Standard cloud solution of electronic document management system (GIS TOR SED)

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2022

Plan for integration of GIS TOR SED into a single document flow area - GosEDO

In Russia, a project was launched to form a single information space in the field of state electronic document management - GosEDO. This was stated by Deputy Prime Minister Dmitry Chernyshenko. The GIS GosEDO is operated by the Ministry of Digital Affairs of Russia, and the development of the system is carried out by the FSAU Voskhod Research Institute, the Government of the Russian Federation said on March 29, 2022. The existing GIS TOR SED system, to which more than 1,400 budgetary institutions have already joined, will also become part of a single information space. More details here.

The government has approved a standard cloud SED for state organizations. Its creators are waiting to double the flow of new users

On February 17, 2022, the Government of the Russian Federation announced that it had approved the regulation on the state information system "Standard Cloud Solution of the Electronic Document Management System" (TOR SED) ^[1]. According to the published decree, TOR SED is recommended to be used by state authorities and local governments, state and municipal institutions, non-profit and other organizations conducting regular correspondence with government agencies. It spells out why this system is created, the rules and conditions for its use.

The resolution states that the GIS is designed to solve the following problems:

a) automation of office management functions:

• reception and initial processing of incoming documents;
• preliminary review of incoming documents;
• registration of incoming, outgoing and internal documents;
• review of documents by management;
• bringing documents to the performers;
• preparation of draft documents;
• approval of draft documents;
• signing of draft documents;
• determination of storage places of documents (copies of documents) and inclusion of documents (copies of documents) in cases;
• Processing and sending of outgoing documents;

b) information interaction within the framework of interdepartmental electronic document management;

c) processing of electronic documents with preservation of their legal significance;

d) storage of electronic documents, excluding their modification or loss, before their transfer to centralized storage in accordance with the legislation on archival business in the Russian Federation;

e) conversion of electronic documents in accordance with the norms established by the legislation of the Russian Federation.

The decision is not declarative, but the number of organizations that have joined the GIS is gradually increasing. According to TAdviser in the press service of the Voskhod Research Institute, which created the TOR SED, as of February 18, 2022, more than 1.336 thousand institutions from 39 regions of the country connected to the system operating in pilot mode. In January 2022, 1.2 thousand organizations used the system.

According to the Voskhod Research Institute, in 2022, 25-30 new organizations are registered weekly in the GIS. At the same time, the developer expects an increase in connection activity by 2 times, up to 200-250 new users per month. According to the Voskhod Research Institute, local governments and general education schools prevail among those involved.

According to the Ministry of Digital Affairs, over the period of pilot operation from the summer of 2021 E-DOCUMENT FLOW , almost 22.7 thousand documents were created in the TOR, and more than 1.9 thousand from January 1, 2022 to February 17, 2022. interdepartmental EDO Since the beginning of the pilot operation, GIS has adopted more than 2 thousand documents.

The Voskhod Research Institute told TAdviser that the approved government decree on the TOR SED expands the opportunities for the development of the system, which, according to the organization, should increase the number of state organizations integrated into paperless document circulation and improve the quality of interaction between organizations.

The Ministry of Digital Affairs told TAdviser that by the end of April 2022 the TOR SED will be transferred from the pilot project to the pilot operation mode, and put into operation by the end of 2022.

Connect more than 1200 members

Specialists of the FSAU Research Institute "Sunrise" by order of the Ministry of Digital Affairs of Russia in 2021 developed the state information system "Standard Cloud Solution of the Electronic Document Management System" (GIS "TOR SED"). As of January 2022, more than 1200 municipal institutions from 39 regions of Russia have already joined the system. Most of all in the Saratov region - 285 institutions; in Kirov - 128, in the Altai Republic - 123. This was announced by TAdviser on January 28, 2022.

