In Legislative Assembly of the Omsk region EDMS Case is implemented

Workflow automation of Legislative Assembly of the Omsk region based on EDMS "DELO" was begun in 2008. The first what the project began with - it is adoption of the "political" solution at the level of the management of the organization that to electronic document management to be. Then the next stage of work – inspection of the organization with the purpose to reveal those sections of work which first of all needed document handling automation, reduction of labor input of works, optimization of document flows began.

The main objectives facing the project were designated as:

• automation of functions of office-work;
• ensuring accounting of the movement of documents on paper carriers;
• organization of electronic document management.

The customer expected from project implementation:

• accelerations of the movement of documents at the expense of the automated technology of mailing of documents and instructions;
• improvements of processes of control of execution of documents and instructions;
• ensuring quick search and viewing documents and instructions according to access rights;
• ensuring operational preparation of reports on document flow;
• ensuring operational preparation of certificates of execution of documents and instructions;
• increases in safety of documents;
• reduction of labor input of the works connected with reproduction of documents.

Inspection of the organization and the procedure of work in the workflow system it was continued to prepare about half a year. Not only the procedure of management of documents, but also three work instructions regulating rules of preparation of documents, processing rules of documents and the rule of document retrieval in the system of the automated office-work and document flow was during this time prepared. Work instructions contain step-by-step recommendations to users at accomplishment of these or those transactions and allow to work in a system independently, without resorting to the help of the system technologist and system administrator.

The prepared documents formed the basis of the order of the Chairman of Legislative Assembly of the Omsk region. Thus, the regulatory base for system implementation of electronic document management was created. The order also appointed the system technologist and the system administrator of a system Case and also time frames of trial operation are specified. 50 licensed jobs of users and 3 jobs of stream scanning were purchased. After all jobs were prepared, developers of the project provided training of all employees of the office of Legislative Assembly of the Omsk region at the level of users of a system. Training took place small groups with demonstration of a system in an educational class which was created especially for these purposes. System technologists and system administrators were separately trained.

Only after that trial operation of a system Case began. It should be noted that practically each employee of the office of Legislative Assembly of the Omsk region is a user of a system Case and it is active in it works.

In the course of inspection the decision to transfer all flow of outgoing documents, practically all flow of internal documents and a big array of incoming correspondence to the automated platform was made. Incoming correspondence when preprocessing is distributed on registered in a system Case and not registered. Correspondence registered in a system Case is divided into several big groups depending on a type of the correspondent at once, each group has individual index in a system that allows to simplify search of the initial document considerably further. The decision not to enter into the system Case the following groups of incoming documents was made:

• deputy correspondence;
• documents on holding the training seminars, professional development course;
• applications for participation in tenders, auctions, quoted bids;
• applications for participation in public listenings;
• applications for participation in a contest for post of the public civil service;
• accounts, delivery notes, agreements, acts, other accounting documents;
• calls on training, retraining;
• information of local government authorities of the Omsk region on the planned and held meetings;
• the draft documents transferred to approval.

Also it was necessary to resolve an issue of scanning of documents. The procedure provides unconditional scanning of all outgoing documents. The decision to scan all incoming documents, behind an exception was made on incoming documents: citizens' appeals (including accepted during personal acceptance), correspondences on citizens' appeals, copies of regulatory legal acts of the Russian Federation, copies of regulatory legal acts of the Omsk region, documents containing confidential information (including marked (signature stamp) "For office use"), the information documents, books and brochures which are annexes to office letters. If the document has the appendices which are not subject to scanning about it the mark in the field "note" of an electronic registration card becomes. Such approach allows not to scan rather big document file which can be found in the most different information retrieval systems, at the same time the electronic registration card on the document is created, and in it all details of documents are noted. Thus, it is economy of information resources, at the same time the quality of document handling did not suffer. In general for 2 years of operation of a system Case on the server 9 gigabytes of information collected. Documents are scanned and stored in graphic files that allows to leave invariable an electronic appearance of the document which if necessary is unloaded from a system Case, will be recognized by the user and can be used further in work in any text editor.

Now document registration is distributed on 4 jobs. Three employees register the entering and internal documents, depending on their type, and one employee registers outgoing documents. At the same time the integrity of base as registration is performed in a uniform central card file remains. The document is registered once, and further in the course of work users address primary registration card. At registration of the document the electronic registration card is filled and there is a scanning of the document which electronic image is attached to it.

Project implementation was begun in May, 2008 concerning the entering, internal and outgoing documents and in all workplaces of users at the same time at once.

Trial operation continued within half a year, after that a system was accepted by the act, and the Customer started commercial operation which continues till today.

The feature of functioning of legislature of the government leaves the mark and on work of users of a system Case. Has each appearance of users depending on functional duties also different powers in a system Case. Also the fact that the deputy corps of Legislative Assembly of the Omsk region in the bulk does not work in Legislative Assembly at a permanent basis was important, from seven chairmen of committees there is no, working at a permanent basis. Thus, the officials authorized to work on behalf of chairmen of committees in a system Case, to enter resolutions and reports on execution of documents were defined.

