1500 organizations interact with the Ministry of Finance of Republic of Belarus within a system interdepartmental EDMS

On June 30, 2015 the BFT company announced start in central office of the Ministry of Finance of Republic of Belarus electronic document management systems of "DoXLogic".

Project Tasks

According to the Decree of the President of Republic of Belarus of April 4, 2013 No. 157 requirements to departmental workflow systems are set. Need of interaction with the system of interdepartmental electronic document management of state bodies using the interchange format data is stated in the Decree. These and some other requirements are directed for the solution of a task – to provide step-by-step reduction by 2016 of the number of documents on paper carriers. Need of implementation of these requirements in Ministry of Finance of Republic of Belarus became premises for implementation of a modern electronic document management system EDMS «DoXLogic».

Ministry of Finance of Republic of Belarus, 2014

Project Progress

Feature of the project – work of experts of the company BFT on adaptation EDMS «DoXLogic» according to regulatory legal acts of Republic of Belarus regarding requirements to electronic document management – on work with electronic signatures, formation of electronic documents and control of performing discipline.

Within the project experts of the contractor carried out data migration from earlier set century Ministry of Finance workflow systems. It helped to save succession of systems and to continue to control documents with big completion dates (10-20 years). Integration EDMS «DoXLogic» into the portal of the ministry regarding work with citizens' appeals - all addresses with which citizens and the organizations address within the portal of the ministry is carried out, are included in the workflow system almost instantly that promotes their operational inclusion in processing.

Project Results

With implementation EDMS «DoXLogic» in Ministry of Finance of Republic of Belarus results are achieved:

• exchange of documents without use of paper carriers using the electronic signature is provided;
• the uniform information base of support of acceptance of management decisions is created;
• the uniform operating procedure with documents on the basis of uniform technology of document flow, office-work and maintaining databases of documents is organized;
• standardization of managerial documentation and reduction of quantity of forms and document types is provided;
• creation and storage of registration cards of documents and also texts of the documents prepared electronically with a possibility of quick search (selection) of documents is provided;
• duplication of work on information input about the document on different sections of work with it is excluded;
• the automated control over passing of documents is provided from the moment of their receiving or creation before completion of execution;
• terms of creation of organizational and administrative documents are reduced, the quality and completeness of problem solving, responsibility for their execution increased;
• online access (in real time) of employees within their competence to the relevant documents and tasks is organized;
• it is provided to integration with the system of interdepartmental electronic document management of state bodies of Republic of Belarus (SMDO).

As a result of implementation are simplified, and substantially accelerated, processes of internal and interdepartmental document flow. EDMS «DoXLogic» helped to pass to mainly paperless document flow.

For June 1, 2015 in a system 400 employees of the ministry work.

2016: 1500 organizations interact with the Ministry of Finance of Republic of Belarus within the system of interdepartmental electronic document management

The BFT company jointly with the partner in Republic of Belarus – Data-processing Centre of the Ministry of Finance Unitary Enterprise – carried out certification of an electronic document management system of the EDMS "DoXLogic" installed in the Ministry of Finance of Republic of Belarus at the beginning of 2016. About 1500 participating organizations of a system of interdepartmental document flow (SMDO) of Belarus interact with "DoXLogic".

According to the Decree of the President of Republic of Belarus of April 4, 2013 No. 157 "About making changes and additions in some decrees of the President of Republic of Belarus" it is entrusted to state bodies and other organizations to implement departmental electronic document management systems using means of cryptographic information protection and the electronic signature. Within implementable state policy on informatization in the Ministry of Finance of Republic of Belarus in 2015 the electronic document management system of EDMS "DoXLogic" with which about 400 employees of the ministry, including the top management of department work was implemented.

At the same time in 2014 in structure of "The national center of electronic services" Republic of Belarus the State management system for public keys (GOSSUOK) was put into continuous operation of the Republican Certification Center (RCC). RUTs is legislatively defined by the certification center authorized to render services in distribution of certificates of public keys of the electronic signature of state bodies and other organizations. In this regard the Ministry of Finance made the decision on certification of the DoXLogic system for interaction with SMDO using the electronic signature. For the organization of "external" correspondence between the SMDO participating organizations works on ensuring information exchange of documents and notifications between the Ministry of Finance and subscribers of SMDO of Republic of Belarus through the system of interdepartmental electronic document management using certificates of the keys issued by RUTs were carried out.

The electronic document management system of "DoXLogic" used in commercial operation in the Ministry of Finance of Republic of Belarus is certified by "The national center of electronic services" and entered in the register of developers of the departmental electronic document management systems (DEDMS) providing integration of VSED with SMDO. Now all electronic document management between the Ministry of Finance and 1500 SMDO organizations is certified by the certified electronic signature that allows to organize legally significant electronic document management between all its participants.