Archive fund of city administration of Irkutsk (DocsVision (EDMS/ECM system))

Situation

The archive of documents of permanent storage in Administration of Irkutsk contains 300 thousand documents, affairs and inventories. These are documents of local government authorities of the city of Irkutsk, Election commission of the city of Irkutsk, the Irkutsk city council of veterans and the municipal enterprises. The archive supports 28 funds, 14,727 units of storage (78.3%) of managerial documentation of permanent storage for the period 1978 - 2014 and 4,372 units of storage (21.7%) of documents on staff for the period 1930-2013.

Documents were stored in paper form, part of them was digitized in folders by the local machine. To facilitate document retrieval, the staff of archive manually created registers in the Excel program. Data on replenishment of archive fixed in the outdated program, it was not updated, search in it was impossible. Example: the citizen addresses to administration concerning the land plot on which his house is located. The applicant needs the order of the mayor about selection of the earth. At the same time only the house address is known to it. These data are not enough to find the order in archive. Or search takes a lot of time as employees manually look for the paper document.

Solution

In 2014 the management of administration of Irkutsk made the decision to digitize archive. There was a task to provide search in the text of the document that the document was found according to any data which are known to the author of a request: address, approximate date, surname, name of the organization and so on.

How to digitize 300 thousand documents and to structure them? It is impossible to create a card on each document and to fill fields: on it too much time and efforts of employees will leave. Besides, the archive constantly is replenished. To solve this ambitious problem, RKIT Group suggested the working group of the Customer to use technology of stream scanning and automatic text recognition through the ABBYY FlexiCapture templates. It was necessary to develop many templates on different types of historical documents, but all this is simpler, than each document to scan and register manually. Next step: develop a system in which documents will be structured, from documents to form affairs, from details of documents automatically to be created inventories.

Since 2013 in Administration of Irkutsk conducts development and deployment of an electronic document management system on the Docsvision platform. The new system "Archive Fund" had to be built in an end-to-end system of electronic document management organically.

One more problem of a system: accelerate providing municipal services. When the applicant appeals to archive fund to provide the copy of the document or the information from it, the registrar makes out the answer according to certain standards. These forms and templates are decided to be developed in electronic form to reduce work of the registrar to search of the necessary document in electronic base and to the choice of the necessary form for the answer. A system should do all the rest: fill a form, attach the scan of the document or the statement from it.

How it works

1. At the first stage paper documents are scanned and recognized. The technology of stream scanning and recognition of ABBYY FlexiCapture is for this purpose used. A task of registrars – to enclose a pile of documents in the scanner. When scanning a system will recognize documents, stores in file folders in the form of XML files.

2. At the second stage the electronic archive is created: structured storage of historical data. System "RKIT: The archive fund" takes away XML files and will transform them to cards, structuring and creating base of archive documents, affairs, inventories. All fields are autocompleted. At this stage a task of the employee of archive to check correctness of filling of fields, and if there are errors to correct them. At the same time the archive document, and both in the form of the picture, and in the form of the text is automatically attached to a card.

3. The third stage – for the sake of what the project is started: the staff of archive uses "RKIT: Archive fund" as the powerful search system for providing municipal services. Electronic Archive fund allows registrars to provide quickly information, copies of archive documents at the request of the applicant. It is important that employees can create references, statements, reports without manual entry, having just selected the necessary documents and the necessary forms. So, the processing speed of requests is many times higher, error probability is excluded.

Results

In 2016 a system was brought into commercial operation.

• The staff of archive actively scans documents and fills base of electronic archive by means of stream scanning and simple registration.
• A system groups documents in affairs according to the nomenclature and systematizes documents in case.
• Registrars look for the document on any pledged and to the words which are contained in the document (including, in the PDF format).
• Access rights to data are differentiated. Data are reliably protected from inappropriate use or loss.
• A system creates reports, printed forms of archive documents, references, statistical reports on a status of archive fund. The staff of archive quickly prepares inventories according to requirements of VNIIDAD as the most part of information is autocompleted.
• Archiving of information happens according to rules of Board of Rosarkhiv.