The Government of Sevastopol implemented a domestic electronic document management system

On April 27, 2018 the InterTrust company announced that in the Government of Sevastopol the import-independent electronic document management system and office-works of CompanyMedia 5 is implemented and brought into commercial operation. In all structural divisions of the government completely electronic document management using mobile jobs, is performed by support of the electronic signature and MEDO 2.7.

Administrative building of the Government Sevastopol. Photo: ruinformer.com

Premises and project tasks

From the moment of accession of the Crimean peninsula and the city of the hero Sevastopol to the Russian Federation, in the state organizations of the city of Sevastopol sharply rose a question of failure from use of the western software and transition on domestic software, including domestic EDMS. The Government of the Russian Federation set term till 2020 during which public authorities should pass to the domestic software. For accomplishment of these requirements regarding workflow automation, in the Government of Sevastopol the decision on implementation of domestic EDMS on the basis of the free software was made. Earlier in the Government of Sevastopol the old version of the Case system (EOS Group company) which work required the software of Microsoft and which did not conform to requirements of an importonezavisimost was used. Besides, in the Case system only accounting and registration of incoming documents was made, and direct work with all documents was conducted on paper carrier, including transfer of documents from one structural division in another. Therefore the task - to implement in the shortest terms the system providing independence of the western software and allowing a message all document flow in electronic form was set.

Project Progress

The technical specifications were developed for the choice of an electronic document management system and the contractor on implementation by the Government of Sevastopol and the state tender is held. The InterTrust company (CompanyMedia system) became the winner of the tender. The CompanyMedia 5 system is completely import-independent, is developed based on the open source (OS).

Implementation began in August, 2016 and was carried out in several steps. At the first stage which was completed at the end of 2016 pilot implementation was carried out. At the second stage which took the first half of 2017 – replication of a system on all public authorities (PA) of the city of Sevastopol. Within the project, it was also necessary to perform data migration from an old system. Registration in the created system of all documents coming addressed to the governor and deputy governors, transfer of these documents in electronic form, consideration of these documents and electronic mailing to all OGV was a main objective of a pilot project. Also within a pilot project a system was separately developed in head department of informatization and communication to study a system and to fulfill all functional requirements for work with documents in OGV. Based on carrying out a pilot project all effective objectives were reached.

At the second stage process of replication was broken into several queues of implementation, proceeding from the volume of document flow of the connected divisions. To meet a short time, replication was carried out jointly with specialists of head department of informatization and communication of the city of Sevastopol (GUIS). In a month 5, 6 organizations - 500-600 jobs were connected to a system. Within connection specialists of the center of training of InterTrust company provided complex user training. Process of implementation was complicated by the fact that in the Government there was no uniform protected data network, it was under construction parallel to an implementation project. Specialists GUISA created network, upgraded jobs, equipped them with office equipment for work with electronic documents. After that a system was installed and configured, training of employees was provided. All process of replication was carried out to a short time, during the period from March to June, 2017.

Project Results

In a system the following functionality – office-work, preparation of internal and organizational and administrative documents in electronic form using the electronic signature, processing of citizens' appeals, work with instructions of the management of different levels is implemented. MEDO 2.7 is supported. Work with public contracts is automated.

Integration into the portal of administration of Sevastopol regarding transfer of citizens' appeals from a personal account is carried out to the CompanyMedia 5 system and sendings to a personal account of applicants of information on where and how the address of the citizen is performed.

On July 1, 2017 a system was transferred to commercial operation. For April, 2018 in a system 2250 users work. The governor, deputy governors and heads of IOGV work only at mobile workplaces, all other employees work in the web interface. On project deliverables delivery time of documents in structural divisions of the Government of Sevastopol was cardinally reduced. Transition to Open Source allowed to exclude completely runtime royalty fees for platform software, to refuse use of the western software, to minimize risks in information security field.

Further development of a system will be carried out in two directions:

1. Further replication of a system on municipal entities and subordinated organizations.
2. the Functional development including development and deployment of interaction with SSTU, transition to new GOST of the electronic signature which should become effective in 2019 and also the different functional completions according to requirements of the Government of Sevastopol improving efficiency and speed of work of users with electronic documents in a system.