The city administration of Nevinnomyssk develops EDMS

Using exclusively traditional, paper document flow the staff of city administration Nevinnomyssk met difficulties, traditional already for such cases: lack of operating control behind the movement of documents, considerable search time of necessary documents, low performing discipline, etc. In such situation the basic decision on need of process automation of office-work and implementation of a single system of electronic document management became a logical step of the management of Administration of Nevinnomyssk. Based on the held competition the right to implementation of the corresponding works was acquired by Business-IT group (Stavropol) – the partner of Electronic Office Systems (EOS) company. As the implemented product the CASE system developed by EOS Group company was selected. EDMS "DELO" represents the complete industrial solution providing both office-work process automation, and conducting completely electronic document management of the organization.

It was supposed that system implementation of electronic document management will allow to increase considerably efficiency of municipal management, in particular, thanks to the following factors:

• The organizations of the unified order of individual and collective work with documents including use of the uniform principles of registration, accounting and document handling, uniform technology of document flow and maintaining databases of documents.
• Ensuring quick search (selection) of documents in a set of details or on context search in texts of documents; an exception of duplication of work on information input about the document at different stages of work with it.
• Ensuring the automated control of passing of documents from the moment of their receiving or creation before completion of execution is sendings, write-offs in case or destructions, timely informing employees and the management of the arrived and created documents, an exception of losses of documents.
• Reductions of terms of consideration of office correspondence, letters, complaints and citizens' appeals and legal entities, quality improvement and completeness of problem solving, responsibility for their execution.
• Reductions of terms of creation of regulations and organizational and administrative documents, quality improvement and completeness of problem solving.
• Ensuring the automated control of timely execution of documents, instructions and indications of the management, operational obtaining information on a status of execution and the location of any document.
• The organizations of online access (in real time) employees of local government authorities of Nevinnomyssk within their competence to the relevant regulating, white and in-house documents, tasks and information on their consideration and execution; reductions of unproductive manual operations on search and information processing.

During the course of performance works with Business of IT group the first part of the project on system implementation "CASE" was complete by December, 2009. By this moment 13 jobs were automated and also necessary training of employees is provided. Let's notice that users studied a system on real documents and directly in the workplaces, just before start of a system in trial operation. In June, 2010 the second stage of the project was completed. Additional licenses of a system for 21 workplaces purchased by administration for structural divisions of Nevinnomyssk. By this moment all incoming correspondence in City administration is registered in EDMS and is transferred for further processing in electronic form. In plans of Administration further large-scale development of the project on automation of office-work and document flow.