More than 1,200 participants joined the typical cloud SED for government agencies from the Ministry of Digital Affairs
Source photo: digital.gov.ru

The creation of the TOR SED GIS is one of the elements of a comprehensive large-scale project of the Ministry of Digital Affairs and other departments (GosEDO) to develop electronic document management within the framework of the civil service and the maximum exclusion of paper. Implementing this project, the Ministries of Digital Sciences of Russia and the Voskhod Research Institute solve one of the most important tasks of the strategy for the development of the information society in the Russian Federation for 2017-2030, approved by presidential decree. This is the development of free, sustainable and safe interaction between citizens and organizations, state authorities and local self-government. The direct implementation of the TOR SED service will significantly increase the number of state organizations integrated into the State EDO, stated the deputy head of the Ministry of Digital Affairs of Russia Andrei Chernenko.

Electronic document management systems allow you to create, process, forward, sign, store documents in digital form, without the use of electronic media. You can quickly find the file you want at any time.

Federal and regional authorities have long used electronic document management systems. However, municipal institutions were often unable to implement such systems. Now any budget organization can connect to the TOR SED state information system. Thanks to the system, the speed of working with documents will increase: you do not need to spend time receiving and sending paper documents and spend on printing, noted the acting director of the FSAU Research Institute "Sunrise " Maxim Rymar.

The system is free, does not require special configuration, and users with any level of digital competencies can deal with it, representatives of the Voskhod Research Institute noticed. According to them, it is quick and easy to launch the TOR SED GIS in the institution, at any time when working with the system you can contact technical support.

2021: Draft Decree of the Government of the Russian Federation on the creation of GIS "TOR SED"

The Ministry of Digital Affairs has developed a draft decree of the Government of the Russian Federation on the creation of the state information system "Standard Cloud Solution of the Electronic Document Management System" (GIS "TOR SED"). The document was published on the portal regulation.gov.ru June 2, 2021^[2]

The resolution should approve the regulation on GIS "TOR SED," the procedure for its creation and operation, the circle of participants and the procedure for their use of this GIS. The Ministry of Digital Affairs will become the operator of the system.

It is planned to launch the system into industrial operation by April 1, 2022 (photo - avepoint.com)

The department expects that the introduction of this system will automate the processes of internal and interdepartmental document management of state bodies and organizations that do not have their own SED, or have systems that do not allow effective electronic document management. And, thus, state bodies will be provided with equal access to modern digital technologies in the field of office management and document management.

The main goal of creating GIS "TOR SED" is to increase the quality and speed of state and municipal services. In addition, this will reduce the labor, time and material costs of participating organizations and increase the quality and speed of consideration of citizens' appeals, "TAdviser explained to the Ministry of Digital Affairs.

The draft document defines the procedure for the creation and operation of the GIS "TOR SED," including the introduction of information into it, the processing, storage, protection and use of this information, as well as the circle of participants in the GIS "TOR SED" and the procedure for their use of this GIS.

According to the draft government decree, it is planned to adopt the SED TOR for trial operation until July 1, 2021, for industrial operation - until April 1, 2022, and until December 31, 2024 to ensure the implementation of measures for the development and operation of this system.

In addition, the Ministry of Digital Affairs on the same day submitted a draft government decree on the creation of another state InformSystems - the platform "Electronic Document Storage Center" (GIS "CKED Platform^[3]. The system automates the main functions of the archive, ensuring reliable storage, acquisition, accounting and use of electronic archive documents through the use of information and communications technology.

The creation of the system is associated with the need for permanent and temporary archival storage of electronic archival documents in federal state archives with the preservation of authenticity, integrity and suitability for use throughout the storage period, "explained TAdviser in the Ministry of Digital Affairs.

The department expects that its use will create conditions for the guaranteed preservation of electronic archival documents, reduce the risks of losing documents during departmental storage in government agencies. The system should also ensure the digitalization and automation of the processes of the federal state archives and reduce the costs of storing, picking, recording and using electronic archival documents.

In addition, the placement of archival documents in a single storage system will significantly facilitate the search and work with them for authorized users, calculated by the Ministry of Digital Arts.

Financing of activities for the creation, development and operation of the ChED platform in 2020-2024 is planned to be carried out at the expense of the federal budget under the Information State subprogramme of the Information Society state program.

Links

Reference to GIS "TOR SED"

Notes