ELAR upgraded EDMS in Federal Agency for Subsoil Management (Rosnedra)

May 6, 2015. ELAR corporation announced upgrade of an electronic document management system in Federal Agency for Subsoil Management (Rosnedra). The quantity of jobs in EDMS grew from 21 to 170 units, all complex of processing of documentation of department is automated.

Project Progress

At the beginning of 2015 in Central office of Rosnedra the electronic document management system "CASE" which replaced with itself EDMS "BOSS-Referent" was implemented. Some functionality of a former system remained, and others were expanded. Thanks to upgrade, heads of departments, their deputies and other employees whereas earlier only secretaries of heads of departments had access to a system were connected to EDMS.

In EDMS registration of all documents is made: entering, outgoing, internal, citizens' appeals. The addresses which arrived by e-mail are registered automatically. EDMS is the place where the document passes all lifecycle, at the same time all transactions are performed on the basis of the scanned image whereas the paper original is stored at the clerk or the assistant administrator of the relevant department. Information on movement and change of the document is fixed in its registration card.

In EDMS function of document retrieval according to details or the text of a registration card and history logging of search in a personal account of the user is implemented. Search can be performed and on a barcode which forms in EDMS, is printed and pasted on the paper original. The hand scanner reads out a barcode, and on the screen the card with details of the document opens.

EDMS "DELO" interacts with the system of electronic archive implemented based on the ELAR-Saperion platform and which is a component of the unified information system of Rosnedra. After the end of processing in EDMS documents are archived in SEA where electronic registration forms with the attached document files are created. To connect the current document with archive, the possibility of recovery of files from SEA is provided in EDMS.

Result

Expansion of number of users of a system and increase in efficiency of a management activity of Rosnedra was a main objective of implementation of EDMS "DELO". Process of internal office-work and execution of external addresses is optimized thanks to online access of heads of divisions and specialists to electronic documents and implementation of a possibility of their search in a system. After implementation of EDMS reducing costs for formation of consolidated statements on document handling in Central office of Rosnedra is also expected.