The city administration of Abakan intends to purchase additional licenses EDMS

On July 23, 2015 Matter in city administration of Abakan^[1] became known of system implementation of electronic document management ^[1].

Project Tasks

Since 2012 in EDMS Case works City administration of Abakan. In 2015 made the decision on expansion of the sphere of use of a system there.

Feature of projects in this region, according to KS-Consulting company integrator - deployment of EDMS in the government and municipal institutions by own forces. System implementation of electronic document management Matter in the mayor's office of Abakan is conducted independently with assistance of special-purpose committee of the Government of the Republic. Delivery of the software and consulting support of the project are performed by KS-Consulting company.

Project Progress

Workflow automation in administration of Abakan began system implementation in the divisions which are responsible for documentary providing. At the first stage EDMS Case set only in administration staff: in the general department and at secretaries of heads.

At the beginning automated basic processes of document flow:

• registration of the entering and outgoing documents;
• registration of citizens' appeals;
• scanning of documents (for automation of this process the additional option "Scanning" was purchased);
• input of instructions of the management;
• control of execution of documents and instructions;
• printing of RK and registers.

In EDMS Case of the mayor's office of Abakan configured standard routes of the movement of documents. Work with incoming documents goes several consecutive stages:

• Registration of the document in EDMS Case, its scanning.
• The RK direction of the document in a personal account of the head in EDMS Case for consideration (in parallel the head receives the paper document).
• Pronouncement of the resolution and sending the document to the contractor (the head writes on the paper document the instructions which is entered to EDMS by the secretary with installation of terms according to the instruction for office-work).
• Performance of a document and preparation of the answer to it in the form of the outgoing document.
• Registration of the outgoing document answer with establishment of a sheaf with the performed document.
• Mark in EDMS about execution of the incoming document (removal from control).

The movement of documents in EDMS, 2014

Project Results

In administration of Abakan the mixed document management system combining support of traditional "paper" processes with electronic document management is created. Such scheme of work often meets in municipal structures and optimum is suitable for the first stage of development of EDMS.

Need of automation of process of approval of draft documents was the reason of acquisition in the current year of additional jobs of a system Case. According to the plan access to EDMS will provide other municipal bodies of Abakan: Budget financial management, Committee of municipal economy, City legal service "Kodeks". Also for new participants of document flow jobs of the option "Scanning" purchased.

The officials of administration and subordinated structures having rights of vising (approval) of draft documents will have an opportunity to use the electronic signature in internal document flow. Licenses for the option "EDS and Enciphering" are for this purpose purchased.

In city administration of Abakan necessary technology conditions to go to approval of draft documents in a system Case in electronic form are created.

Notes