Administration of Kalachevsky municipal district introduced SED "Etlas"

2021: SED Implementation

At the end of 2020 the management of committee of budgetary financial policy and treasury of administration Kalachevsky municipal rayonavolgogradsky area made the decision on introduction of the electronic document management system in District Administration. Atlas Soft announced this on March 30, 2021.

The main objectives of the implementation were:

• Get away from the paper routine of working with documents and constantly going from one coordinating person to another;
• Reduce the time required to agree on documents;
• Reduce office costs;
• Simplify the registration of documents coming to the post office of the administration;
• Build a transparent repository of all committee documents, and in the future the entire administration.

During the selection of the appropriate system, administration IT specialists studied and focused on the solution from Atlas-Soft.

The main criteria for system selection were:

• Intuitive user-friendly interface;
• Wide functionality that meets all the requirements of modern SED for public sector administrative structures;
• Availability of various designers and editors of system configuration without programming and involvement of performer specialists in the future;
• Availability of electronic archive of documents with customizable storage structure;
• The ability to deploy the system both on administration servers and in the remote data center;
• Supports system scalability.

During the configuration and implementation of the system, Atlas-Soft specialists together with management specialists:

• They conducted a remote survey of the current paper circulation in the divisions of the administration of the Kalachevsky municipal district and the administrations of settlements of the Kalachevsky municipal district.
• 100 user accounts were formed and registered in the system.
• Created the necessary user groups in the system.
• Built a document archive structure with distributed access rights for users and user groups.
• All necessary directories were entered into the system.
• They formed cards for 10 types of documents.
• Set up automatic document numbering rules.
• Set up automatic document naming rules.
• Set up automatic document placement rules.
• You have set up and implemented a business process for receiving, processing, and distributing incoming documents.
• You have set up and implemented a business process for processing and transferring outgoing documents.
• You have configured a number of reports:
  • Journal of incoming appeals of citizens or organizations sent to higher organizations;
  • Journal of incoming correspondence from citizens;
  • Journal of incoming correspondence from organizations, enterprises, institutions;
  • Log of incoming correspondence (requests) from supervisory departments;
  • Outgoing correspondence journal.

As a result of the implementation of the electronic document management system, the Administration has achieved its objectives by significantly reducing the budget for office costs, simplifying and accelerating the registration and harmonization of all types of documents. Now, to register the document, you do not need to print it and submit it for approval to various committees and units. Coordination takes place many times faster with the use of EDS. Management, in turn, received a transparent mechanism for monitoring the executive discipline of administration staff.