Federal Tax Service (FTS) (EDMS)

Now the number of users of a system exceeds 30 thousand, and after project completion in a system more than 120 thousand people will work.

Federal Tax Service of the Russian Federation — the largest department in structure of state bodies of our country. Annually in FTS more than 200 thousand documents from citizens, legal entities and government institutions arrive and are processed. With respect thereto one of the main tasks of FTS is creation of a document management system. As a basis of the departmental electronic document management system (EDMS) of FTS the software package BOSS-Referent, own development of IT on the Lotus Domino/Notes platform was selected. The joint project of IT and Main research computer center of FTS (GNIVC) on creation of EDMS started in 1999 and is executed in three stages.

During 1999 the pilot project of system implementation in one of divisions of the central office (CO) of department was implemented. After the end of full-scale deployment of EDMS in central office in 2001 in a system over 1 thousand employees worked. Then based on trial operation the decision on replication of EDMS in regional structures of tax administration was made.

During the second stage, from 2002 to 2004, the project team executed implementation of EDMS in 82 Offices of the Federal Tax Service (OFTS) in the subjects of the Russian Federation. Besides, in 2003 pilot system implementation of electronic document management in 7 Interregional inspectorates for federal districts and 7 Interregional inspectorates for the largest taxpayers was performed.

In 2005 the final stage of creation of uniform departmental EDMS within which a system will include about 1500 district, interdistrict and city Inspectorates of the Federal Tax Service started.

During 2005 specialists of IT together with the staff of GNIVC of FTS implemented an electronic document management system in inspections of Moscow, the Moscow region and St. Petersburg — only 116 objects. Today the EDMS covering inspections of St. Petersburg, Moscow and the Moscow region is brought into commercial operation.

The main feature of FTS is the three-level system of offices. Not only the head of department, but also his deputies and also heads of departments has own office. With respect thereto the multiclerical structure operates on the TsA levels and managements that allows to ensure functioning with documents of different groups only to those users who are given the appropriate rights of access. The staff of district inspectorates works with the databases "Office IFTS" created especially for each inspection. EDMS weekly registers about the documents delivered and registered in control of tax administration which are transferred in TsA automatically form. Similar registers come from district inspections to the relevant management.

Also such databases as "For office use" (for documents with a high confidentiality level) and Petitions from citizens (for addresses of taxpayers), are separated for TsA, managements and inspectorates.

In EDMS FTS the possibility of archiving of documents DB Office is implemented. Archives of regional governments, inspectorates and TsA are autonomous. Especially for the staff of tax administration the system of distance learning which considers all features of EDMS FTS and is its module was developed.

"Now 70% of document flow of FTS are conducted in electronic form. As a result of implementation of EDMS time of processing of documentation was reduced. Became possible quickly to perform information transfer between structural divisions of the Federal Tax Service and consequently, to make decisions and to approve documents. In my opinion, the merit of EDMS FTS and in increase in level of performing discipline is big: the movement of documents is absolutely transparent that facilitates control of execution of the instructions appointed in a system and observance of fixed terms. Inclusion in departmental EDMS of inspections — one of the key moments of the project as at the level of inspections there is the main work with taxpayers. With expansion of a system and inclusion in it of new inspections the synergy effect of use of EDMS will only grow" — Lominashvili Georgy, the head of department of maintenance and software implementation of electronic document management of GNIVC of FTS noted.