Irina Prosviryakova, Vologda region: We practically managed to refuse paper document flow

Prosviryakova Irina: Till 2013 we had a workflow system "Letograf", but in pilot option: only separate authorities tried to use it. In 2013 the decision to implement other system – Directum was made. We got acquainted with its opportunities and drew a conclusion that it approaches.

During this time we extended a system to all authorities of area, then connected municipalities - it is administrations of areas, administrations of city and rural settlements. In 2018 the project extends to the level of the budgetary institutions subordinated to authorities.

In 5 years of work the whole set of add-on modules was implemented:

• "Approval of legal acts" at the level of the region – government decrees or orders and resolutions of the governor of the Vologda region.
• "Local regulations" – each authority which adopts the orders or orders now everything does by in electronic form.
• "Work with citizens' appeals". The module and jobs, as well as all workflow system, are certified on an opportunity for work with personal data. Addresses are loaded into a system automatically from the official sites of the government of the region, public authorities and from the online and receiving governor. All addresses are processed is centralized, it allows us to control performing discipline and accomplishment of provisions of the Federal law "About an Order of Consideration of Citizens' Appeals of the Russian Federation". Besides, so we managed to leave as much as possible from paper. If the citizen sent to us the electronic appeal, then and the answer to it will come in electronic form.

Cooperation of Directum with the system of interdepartmental document flow (MEDO) is also established, i.e. we exchange documents with federal structures and other regions in electronic form. For ensuring the legal importance the electronic signature is used.

Prosviryakova Irina: In EDMS all staff of bodies of the power works - it is more than 2500 people.

In the Government of the Vologda region the workflow system is organized not only at the level of office or a reception, she mentions all employees. It allows to avoid paper document flow completely. So any incoming document is transferred to the employee in electronic form, performed by it, and the answer to the letter forms also in electronic form.

All municipalities are connected to document flow, and now there is one more project – connection of budgetary institutions of subordinated authorities. So far they connect only office, but we will gradually cultivate them interest in electronic document management, to show as far as it can be profitable.

Prosviryakova Irina: We have a subordinated organization – the Center of Information Technologies (CIT) in which the dispatching service is selected. Managers accept requests from users by phone, e-mail or through a system for collecting of requests.

If a question simple, then managers advise users, for this purpose they have a knowledge base. When the question requires intervention of the specialist of the high level, the question goes to the second line of technical support – in the same Center of information technologies. Specialists of the second line of technical maintenance administer a system already at other level – connect new users, change roles, the access levels, etc.

It is selected as well the third support line is already company Directum. If the problem is connected with the software and we cannot independently solve it, then an incident is corrected by developer company within the contract. With vendor the contract for technical maintenance which includes updating of versions and incidental support is annually signed. We impose high requirements to support, so, for example, we ask to eliminate critical errors within 2-6 hours.

Prosviryakova Irina: On our initiative in 2016 mobile application of Directum Solo for tablet devices of the top officials of the government of the region and heads of authorities was implemented. The solution allows to work with instructions and the entering tasks far off.

The application is very demanded. At least, the governor of the Vologda region works only in the application as owing to the duties he resides on departures or meetings. It is clear, that about a desktop client it is inconvenient to work to it, and thanks to mobile application, it always in touch.

Many heads of authorities also prefer to work through mobile application as in it that feature set and actions which is necessary to the head is selected. As a rule, they need not complete functionality of a system, but the specific list. Mobile application just closes all their requirements. Everything is made very conveniently – a minimum of actions for accomplishment of the necessary function. The application allows to review documents, including using graphic comments, to take out resolutions, to sign documents.

Prosviryakova Irina: If to speak about other electronic document management systems, then Directum is integrated with a system Letograf as it is used in the mayor's office of Cherepovets. Integration from the EDMS Case set in City administration of Vologda is adjusted. In addition, Directum is integrated with the LanDocs system which is used by Legislative assembly of the Vologda region.

As it was already told above, the Directum system is integrated with MEDO and also with SSTU - it is a system of accounting of citizens' appeals of the Russian Federation. And for our internal needs we integrated Directum with a single platform of the websites of authorities. All official sites of authorities of the Vologda region are designed on Bitrix and to receive citizens' appeals which give via the websites, and to answer applicants, we integrated Directum with Bitrix.

Besides, a system is integrated with the portal of legal information. If the regulation is initiated and in the course of its approval anti-corruption examination and public opinion is required, then this document is unloaded on the portal. When results of examination and discussion of the act are received, they are loaded into Directum and process of approval continues further. The ready approved document is unloaded in base of regulating documents of the Vologda region.

Prosviryakova Irina: There is one fundamental issue – import substitution. We already bought the web version therefore we are not tied to the operating system which is installed in a workplace of the employee and we can pass to domestic operating systems.

But there is one more question which is in process of the solution so far – the office suite. We are going to pass in the Vologda region to a packet of "MyOffice", and to a cloud solution. And now we are faced by a task to integrate Directum with domestic office product. To us it is important that it was possible to work with all documents which are in the workflow system via "MyOffice".

Now a system is ground on foreign DBMS. There are no strict requirements yet to leave from SQL Server, but we think that in the long term such requirements can appear therefore we expect the relevant decisions from vendor – we know that in plans of Directum company implementation of such solutions is.

As for functionality in the workflow system, it is difficult to tell so far something since they arise in process of development of other our information systems.

Prosviryakova Irina: We practically managed to refuse paper. In paper option there were only those documents which we cannot turn on in open document flow: these are documents for office use and the documents which are the state secret. Here so far the question of failure from paper is not necessary. Also according to requirements of the legislation in paper form personnel documents are still stored. They will be approved in electronic form, but then all the same are printed and signed on paper.

When our legislation exchanges and the electronic signature will be equated to manual, then we easily and with great pleasure completely will pass to electronic document management. But here changes in the regulatory base of federal level are required.