In management personnel of the Commissioner for Human Rights in St. Petersburg implemented EDMS

On July 9, 2015 it became known of implementation in the device The Commissioner for Human Rights in St. Petersburg EDMS "CASE". The project was executed by the company "Office Dock".

Project Tasks

The organization used EDMS with a possibility of accounting only of paper documents (without support of processes of transfer and approval of electronic documents). At the end of 2014 at the initiative of the Administration of the Commissioner for Human Rights in St. Petersburg the decision on replacement of a system of accounting of documents and instructions is made. According to the results of an auction, for workflow automation selected EDMS "CASE".

Action with participation of the Commissioner for Human Rights in St. Petersburg, 2014

The reasons which caused replacement of EDMS:

• the requirement to improvement of documentary processes for quality improvement and reduction of terms of consideration of the documents arriving addressed to the Representative;
• need of interaction between territorially remote divisions regarding exchange of documents and instructions.

The chart of growth of citizens' appeals in 2013-2014, 2014

These requirements are concretized in the tasks solved during the project:

• creation of the complete information infrastructure covering all divisions of the Commissioner for Human Rights in St. Petersburg and the organization of interaction between them;
• automation using EDMS "CASE" the following processes:
  • accounting and consideration of all citizens' appeals;
  • organization of personal reception of citizens;
  • accounting of all entering, outgoing and internal correspondence;
  • organization of control of execution of instructions and documents;
  • organization of work with in-house documents;
  • the organization of work with instructions without documents (initiative).
  • reduction of terms of approval of documents and exception of cases of their loss.

For migration on new software was required less than two months. The purposes which are accurately formulated on a preliminary stage and project tasks helped to complete implementation of EDMS in a short space of time and to transfer the main document flows from paper to an electronic form.

Timur Nadtochey, the chief of the department affairs of the office of the Commissioner for Human Rights in St. Petersburg, noted: "In general all tasks set within the project were successfully solved. Changes (taking into account functionality of a new electronic document management system) underwent processes of execution of instructions and approval of draft documents. The independent instructions in EDMS which are not connected with documents were entered. Deniability from paper copies during the work with internal documents is in the long term considered".

Project Results

• Necessary processes of electronic document management and office-work at the expense of correctly selected software meeting requirements of the Customer are automated;
• All users have the sufficient volume of knowledge necessary for work in the CASE system now, and all transactions with documents and instructions execute only by means of EDMS;
• processes of interaction between remote divisions are organized.