The government of Khakassia completed implementation of EDMS in executive authorities of the region

Project Objectives

Within the Electronic Khakassia program the corporate network of the Government of the Republic of Khakassia therefore all local information systems of the ministries and departments of the Republic were united in a common information space using trunk optical links was created. Also the program allowed to start a number of portals among which – the official Portal of public authorities of the Republic of Khakassia integrating more than 30 websites of the ministries, different committees and so on, the Portal of public procurements of the Republic of Khakassia on which information on orders for the state and municipal needs is published.

Creation of a system of interdepartmental electronic office-work and document flow became one of the most important components of the Electronic Khakassia program.

Course and stages of the project

The project on system implementation of electronic document management based on a flagship product of EOS Group company Case implemented within the Electronic Khakassia program is unique the fact that all works were conducted directly by the customer's forces. Participation of Corporate Systems — Consulting company, the partner of EOS Group company in Western and Eastern Siberia, consisted in technical maintenance of deliverable software, technology support and the help in planning of expansion and improvement of a system.

The project started in 2001 when the Government of the Republic of Khakassia the beginning actively to rebuild the IT infrastructure. Competition on implementation of the first stage of creation of a single corporate network in the building of the Government and Supreme Council was for this purpose announced. Local networking, delivery and installation of servers, DBMS and the automation system of document flow Case on 20 jobs were required for the customer. Also it was necessary to provide training of the administrator and technologist of a system as the Government went on the way of independent implementation and setup.

Directly works on implementation of EDMS Case started in the fall of 2002 when the first twenty jobs were purchased by the Government of the Republic. The Corporate Systems — Consulting company provided training of specialists of the Government in setup of a system. After that the staff of the Government began step-by-step implementation at methodical and technical support of the system integrator.

Within a year specialists of department of informatization and communication of the Republic of Khakassia with consulting support on a hot line "Corporate Systems – Consulting" implemented the purchased 20 jobs of a system. When there was a need for development of specific report forms, the representative of government office was trained in it.

Since 2005 systematic implementation of RTsP "Electronic Khakassia" began. Jobs provided almost all ministries, all databases of the Government and the ministries on the uniform server of document flow are installed. The government office started a subsystem of line scanning. Specialists from government office besides were engaged in implementation.

In 2006 there took place the next expansion of jobs, and a system covered all ministries. In 2007 except planned expansion of places on requirements of departments, the option "EDS and Enciphering" was purchased, the regulations of paperless exchange of administrative documents between the government and the ministries are developed. Since November, 2007 the Government and the ministries of the Republic passed to paperless document flow on key document types.

In 2008 there passed the first stage of expansion of an electronic document management system to district municipal entities. "Corporate systems – Consulting" delivered software sets, including the option "EDS and Enciphering" necessary for inclusion of district administrations in a single system.

Current status of the project

At the moment 17 ministries and departments of the Republic are connected to an electronic document management system. Exchange of documents in electronic form using the EDS (Laws, "Government decrees RH", Resolutions of Presidiums, letters, etc.) is adjusted. In 2009 databases of a system Case of all departments and Government Office of RH were united in uniform base. It allowed not only to receive end-to-end management of documents and instructions in real time on the scale of all this structure, but also to effectively use the EDMS additional functions Matter in the mode of interdepartmental document flow: creation, approval of draft documents using the EDS and so on.

Thus, today in a system Case all ministries and government office – only 225 jobs work. Eleven administrations of municipal entities with the total number of jobs more than 120 had an opportunity to use a system for automation of own internal document flow and exchange of electronic documents with the Government of the Republic.

Consolidation in uniform base gave the chance even more to increase transparency of document flow. All works on execution of documents are visible online on a chain "from top to down". Within the project it was succeeded to optimize document handling: there is no excessive re-registration of documents and emergence of new registration numbers at the movement from department in department. Now it is possible to carry out vising and approval (including – interdepartmental) and also project development of documents in electronic form. It is caused not only a scope by a system Case of the ministries and departments of the Republic and quantity of the set jobs, but also ability of officials of these organizations to work in EDMS Case.

In January, 2010 the Government carried out purchase of occasional 100 jobs of software "Case Enterprise", 425 jobs Case – WEB, 10 places of the options "Scanning", 5 jobs of a subsystem "Line scanning" and "Printing a code stroke" and 75 sets of the option "Electronic digital signature".

Total number of jobs of a single system electronic reached document flow at the moment 750, and for a complete scope of all public servants is going to increase this number till 1100.

2013. Dynamics of development positive

In uniform EDMS of public authorities of the Republic of Khakassia about 1 thousand users have access, the press service of developer reported on April 18, 2013.

30 licenses of the option "Line Scanning", 116 places – "The EDS and enciphering" are in addition used. During 2012 the office of government office registered more than 10 thousand units of documents. In administrations of municipal entities of the republic more than 200 automated workplaces of a system function.

Plans and perspectives

Works on expansion of EDMS and its improvement are conducted constantly. In the next plans – system implementation "PUT" in all public institutions subordinated to executive authorities of the Republic providing services to the population. Besides, events for integration of the automation system of office-work and document flow of the Government of the Republic of Khakassia with the system of interdepartmental document flow of federal executive authorities of the Russian Federation (federal executive authority MEDO) and with an electronic document management system of Russian President's Directorate for Correspondence from Citizens and Organizations are held.

EDMS is used by 44 organizations

On October 23, 2013 the KS-Consulting company announced continuation of development of an implementation project of EDMS Matter in administrative agencies of the region.

For October 23, 2013 in uniform regional EDMS 44 organizations work. In their structure: executive bodies of the government of the Republic of Khakassia of-30 departments, to 9 subordinated ministries and departments of the organizations and 5 territorial subdivisions of federal executive authorities.

In authorities of Khakassia 282 licenses EDMS "DELO", 660 – "DELO-WEB", 30 licenses for the Monitoring of Documents application (own development of KS-Consulting company), 31 licenses for the option "Line Scanning", 32 – "scanning" are used. 138 users use the option "Electronic Signature and Enciphering", 108 – the system of cryptographic protection Karma. Administrations of the RH municipal entities work in own bases and interact with ESED on open communication links when using the EDS.

Project Results

On July 1, 2014 it became known of end of the period of automation of office-work by implementation of EDMS Matter in executive authorities of the Republic of Khakassia.

Office-work in executive authorities of Khakassia is automated completely, in EDMS about 900 users are registered, about 200 more jobs are used in administrations of the RH municipal entities. Each user works in EDMS in a separate personal account, at the same time participants of EDMS are all officials, up to ministers and deputy heads of the Republic.

In uniform EDMS the Governments of RH work not only the regional ministries and departments, but also other structures - prosecutor's office, territorial departments of Ministry of Justice, Rosstat, TFCMI and so forth, i.e., those departments which interact with the Government of RH in the course of preparation and approval of regulations.