Duma of KhMAO-Yugra (Directum)

It is excessive to say that automation of documentary ensuring work is very important for authorities – it accelerates the movement of documents, many of which have tough completion dates. At the same time document flow in the Duma is not closed. These premises became an argument for benefit of transition of the Duma of KhMAO-Yugra to electronic document management. The choice of the state organization fell on EDMS Directum.

According to the most conservative estimates, in the country more than 100 different electronic document management systems are already applied, and their quantity increases. Therefore when before the Duma of KhMAO-Yugra there was a problem of creation of a single system of electronic document management, representatives of the Duma appeared before the difficult choice.

One of the main requirements to a system – sales opportunity of a full stroke of work with electronic documents, since creation of the document, sending for approval and finishing it with signing of the final approved document revisions as electronic, using the electronic digital signature, and paper. At the same time it was important to integrate traditional "paper" office-work with electronic document management. At the same time it was required to provide the effective organization and control of the course of legislative processes: processing and approval of bills, preparation and holding meetings of the Duma, commissions, parliamentary listenings, meetings and meetings with voters.

Additional plus in the estimated systems considered openness and the possibility of completion of functionality according to specific requirements of authorities. The requirement of the increased security for legislative activity became one more important condition. It was necessary to provide the additional system of complex security in the workflow system.

Preparation for meetings of the Duma in an electronic document management system, 2009

Taking into account all above-mentioned in 2006 for implementation in the Duma of KhMAO-Yugra Directum electronic document management system which is most answering to all assigned tasks was selected.

Project Implementation

System implementation of electronic document management began in January, 2006. On an initial stage in front of the office of the Duma there was a choice how implementation – with attraction of resources of the system integrator or own forces will be carried out. Having analyzed all features of process, representatives of the Duma made the decision to implement a system by own forces. Implementations charged to solve a problem to department of system integration and the software of management of computer information technologies and communications of the Duma.

During an implementation project of the license of a system were bought by packets three times, according to gradual accumulation of volumes of work with electronic documents. The first stage of implementation was completed by the end of 2006, and indicators of work of the Duma directly demonstrate success of innovations. Joint work with documents of all main divisions was transferred to EDMS: assistants to deputies, management on the budget, economy and finance, legal and information and analytical managements, – and also preparation of documents for meetings of the Duma. Registration of all entering and outgoing correspondence is also transferred to an electronic form.

In 2007 implementation of EDMS is continued in the remained divisions of the Duma, Contract Management and Management of Meetings add-on modules are implemented. Then the department of system integration of the Duma together with developers of Directum company was created and implemented the new module "Monitoring of Media". Its main objective – quickly and in a convenient form to provide an information access about publications in the media devoted to work of the Duma and certain political figures. On the basis of analytics on materials of media the possibility of tracking of rating of deputies and public efficiency evaluation of work of the Duma from public institutes appears.

For simplification of execution of operations on processing of the addresses coming to the Duma in 2008 the module "Calls accounting" which is also created by specialists of developer company specially within this project was implemented. Feature of the module – a possibility of registration of citizens' appeals and the organizations for an address method, a subject, result and the made decision. By the end of the year all 28 public receiving deputies were automated and worked with the new module that allowed to set control over timely processing of addresses, to provide necessary degree of protection of data, to competently analyze and plan work on addresses.

In 2009 implementation of one more specially developed module - Accounting of Rewardings was performed. From this point all information on the current and forthcoming awards is registered in the separate reference book. Same year full use of the electronic digital signature (EDS) began. Since 2009 the EDS in the Duma of KhMAO-Yugra is used during the work with documents of banks, treasury, suppliers of goods and services including when carrying out tenders and quotations. At the same time obligatory work with paper copies of documents is saved taking into account requirements of the current legislation.

