The EDMS project for divisions of law-enforcement bodies in all territory of Republic of Belarus

In 2015 the Electronic Case company, the partner of EOS Group in Belarus, completed the next stage of workflow automation in law-enforcement bodies of the Republic. As a result of division of Department of Internal Affairs in all territory of the country received the environment for operational documentary interaction with Central office of the Ministry of Internal Affairs of Republic of Belarus.

The project of automation of workflow processes of law-enforcement bodies is implemented based on the EDMS "Electronic DELO" which is adaptation of the CASE program of EOS Group company under standards of document flow and rule of law of Belarus. Within the first stage of this project (2013 - 2014) were created departmental EDMS Ministries of Internal Affairs of Republic of Belarus, Main Department of Internal Affairs of the Minsk city executive committee and the Department of Internal Affairs of the Minsk regional executive committee. During the second stage in 2015 are created by EDMS in all regional Departments of Internal Affairs of the country.

The order of creation of departmental EDMS was defined by the technical specifications approved by the Customer. For each ATC the separate database was created. Considering importance of information which is contained in databases, interaction between bases was organized only using internal secure channels of communication.

EDMS "Electronic DELO" automated the following technology processing of documents in law-enforcement bodies: document registration, scanning of paper documents, their attachment to RK, input of resolutions, execution of documents, execution control, sending documents, write-off of documents in affairs, document retrieval, printout of magazines of registration and registration and control cards of documents, printout of references reminders, receiving report forms and data on document flow, information exchange between Central office of the Ministry of Internal Affairs, the Municipal Department of Internal Affairs of Mingorispolkom and the regional Departments of Internal Affairs.

Workers of offices of the Ministry of Internal Affairs, the Municipal Department of Internal Affairs and the regional Departments of Internal Affairs are connected to EDMS. For each user individual virtual offices are created and the personal rights of access to documents are set. For work different clients of EDMS – the subsystem "DELO-Web" are used (it is preferred by heads and contractors) and the standard desktop client (for the workers responsible for office-work).

Training in rules of work in EDMS is provided with all users of a system. The workers responsible for technology service and administration of EDMS were trained according to special programs. Within implementation of EDMS integration with the system of interdepartmental document flow (SMDO) is successfully organized. It allows to exchange documents with all state organizations connected to SMDO and also to organize signing of documents the electronic digital signature.

Key feature of implementation of EDMS in law-enforcement bodies is use of the option "Server of Electronic Interaction" (SEI). This option allows to exchange data between the EDMS "Electronic DELO" different bases in the automatic mode. So, based on almost any actions, performed with the document in ATC base, a system reports which will at once be sent to the Ministry of Internal Affairs automatically form. As a result of the Ministry of Internal Affairs can quickly obtain information whether the document reached the receiver at what number it is registered what order was issued by the head and with what term what report was entered by the contractor when the document is removed from control, etc. If on this document the answer prepares, then at its sending it will also be automatically registered already in Ministry of Internal Affairs base, and will have at once a sheaf with the document request.

In practice it means that at any moment the head will be able to trace at what stage of execution there is order who on it is a contractor, and in the presence of the answer will be able to get acquainted with it at once. Besides, use the Comecon allows to save significantly time for sending, registration and document transfer to the head and contractors that is very relevant for law-enforcement bodies.

Thus, implementation of EDMS "Electronic DELO" allowed to organize operational documentary interaction of divisions of law-enforcement bodies in all territory of Republic of Belarus. Further there are possibilities of flexible scaling of a system.