EOS Group implemented ED in ROSATOM State Corporation

November 23, 2015. The Electronic Office Systems company reported^[1] about project completion which main content was a development of recommendations about processing of the electronic documents (ED) in ROSATOM State Corporation and the organizations of nuclear sector.

Goals and Objectives

Scales of document flow of ROSATOM State Corporation require use of the most effective technologies during the work with documents. At the same time, considering the status of the state corporation and special provision of Rosatom in the world market, at problem solving of management of documents it is necessary to follow not only to requirements of the Russian legislation, but also international to standards.

The level of development of electronic document management in State corporation allows to solve already today such problems which for many organizations are only perspective. Thus, improvement of work with electronic documents in ROSATOM State Corporation required providing with the corresponding analytical materials and methodical base. This task was set for experts of EOS Group.

Project Progress

Within the project specialists of EOS Group carried out the complex analysis of the regulatory base, methodical materials and the electronic documents used the practician on processing. The overview of the Russian laws, regulatory legal acts and methodical documents (recommendations, reports on the research works) developed by request of Federal Archival Agency in 2011-2014 concerning the organization of information exchange and storage of ED became an analysis result. Overall assessment of a status of the Russian normative and methodical base is given in this overview, at the same time problematic issues regarding a regulation of archive storage of electronic and hybrid affairs and documents are especially selected and also the main risks in the field of management of documentation and information are listed.

For use in preparation of recommendations about improvement of EDMS of Rosatom of the best foreign the practician and industry requirements was carried out the analysis of the published regulations and the managements of the International Atomic Energy Agency (IAEA), the ISO standards and the International Electrotechnical Commission (IEC) in the field of management of documents. On analysis results characteristic of approaches of IAEA to work with specific (industry) documents was provided. Within studying of the ISO and IEC standards relating to office-work and archiving basic standards of management of documents and content, standards on ensuring long-term safety, integrity and authenticity of ED, organization of archive storage and destruction of documents and information, standards on personal data protection, etc. were considered.

For accounting of the Russian specifics and the settled mechanisms of work with ED the analysis the practician of work of the Federation Council of Federal Assembly of the Russian Federation and Government of the Rostov region with ED regarding use of the electronic signature and the organization of archive storage was carried out. In a work progress the approved documents and also draft documents and information materials describing an operating procedure with ED were studied. Final material on given to the direction includes characteristics of subjects of the analysis and the principles of work with ED. Special attention is paid to the organization of exchange of electronic documents between the different organizations, to work with draft documents, internal documents and instructions, storage and destruction of ED.

Result

The packet of recommendations about improvement of management of electronic documents in ROSATOM State Corporation became a project deliverable. Recommendations were created in two directions:

• making changes in regulating documents;
• technology suggestions for improvement of EDMS.

Offers on making changes in regulations raised the questions of the organization long-term (over 10 years), permanent storage of ED and also destruction of ED.

Notes