IBM was used (b. "Logic of ECM (earlier BOSS-Referent)"). With its help all fields of activity of the state organization were automated: as basic functions of office-work and document flow (to the level of paperless document flow), and more than 20 additional business processes. The complexity of replacement of old EDMS by a new system consisted in it.

The decision on transition to the open source was made by administration of the department of IT at the end of 2013 for the purpose of execution of the order of Government of the Russian Federation No. 2299-r "On transition of federal executive authorities to use of the open source till 2015".

Based on open auction the Interfeys company became the contractor. As a basis for creation of the new centralized EDMS the solution "Logic of EDMS was selected. A state administration" from Business Logic (IT Group) company. This solution is implemented using Java technologies on the basis of JBoss Portal — the open portal solution of Red Hat company. Use of open source codes provides:

• Flexibility at upgrade of a system
• Lack of a binding to one service provider
• Economy of budgetary funds due to lack of assignments for licenses for the platform
• High security and reliability of software
• More transparent certification process of FSTEC

At the expense of the centralized web architecture service and operation of a system significantly is facilitated that is crucial for management of Rosreestr on RT from its extensive territorially — the distributed structure — more than 650 users in 44 remote departments of all republic.

Converting of data from Lotus bases was an important task during creation of the centralized EDMS. Unique tools which allowed to transfer all data to a format of the centralized EDMS were developed for this purpose, having saved all interrelations of documents. Intersystem synchronization of data which provided the continuity of processing of documentation was also implemented. Specially developed mechanism allowed to make, in case of need, rollback to the previous system with a possibility of processing of current documents. As a result of all these measures data migration passed quickly and smoothly.

Integration with an electronic document management system of central office of Rosreestr in Moscow became a serious stage of the project. The integration module allows to perform exchange of the entering and outgoing documents, letters of citizens and the organizations and also instructions in the format supported by EDMS of central office using the electronic digital signature. Integration and with an electronic document management system of subordinated organization Federal State Budgetary Institution Federal Cadastral Chamber of Rosreestr on RT regarding exchange of instructions entering and outgoing documentation is carried out.

Integration with the software package "Mobile Office of the Head" applied in management on RT and also in central office of Rosreestr for the purpose of operational consideration and vising of documents by the management is executed. At the same time integration mechanisms allow to use both Windows, and the IOS-VERSION of a mobile office.

Besides, integration with software package PC IC "EGRP", applied in management on RT is implemented. In new EDMS the functionality on registration of accelerations without duplicative transactions is built in the PC IC "EGRP". The same functionality allows Territorial Offices to register accelerations with a possibility of sending for consideration to the Mobile Office of the Head PC through department of the general providing.

"At creation of a new electronic document management system, of course, there was also a human factor, but due to openness of the solution managements, usual for the employees, on RT interfaces were developed (they got used to work via the Internet Explorer 10 and Mozilla Firefox 29 web browsers) — Petrov Roman, the technical director of the company comments on "Interface'. — For speed of system learning key users at first performed test tasks on specially developed instructions. Then provided resident instruction of staff of central office of management to work in a system. And remote users mastered a new system using distance learning".

"The centralized web architecture of EDMS on JBoss Open Source platform will allow to reduce in the long term total cost of ownership a system, i.e. to increase economy of the budget of management for RT — the deputy manager of management of Rosreestr on the Republic of Tatarstan on information technologies Alexey Slesarenko notes. — Due to centralization of administration the labor input of operation of a system will decrease, the management efficiency of EDMS will increase. Thus, in the nearest future the management on RT will receive both a technology, and economic benefit".

"The product strategy selected by us a few years ago — to offer both proprietary solutions on management of documents, and the solutions constructed on Open Source — proves the efficiency — the commercial director of "Business Logic' Podbutsky Georgy comments on project deliverables. — We see that in the circumstances the state customers change the platform, but not the supplier, and we are ready to offer them the most optimal variants".

Within development of a system it is going to perform integration of new EDMS into the specific modules used in management on RT: module "Registration of Notifications on Suspensions and Failures in State Registration", module "Materials of Public Foundation of the Data Obtained as a result of Carrying Out Land Management", register of meetings of SRO, register of meetings of department of legal support, complaint book.