"The administration of Tosnensky District of the Leningrad obslasta" began work in electronic archive of the documents "Etla"

May 22, 2015. The Atlas Soft company reported^[1] on creation of uniform electronic archive of documents Etla in Administration of Tosnensky District of the Leningrad obslasta.

Tasks

The head of administration set the task of increase in efficiency of all divisions due to creation of unified information environment, quick search and reliable storage of all documentation. Also it was necessary to transfer data from paper archive to electronic.

Choosing a Solution

Having carried out market research of electronic archives, the management of department of informatization stopped the choice on the ETLA system which is one of market leaders in this segment of IT of the market. Its flexibility in settings was the main selection term of the Etla system, in addition to satisfaction to requirements of the customer, and an opportunity further independently to configure and develop a system under new tasks.

Project Progress

The problem of creation of unified information environment of all Administration was solved due to structure formation of electronic archive with creation of different user groups and providing to these groups of the different access level to segments of archive. Thus it turned out that each department and committee works in the part of electronic archive, but at the same time there is an accessibility to documents of complete archive in case of existence of access rights which are issued by the system administrator.

The problem of transfer of paper archive of documents in electronic was solved by use of a number of mechanisms which allow to scan, number, set a name for several clicks of a mouse and to place the document in archive. The basic equipment of the Etla system allows to organize such automation for the account:

Result

Supports of stream scanning of multipage documents using scanners with automatic feeding function. Allows to enter directly into a system documents from the scanner, creating documents in the PDF or MS Word format; The module of import of documents with automatic registration which allows to accelerate significantly import of documents to a system due to automatic recognition of their attributes. The module is focused on mass high-speed input of documents. Import can be performed as from a set of the scanned images on a local disk, and directly from the scanner with automatic feeding supporting the TWAIN protocol; The module of automatic naming of documents which saves the user of a system from the solution of a problem of the correct naming of the document. After setup of a number of rules, a system automatically sets a name to the registered document; Modules of automatic structuring and placement of documents which allow the user not to think, where to it to save the document. A system on a number of document attributes, automatically creates a set of accompanying folders and places them to the right place of archive.

As a result of implementation of electronic archive Etla in addition to the solution of assigned tasks the Administration received a number of additional tools which allowed to move to qualitatively new level of work:

• parallel collective operation with documents of different user groups;
• fast registration of the entering and outgoing documentation;
• the centralized structured storage of electronic documents;
• quick search, both on attributes, and on document contents;
• protection of documents against unauthorized access.

Notes