Results of Implementation

According to the results of implementation the chief of staff of the Duma of KhMAO – Yugra Vitaly Bakhirev noted in the report at a meeting of Coordination council of legislative authorities: "Directum electronic document management system supporting a full stroke of work with documents, business processes and interaction became an important and integral part of an automated system of support of activity of the Duma".

Thanks to implementation of EDMS the Duma of KhMAO – Yugra managed to solve many problems among which, for example, the organization of a full stroke of work with electronic documents. At the same time there is a possibility of differentiation of access rights, document retrieval according to their details and also the text of the document and fixation in electronic form of all history of work. Also it should be noted control of execution of tasks and instructions, formation of statistics on the current and overdue tasks and also tracking of efficiency of each specific division of the Duma and his employees. System implementation allowed to provide an opportunity for work with obligatory paper copies of the document according to requirements of the Russian regulations of office-work, including maintaining the nomenclature of affairs, registration and control of location of the document and also a possibility of correlation of the electronic document with its paper copy on a barcode. Besides, through a system effective interaction with higher bodies of the power will be organized: creation of the general base of contact persons, consolidation of all history of telephone negotiations, correspondences and personal meetings and also planning of joint actions.

Execution of decisions of the Duma by electronic document management, 2009

Process of preparation and holding meetings from approval of the place, time and the agenda of a meeting before mailing of the protocol and control of execution of solutions is also transferred to an electronic form today. The mechanism of formation of shorthand reports of meetings allows to publish decisions of the Duma on the websites and to organize mailing of press releases in media, and regular tracking of publicizing of activity of the Duma is supported by means of the module "Monitoring of Media". Detailed statistics on publications allows to fix the most interesting to the press of a subject, to define the list of the most active media and also a positive or negative spirit of journalistic materials. Besides, EDMS promoted establishing work with citizens' appeals and the organizations in the Duma. Registration of both written, and personal requests eliminates possible losses of information and does process of consideration of addresses more operational and transparent both for representatives of the Duma, and for citizens. It is necessary to mention also that thanks to the implemented system information on the citizens awarded with the Duma took more systematized form. All database about more than 5 thousand winners includes information on each of them, quantity of awards and achievements, number and the name of the resolution on rewarding.

Today in EDMS Dumas about 140 users are registered. It is important to note that along with the planned results transition to electronic document management and system implementation of Directum allowed to reveal and eliminate "bottlenecks" in work with documents: inefficient routes of approval, the duplicated transactions, double and even threefold document registration. Besides, the problem of copying of documents was solved. If to consider that about 500 multipage documents are prepared for a meeting of the Duma, to Directum system implementation employees had to make about 50 paper copies of sets of these documents that made about one and a half million pages on each meeting. Replication of documents, to all other, required also the special equipment occupying the big spaces. The new modern ideology of work allows to save significantly both financial resources, and strength of employees. According to new regulations, deputies, assistants, representatives and other interested persons the electronic agenda of a meeting with all electronic documents in a simple and user-friendly interface of a system is provided.

Project Development

In 2010 within development of the project by the Duma of KhMAO-Yugra acquisition of an additional packet of licenses and connection of remote users is planned. In plans of the next year - development of long-term archive: acquisition of functionality of electronic information warehouses (Directum Storage Services) with connection to already used corporate data warehouse (HP StorageWorks MSA). Besides, the number of the employees using the EDS will be expanded. In plans of IT specialists of the Duma development of functionality and creation of a planning module of organization activity.

You should not forget that implementation of new technologies in authorities always raises many questions. Politicians, as well as government employees, are rather conservative. Therefore it is important that when implementing this project the thought of need of innovations is clear and develops not only IT specialists, but also the highest ranks. In the Duma of KhMAO-Yugra the most active part at system implementation is taken by the chairman of the Duma Vasily Sondykov and the chief of staff of the Duma Vitaly Bakhirev. They watch closely implementation of Directum on all project stages and at present are in further ways of development of EDMS in the Duma actively interested. The management of the Duma understands that the efficiency of use of a system directly depends on its permanent upgrade.