The local administration of Pavlovsk created electronic archive of documents since 2006

2020: Creation of electronic archive of documents

The Atlas Soft company reported on September 21, 2020 that together with State Standard Specification Archive company completed the project on creation of electronic archive of documents of Local city administration of Pavlovsk.

Digitization and indexation of the available archive of documents, since 2006 was a main objective of the project. At the first stage of works were scanned:

• Resolutions
• Orders of Local administration and Municipal entity
• Protocols and decisions of Municipal council
• Protocols of public listenings
• Powers of attorney
• Official correspondence with control Accounts Chamber and prosecutor's office
• Different types of reports (statistics, budget implementation, Social Insurance Fund)
• Other external, internal and outgoing documents.

As the number of the scanned documents which needed to be brought in a system was quite considerable, there was a question of automation of this process. The mechanism of automatic detection of the name, type and document date, with further automatic placement it in structure of archive both automatic creation, and registration of a card of the document was worked and implemented.

This mechanism allowed to import all archive of the scanned documents in 15 minutes. In the course of import a system defined the place where it is necessary to place the document, created and filled a document card.

Thus thanks to the created mechanism of automatic import of documents process of indexation and formation of electronic archive was reduced approximately by 20 times.

At the last stage users and user groups with installation of access rights to different parts of archive were brought.

As a result of project implementation the administration of Pavlovsk received electronic archive of all the documents, with a possibility of quick search both on attributes, and on document contents, with a possibility of viewing the original.

For September, 2020 there is a permanent replenishment of archive current documents.