The Mirninsky regional council of deputies passed to paperless document flow

2020: The organization of paperless document flow based on the CompanyMedia system

On April 29, 2020 the InterTrust company reported that based on CompanyMedia electronic document management system in Mirninsky regional council of deputies paperless document flow is implemented and processes of rule-making and holding meetings are automated. The project is executed by a team of IT specialists of the Trinity Urals company which is the partner InterTrust with active support of IT specialists of city administration of Mirnyi.

Until CompanyMedia system implementation in Council of deputies of Mirninsky district there were no similar information systems. The particular interest which influenced making decision on implementation was caused by possibilities of automation of rule-making – primary activity of Council of deputies, and maintenance of meetings. These solutions are developed based on EDMS CompanyMedia by the partner InterTrust TRINITY company. It was necessary to automate the main activities of deputies:

• Rule-making/lawmaking;
• Paperless document flow;
• Process of holding meetings;

Structure of the Solution:

• CompanyMedia electronic document management system
• The solution based on CompanyMedia is Rule-making which is intended for the organization of process of preparation of meetings and adoption of the collective solution on committee meetings, the commissions. The solution provides:
  • planning of meetings taking into account loading of their main participants;
  • formation of documents on meetings (protocols, the agenda, drafts of solutions, reports and so forth);
  • preparation of bills (formation of a collection of the documents connected with bills, maintaining versions).

• Add-on module of a product. System of maintenance of meetings.

System implementation was performed far off. Access to the server on which they set all necessary software was provided to specialists of TRINITY company, jobs were also far off configured and user training is provided.

At the first stage the CompanyMedia system and the solution "Rule-making" were installed. A bit later the system of maintenance of Meetings (SMM) and in as of April, 2020 all meetings of Council was started, Presidium of Council and the commissions are carried out using SSZ. Maintenance of a system is provided in the form of on-line of consultations on the first address of the customer.

According to the results of the project paperless document flow is implemented. The staff of Council of deputies had following features as a result of implementation of EDMS:

• Office-work is automated;
• The solution "Rule-making" which allows is implemented:
  • to create, fill with documents and to automatically transfer to consideration statuses rule-making (and others) processes;
  • to prepare the agenda, protocols, statements, solutions of meetings of the permanent commissions, Deputy listenings and the Dumas;
  • far off to work with the documents prepared for meetings of the permanent commissions, deputy listenings.
  • the system of maintenance of meetings Is implemented.

Thanks to the implemented system deputies got access to documents on cases in point for preparation for meetings that allowed to trace the course of rule-making processes at all stages of consideration.

The Council of deputies of Mirninsky district is not going to be satisfied with what has already been achieved. As of April, 2020 work on setup of the tablet of the Chairman of the board is conducted and the system of an absentee voting with a possibility of carrying out discussions (chat) concerning vote is improved.

In the system of Maintenance of meetings the functionality of a roll-call vote is started.