The administration of the Kostroma region switched to an import-independent system of electronic document management and office management based on CompanyMedia

2021: Transition to an import-independent electronic document management and records management system

On December 16, 2021, InterTrust announced that the Administration of the Kostroma Region switched to an import-independent electronic document management and office management system (hereinafter - SEDD) based on the document and task management system. CompanyMedia All executive authorities of the Kostroma region, as well as local authorities, are connected to the SEDA. SEDA implements interaction through MEDA 2.7.1, a qualified electronic signature is used. Management actively uses full-featured mobile solutions. The system employs 450 users.

The administration of the Kostroma region switched to an import-independent system of electronic document management and office management based on CompanyMedia

According to the company, before the project for the implementation of the SEDA CompanyMedia in the Administration of the Kostroma region, document circulation was carried out in paper form, with all the problems inherent in it: loss of documents, duplication, complex search for the necessary document, weak control of executive discipline, long coordination processes, etc. In 1999, the task appeared to make the recording of correspondence in electronic form, an attempt was made to implement this in-house by the Administration. Subsequently, needs grew, tasks arose to automate the process of preparing documents, monitoring executive discipline, and it was decided to introduce industrial SED. In 2008, an analysis of the market for electronic document management systems was carried out, following which SED CompanyMedia was selected.

Further development of the SED was carried out in accordance with the requirements of the legislation, including ensuring the import independence of systems in state authorities, connection to the interagency electronic interaction system (MEAP), the use of electronic signatures.

In 2018, the Administration of the Kostroma region initiated a project to switch to imported non-independent SED. An important role in the use of SED CompanyMedia was played by the complete import independence of the system, since this is one of the requirements for systems in government agencies. Given this factor, as well as the familiarity of users with the previous version of the system, the established work with the technical support of InterTrust, played a decisive role in the choice of the system.

The introduced domestic electronic document management and office management system based on CompanyMedia is compatible with the basic software of domestic Vendors and is located in the register of the Ministry of Communications under number 871.

SEDA automates the following processes:

• "Office-work": provides automation of office-work according to incoming documents, outgoing documents and organizational and administrative documents (Orders, Orders, etc.);
• "Citizens' appeal," ensures the automation of the process of processing citizens' appeals to state authorities.
• "Instructions," provides registration and storage of initiative orders issued to employees of the organization. provides users of the System with tools for monitoring the execution of orders.
• "Mobile workplace," provides the opportunity to participate in the electronic document management of senior managers of the organization in tablet computers Off-line mode with an assistant or independently;
• "Report Center," provides the construction of reports and references on the executive discipline according to approved forms and printing of documents on forms.
• information protection Locker subsystem, which provides information interaction of external tools (). cryptoprotection information CIPF
• "Interaction with MED" ("MED System") ensures the exchange of electronic documents in accordance with the current regulatory acts.

To organize a legally significant document flow, the SEDA uses an enhanced qualified electronic signature. Management uses full-featured mobile CompanyMedia solutions that allow you to work both independently and with an assistant.

When switching to an import-independent SED, data was not migrated to avoid the accumulation of "garbage" in this version. In this regard, it was decided to start with a "clean slate."

All executive authorities of the Kostroma region, as well as local authorities (municipality level), joined the SEDD. The system as of December 2021 employs 450 users.

The system was implemented in parallel with the current replacement SED. The implementation was carried out by the developer of the CompanyMedia, InterTrust, with the help of specialists from the administration's informatization department. InterTrust specialists set up all processes in the system, and also transferred the organization's structure to the updated SED, trained specialists in the management of informatization and provided consulting support. Specialists from the Administration provided the necessary server capacity and configured the system software.

User training took place in the form of seminars with a demonstration of the work of the system by both InterTrust specialists and administration staff. Clerks were trained individually. For different user categories. Instructions have been developed. In general, training takes place on an ongoing basis as the functionality of the system becomes available.

Representatives of the company, first of all, noted the optimization of performance discipline. In terms of accelerating the processes, they highlighted - the coordination of documents, the consideration and signing of documents of senior managers. The introduction of mobile solutions played an important role, especially during the period of restrictive measures related to the pandemic.

According to representatives of the company, there are many plans for the development of the system. This is also an increase in the coverage of the participants in the system. It is necessary to organize interaction with municipal bodies at the level of rural settlements, organizations subordinate to the authorities, integrate with the portal state agencies Kostroma of the region, and develop analytical tools of the system.