All ministries and federal agencies in the Russian Federation will be connected to the new portal GosEDO

2024: All ministries and federal agencies in the Russian Federation will be connected to the new GosEDO portal

On January 23, 2024, it became known that all government departments in Russia would be connected to a new electronic document management portal for "transparent and trusted communication" - the GosEDO system. The schedule for the transfer of federal services and agencies to this platform is being developed by the Ministry of Digital Development, while Rostelecom is the executor of the state contract for the IT support of the system.

According to the Kommersant newspaper, GosEDO is replacing the previous electronic document management system (EDMS). Compared to the EDMS, the new portal received two significant changes. One of them is the ability to work with fully machine-readable documents: this allows you to track the history of coordination and performers. Another innovation is end-to-end support for a system of electronic signatures that guarantee the authenticity of the texts of sent documents. Plus, the State EDO monitors the transfer and execution of digital orders.

All government departments in Russia will be connected to the new electronic document management portal

GosEDO, as noted, has an almost flat hierarchy. Workplaces are divided into conditionally "registering" (their functionality is limited by the document flow and routing itself), "executive" (they allow meaningful editing and control of the hierarchy of work on documents) and "ministerial" (this is a lightweight option for secure mobile computers of the government leadership with basic administrative functions).

The transition of all ministries and federal agencies to the GosEDO platform is expected to significantly speed up the preparation and processing of documents. For example, the introduction of EDMS as part of a single ecosystem of document management in the White House apparatus made it possible to reduce the time for preparing documents for consideration by departments from 10 days to about 1 hours, while the period for agreeing and sending bills to the State Duma decreased from 10 days to 1 days. All federal executive bodies led by the government will join the State EDO by 2025.^[1]

2022: Start of the project for the creation of GIS GosEDO

A project has been launched in Russia to form a unified information space in the field of state electronic document management - GosEDO. This was stated by Deputy Prime Minister of Russia Dmitry Chernyshenko. The operator of the GIS GosEDO is the Ministry of Digital Development of Russia, and the development of the system is carried out by the FGAU NII Voskhod, according to a statement from the Government of the Russian Federation dated March 29, 2022.

Дмитрий Чернышенко. Фото: Kommersant / trt-tv.ru

Earlier, Prime Minister Mikhail Mishustin approved a provision on an information system for ensuring internal and interdepartmental document management and monitoring the execution of orders, including using cloud services.

The Deputy Prime Minister noted that within the framework of the project, an information system for internal and interdepartmental document management and control over the execution of orders, including using cloud services - GIS GosEDO, will be created. It will provide coordination between departmental electronic document management systems, as well as fill the state document management with additional services. In addition, within the framework of the unified system, it will be possible to assess the burden on state authorities.

"Digital transformation of state electronic document management is one of the tasks of the federal project" Digital Public Administration "of the national program" Digital Economy. " GosEDO will simplify the process of interaction between departments, increase the speed and quality of the provision of state and municipal services for citizens and business, "says Dmitry Chernyshenko.

As he clarified, part of the unified information space will be the current GIS TOR SED system, to which more than 1,400 budgetary institutions have already connected. Pilot operation of GosEDO is planned to be launched this year. In full capacity, the system is expected to work until the end of 2024.

Illustration: arenda1c.ru

"As part of the development of the existing organization of electronic document management, we are moving on to a fundamentally new system that unites all ways of legally significant electronic interaction between government agencies. Representatives of the business community and citizens will receive access to information interaction, "said Andrei Chernenko, deputy head of the Ministry of Digital Science of Russia.

The fundamental difference between this approach, he said, lies in the coverage of all stages of the document life cycle - from the design of templates and usage procedures to the transfer of structured data and the organization of their archival storage. It is assumed that the system with minimal costs for connection and operation will be scaled up to all state authorities, local governments and budgetary organizations.

As the acting director of the FSAU Research Institute "Voskhod" Maxim Rymar added, during the project it is planned to introduce unified organizational and technical principles for working with electronic document management systems - unified rules and directories, unified structured formats of documents and regulations for information interaction, unified approaches to organizing interdepartmental processes.

"A single information space is being created to unify processes in the field of information interaction and remove barriers to the digitalization of state electronic document management," concluded Maxim Rymar.

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