The government of Udmurtia is introducing Directum intelligent services for processing incoming correspondence

2022: Directum Ario implementation begins

The Government of Udmurtia, together with the Ministry of Informatization and Communications of the UR, continues to develop the capabilities of information systems. In 2022, a project was launched to introduce Directum Ario intelligent services for processing incoming correspondence. Directum (Directive) announced this on October 17, 2022.

With the help of Directum intelligent services, the Administration of the Head and Government of the Udmurt Republic plans to speed up work with incoming correspondence 4 times.

The digitalization of internal processes in the Udmurt Republic began more than 10 years ago. The infrastructure is based on a pool of Directum solutions: information systems are used for electronic document management of state bodies, the provision of state and municipal services, etc.

The AGiP UR receives about 46,000 letters annually. The clerk spends an average of 20 minutes on manual processing of one incoming document: 14 minutes is spent on sorting mail, checking takes, subtracting and filling out a registration and control card (SRC); It takes another 6 minutes to prepare and agree on a draft resolution. Further, the draft resolution is sent to the Head of the Republic or the Chairman of the Government for consideration.

The main goal is to reduce the work of clerks to process incoming correspondence from 20 to 5 minutes, which will allow them to concentrate on other tasks.

The goal is achieved by connecting Directum Ario intelligent tools to several process steps:

• checking incoming letters for takes;
• filling in details and registration of the SRC;
• forming a template for the text of the draft resolution based on historical data and completed details of the SRC;
• determination of the responsible executor.

As a result, it was possible to optimize the procedure for processing incoming letters and reduce the processing time of incoming documents.

What Directum Ario Connection Process Looks Like Artificial intelligence mechanisms can participate in several stages of correspondence processing at once:

• fill in the details of the incoming letters SRC;
• Fill in the order proposal template
• identify the executor by the incoming letter;
• check incoming letters for duplicates.

After processing the document using artificial intelligence mechanisms, the clerk can only verify the completed SRC and send it to the manager for consideration. The template automatically generates the text of the order proposal.

Performance indicators

• 80% - correctness of automatic filling of SRC details of incoming letters received by e-mail and in paper form;
• 91% - correctness of automatic filling of the template of the text of the content of the draft order;
• 67% - the correctness of the automatic determination of the executor during the formation of the draft resolution.

The Government of the UR plans to scale the experience of intellectual processing to other executive bodies of the republic and subordinate organizations.