Aslangeri Kumykov, KBR: EDMS of public authorities and local government is a tool for increase in efficiency

Aslangeri Kumykov: It is possible to call implementation of EDMS unambiguously a right and important step for development of informatization in Kabardino-Balkar Republic. For 2 years of use of EDMS we already receive positive results: this improvement of quality of work with documents, reduction of time for their processing. We hope to carry out deeper efficiency analysis of work of EDMS which will allow to support these outputs with digits at the end of this year.

We did not make the wrong choice of a product too – EDMS "DELO" of EOS Group company was rather worked solution perfectly suitable for needs of state agencies. It constantly develops, changing according to wishes of customers – at release of new versions are considered including our wishes.

It is interesting and indicative that during operation of EDMS many questions concerning the document flow in state agencies of KBR – for example, our methods of work with documents regarding the entering and outgoing documents were stirred up. Owing to this fact we already began optimization of our document flow, and for a start optimized regulations of work of EDMS. Ahead – need of processing and change of instructions for office-work in public authorities. So, one may say, implementation of EDMS became the reason of optimization of the business processes connected with document flow in KBR, and it is, certainly, a merit of EDMS "DELO".

Aslangeri Kumykov: Now we have nearly 1300 users in EDMS. Almost absolute scope in executive authorities of the republic is reached: all government employees involved in document flow anyway are connected to a system.

As for local government authorities, all 10 municipal districts and three city districts are connected to EDMS. Implementation level in self-government institutions still different: in some areas only 2-3 jobs for exchange of documents with executive authorities are set, and in others there takes place full implementation. Development of a system continues, and the city district Nalchik where the number of jobs in different managements and administrations already reached several tens is an example.

Our current task – to reach the level of administrations of rural settlements. These are over 120 authorities which will be connected in the nearest future. In addition, there is a connection of the organizations subordinated to executive bodies of the state power – for example, KBR of "The safe republic" subordinated to Goskomtrans and the subordinated Ministries of Economics of KBR of MFC.

Aslangeri Kumykov: We use the main products entering a packet of EDMS "DELO": it is EDMS "CASE", "DELO-Web" and also the options connected with scanning, enciphering and the notification. We issue electronic signatures in own certification center, and for their implementation we use a superstructure to EDMS for the procedure of signing – a product of EOS Group "KARMA".

Already all departments participating in an electronic document management system use electronic signatures. Now our current tasks are connected with visualization of the EDS in the paper copy of the document and in the system. All this is especially important for us in the context of the solution of one of the main current objectives – complete transition to YuZEDO.

Aslangeri Kumykov: Completely we cannot refuse paper document flow. At the moment electronic document management at us is used during the work with the entering and outgoing documentation, exchange of documents between executive authorities of the republic in electronic form is performed. But there is also some other tasks which meanwhile are not solved in electronic form. For example, parallel to in paper form documentation connected with approval of drafts of regulations, citizens' appeals is kept. In parallel work with electronic and with the paper documents Administration of the Head of KBR and Parliament of KBR.

Aslangeri Kumykov: Now we work on terms of reference and the organization of competitive actions for integration of EDMS with the MEDO and SSTU systems. For full exchange of electronic documents by means of MEDO it is necessary to implement the corresponding module of integration. Concerning SSTU it is about that all documents connected with citizens' appeals passed through EDMS, automatically were registered in it and further were open for carrying out the analysis and improvement of work with citizens' appeals. Now at us such documents are registered in EDMS partially. We hope to implement these tasks until the end of the year.

We do not plan interaction of EDMS with other systems yet. But in the future, perhaps, we will gradually expand functionality of EDMS and then, respectively, to open new integration projects.

Aslangeri Kumykov: On places, two system technologists of our department of IT are engaged in the main objectives of functioning of a system, including its administration. In addition all two years we use technical support from the partner of EOS Group, Ofis-Dok company which implemented our EDMS in due time, and helps us both with administration of a system, and with issues of interaction with developers now.

Training was also provided by specialists "Office Dock" – it was one of implementation components, practically all registrars and users in executive authorities at that time were trained. Now, if there is a need of training of new specialists, we try to do it by forces of the system technologists. Periodically, approximately quarterly, we bring together registrars from all departments on seminars where together with representatives "Office Dock" we discuss innovations in EDMS and we provide additional training.

Aslangeri Kumykov: From the technical point of view we tried to secure ourselves as much as possible. For work in a system we use only secure channels of communication, through our uniform protected data network built on VipNet technology. For the purpose of prevention of failures in system operation and data loss "mirroring" of servers and network storages for DB archives are used. Now there is an issue of certification regarding cybersecurity of all our system in general as this system is in the register of the state information systems of KBR.

Aslangeri Kumykov: My subjective opinion – our domestic EDMS are quite competitive, besides they are focused on the domestic consumer. Domestic solutions have economic attractiveness and compliance to all criteria of information security. The software package VipNet used by us also belongs to import-substituting products. It is possible to tell that use of EDMS of domestic manufacturer for us is not absolutely import substitution as initially we were guided by it software.

Aslangeri Kumykov: The important point concerns creation of electronic archive. We already approach by the time of when documents have to be written off in electronic storage, and at present we try to formulate the accurate solution of this task. Certain difficulties are because of insufficiently worked regulatory base here, and it is quite possible that we will prepare certain local regulatory bases on maintaining electronic archive. In this direction we very much have experience of other subjects which could be adopted. We watch closely the first large-scale project of deployment of archive of electronic originals in the Rostov region which, as well as our EDMS, is under construction on solutions of EOS Group, we hope for its success and for the subsequent exchange of experience with our Rostov colleagues.

We also expect support and recommendations from the EOS Group company known for the competences and practices in the field of electronic archives. It is represented to me especially important that EOS Group conducts this work not only in the company, as well as during the seminars and conferences, communication with other EDMS developers and legislators.

Aslangeri Kumykov: We are always open for communication: actively we exchange experience with our colleagues from the next subjects, we try to help each other with the solution of difficult questions. We meanwhile did not organize large conferences for exchange of experience, but if we manage to receive the result rather serious for holding a large-scale meeting, then such action, of course, will take place.

Aslangeri Kumykov: At the moment our main plans are deeper level of implementation of EDMS in local government authorities to the level of administrations of rural settlements, integration with MEDO and SSTU, expansion of functionality for work with citizens' appeals, transition to approval of drafts of regulations in electronic form, creation and maintaining electronic archive. We will begin to make further plans in process of the solution of the current tasks – as you can see, there is a lot of them! At the same time the general purpose of the project remains invariable: increase in efficiency of public authorities due to transition to electronic document management and improvement of mechanisms of control of an ispolnyaemost of documents using EDMS.