The Ministry of Natural Resources and Environmental Protection of the Russian Federation optimized document flow using Directum

2019

Optimization of document flow using Directum

In the Ministry of Natural Resources and Environmental Protection of the Russian Federation the Directum system implementation project is complete. On September 23, 2020 the EDMS developer Directum company reported about it. Digitalization of office-work, contract management and processing of addresses considerably reduced paper document flow and accelerated business processes of department.

The implementation project started in June, 2019 after TANAIS company, the certified partner of Directum, won the corresponding tender.

The ministry needed to accelerate processes of consideration of documents and acceptance of management decisions, having connected to work in a system 100% of employees. Digitalization covered several directions of document flow at once: office-work, contract work, management of meetings, processing of citizens' appeals and organizations.

The implementation team replaced EDMS on the platform BOSS-Referent with the Directum system, having posted migration more the 4th million, created since 2003.

In a project deliverable:

• the volume of paper document flow of department was seriously reduced;
• controllability of business processes and performing discipline of employees increased;
• processing of citizens' appeals — at the expense of seamless integration with an Internet and reception and a single network of ССТУ.РФ became simpler.

The Directum system is used by all 800 employees of the ministry: work with correspondence, agreements, organizational and administrative documents, receive and perform instructions, make out requests on the admission, will organize meetings — all in electronic form.

Both internal, and outgoing documents of the ministry are signed by the electronic signatures (ES). Department interacts with the subordinated federal agencies and services in a digital form — exchanges documents via a secure channel of MEDO.

For operational work with documents and the adoptions of resolutions all directors of departments and deputy ministers use mobile application of Directum Solo. So important management decisions are not delayed, and contractors get to work in time.

In addition during the project convenient end-to-end search according to all available information of a system, including historical, loaded from former EDMS was implemented and also the scanning module considering features of work of clerks of the ministry regarding putting of registration stamps, the choice of parameters of scanning and a preview of the document is developed.

For September, 2020 TANAIS is engaged in planned development and maintenance of a system.

Project finish

The project is complete in October, 2019.

The chief contractor of the project on development of EDMS is selected

On July 11, 2019 the Directum company reported that the TANAIS company is selected by the chief contractor according to the results of an open tender of RFI Ministry of Natural Resources and Environmental Protection of the Russian Federation on rendering services in development of EDMS. The DIRECTUM system will replace the previous solution.

Activity of state bodies submits to strict regulations: the accepted order is observed in all processes of interaction. The federal ministries and the organizations subordinated to them the first began to transfer processes to a digital form. However with development of technologies also requirements of customers to software raise. So, in the Ministry of Natural Resources and Environmental Protection of the Russian Federation need of updating of the electronic document management system (EDMS) ripened.

At the beginning of 2019 the tender for rendering services in development of EDMS was announced. Among mandatory requirements to a system were selected:

• The scalability — in EDMS is going to connect the staff of the Ministry and RFI Ministry of Natural Resources and Environmental Protection of the Russian Federation, in total more than 800 users to work at the initial stage.
• The developed integration tools — EDMS will be integrated with the website of the Ministry of Natural Resources and Environmental Protection of the Russian Federation, with the accounting system of 1C and the system of interdepartmental electronic document management (MEDO) and ССТУ.РФ.
• Possibility of independent development and maintenance of a system.

According to the results of the tender the winner — TANAIS company was selected. Her specialists should implement a system and to carry out data migration from the previous EDMS. The project of digitalization will cover several directions of document flow at once: processes of office, contract activities, management of meetings, work with citizens' appeals and organizations.

Availability of the functional mobile solution for remote work was the important requirement of heads of department. To this request satisfies application DIRECTUM Solo which considers features of work of heads and guarantees protected access to a working space.