For system maintenance Case is used the separate server on which the software is set and there is an accumulation and replenishment of base of documents.

Now operational and archive bases are not separated, so functionality of the server allows a system to work in the normal mode without loss of quality and high-speed performance. Judging by dynamics of accumulation of materials, standard 5 years of storage of operational information will be sustained, after that documents will be processed to archive storage, i.e. the Customer closely will approach a problem of formation of electronic archive.

If to analyze the volume of the documents passing through a system Case concerning the total amount of documents, as of 2009, then there was the following picture: internal and outgoing documents are absolutely included in electronic document management, incoming documents are included in electronic document management for 26.5%. Such low interest is explained by the fact that a big array of deputy correspondence, about 44% of all incoming correspondence, undergo in Legislative Assembly only preprocessing, further is transferred to assistants to deputies who in receiving deputies perform the main registration of such correspondence and further work with it independently. If to speak in absolute digits, then, as of 2009, year the Customer has:

• nearly 19 thousand incoming letters, from them in a system Case are registered 5 thousand documents;
• about one thousand units of internal correspondence;
• about 13 thousand outgoing documents.

A system provides functioning of the mixed document flow, i.e. supports an operating cycle of the paper entering and paper outgoing document which did not change, documents arrive to us on paper carrier, documents go from us also on paper carrier. At the same time full formation of the database of all documents is provided, need of any internal copying of documents for needs of contractors disappeared. Order and execution of the order is made out in electronic form. The contractor of the specific document works with an electronic card of the document and an electronic image of the document, without having the paper copy. Concerning internal documents everything became even simpler. Many document types, such as memo, order, began to exist generally only in electronic form.

Tracking of dynamics of growth of document flow for many years was conducted. If during formation of Legislative Assembly of the Omsk region, since 1994, annual document flow averaged about 5 thousand documents in 1994, by 2000 it grew to 17 thousand documents, in 2005 – nearly 24 thousand documents, 2006 – about 35 thousand documents, 2007 and 2008 – respectively 34 and 39 thousand documents, then after introduction of electronic document management in 2009 this digit made 32 thousand documents, i.e. there was a decrease in the general digit by 7 thousand units. Agree, it is a lot of.

But not only absolute digits it is necessary to measure the gained effect of system implementation of electronic document management. There was not only a quantitative change of document flow, there was a high-quality change of work with documents and performing discipline.

The control system of execution of documents changed, practically at contractors need to perform paper self-checking and to keep records familiar to all in daily logs with a reminder to prepare the draft of this or that document disappeared. Any contractor, having entered the working electronic office in a system Case, has an opportunity to see all instructions, including completion date of which expired or expires. There is a possibility of formation of own folders with a necessary set of certain documents.

It is difficult to revaluate search systems capabilities. Information base, the bank of documents available to work was created. Not only registrars, but all users of a system have an opportunity to perform search of necessary documents in the set details, it in many respects unloaded the staff of department of documentary providing. At the same time registrars had an extra time for more attentive and careful work with documents, and, therefore, better their processing.

Now the Meeting goes the way expansions of functionality of a system and processing of new document types.

In July, 2009 the order of the Chairman of Legislative Assembly of the Omsk region approved the procedure of management of documents of legislative process in the system of the automated office-work and document flow of Legislative Assembly of the Omsk region. Formation of the uniform base on legislative process including all array of information and the documents accompanying legislative process began with this period. At the moment each bill which is under consideration in Legislative Assembly of the Omsk region has the passport. Having entered the passport of the project, you always trace up-to-date information, can look in what stage of consideration there is a project what notes and offers or amendments and what subjects arrived to this bill, to study resolutions of Legislative Assembly on this project. Information is always supported in current status. Documents of legislative process also form in a uniform central card file.

Since November, 2009 there is an accumulation of documents within the state systematized accounting of laws of the Omsk region and resolutions of Legislative Assembly of the Omsk region of normative character. For this purpose in the database there is a registration of several more new document types.

For ensuring safety of the database and avoidance of an unforeseen situation of complete or partial loss of electronic base permanent operational hourly copying of bases is conducted, information is stored within five days. Thus, in case of any emergency situation the Customer has an opportunity to completely recover the database as of the last working hour.

In the long term - implementation of the electronic digital signature. At the moment functionality of a system allows to do without it. But external exchange of electronic documents will inevitably lead us to it. The problem of electronic mailing of documents of a meeting of Legislative Assembly for deputies is not solved yet. At the moment documents are copied on paper and issued to deputies in paper form. The electronic archive of documents of Legislative Assembly of the previous convocations is not created though in it there is a need. Further at implementation to the organizations of electronic document management there will be a permanent replenishment of archive funds from the documents which are in work.