In uniform EDMS of executive authorities of Altai Krai about 1200 users work

Situation

The system used since 1994 in administration of Altai Krai developed on FoxPro on the file - server technology and intended for automation of the basic office work functions, is morally obsolete owing to what it could not be accepted as basic both in scales of the administration, and in region scales in general.

The main problems were connected with impossibility of the organization of effective simultaneous operation with documents of a large number of users. At operation of a system there were obvious failures: hangup of computers, loss of registration cards, substitution of a part of information entered into cards data from other sources. For personnel of administration there were unacceptable restrictions in system operation:

• complexity of attachment to registration cards of electronic copies of documents in the formats Word, Excel and others;
• the information security system which is not answering to today's realities;
• impossibility of the organization of interaction of a system of office-work with the mail systems for acceptance and sending control cards, resolutions and documents;
• lack of the mechanisms providing safety of data at failures in work of the local computer network (LCN);
• unsatisfactorily organized differentiation of access rights of users to tasks and functions of a system, lack of recording of work of users.

It was recognized that improvement of this product and its transfer to work with the modern database management system (DMS) and the subsequent elimination of all revealed shortcomings and also implementation of new requirements will cause considerable costs of labor resources and time that is economically inexpedient.

Solution

The management of administration of Altai Krai made the decision on expediency of transition to the software (S) of automation of office-work and electronic document management implemented on the basis of the latest industrial technologies.

Based on contrastive analysis of the software products provided in the domestic IT market the CASE system meeting all requirements of specialists of administration both for the functionality, and for cost was selected. The major factors which influenced this choice became a possibility of creation on the basis of software "CASE" of the distributed system of document flow considering the office work practice which developed in the Russian organizations, the solid list of the successful projects executed based on software "BUSINESS" and also the qualified technical support of a product by the local representative of developer – the Barnaul company "Corporate systems".

The administration of Altai Krai signed in November, 2010 the delivery contract of additional licenses of an electronic document management system "CASE". Systematic implementation of EDMS "DELO" in administration of Altai Krai is performed since 2002. Every year a system extends, and technologies are improved. So, for example, on November 14, 2005. The head of administration Alexander Karlin signed the Resolution on creation of public receiving regional administration on the Internet. In the Resolution it is said that the citizens' appeals arriving from the Internet and reception are registered in an electronic document management system "CASE", according to the instruction for office-work and are on control before their execution. At the moment jobs of the CASE system equip all structural divisions of Administration and Administrations of districts of the region, mailing of electronic documents from administration staff to districts of the region practices.

In November, 2010 for increase in quantity of jobs in committees and managements the delivery contract of occasional 35 jobs of the CASE system, 70 licenses of the subsystem "DELO-web" and also 10 licenses of the option "EDS and Enciphering" which will allow to implement the protected electronic document management was signed. This expansion of number of jobs of a system will allow to expand penetration of a system and to provide with access to electronic documents a bigger circle of officials.

In 2011 transition of all structural divisions of Regional administration to work in the single database EDMS is planned that will allow to use as much as possible functional and technology advantages of the CASE system, including electronic vising and work with projects in a paperless type.

2015

In Administration of Altai Krai the single database in which all managements are connected functions, departments, committees and for today the number of users are made by over 1000 people. Technologists from Management of information technologies in communication of Altai Krai are engaged in service of work of EDMS "DELO".

2016

All structural divisions of administration staff of edge, 22 executive authorities of edge, Permanent mission of Altai Krai at the Government of the Russian Federation, the Member of the Federation Council of Federal Assembly of the Russian Federation from Altai Krai – the representative from executive body of the government, the Commissioner for Human Rights in Altai Krai, Management on providing actions in the field of civil defense, emergencies and fire safety in Altai Krai, 10 subordinated organizations, 70 administrations of city districts and municipal districts of Altai Krai are connected to ESED.

Exchange of documents between participants of ESED is organized in electronic form. The file of the scanned document in the PDF format with which users of a system work is attached to the registration card (RC). Are made out as well electronic instructions. Due to the organization of publication of documents on the Internet portal of legal information (pravo.gov.ru) in 2014 a design in EDMS Case of the registration cards of draft documents (RCDD) for regulatory legal acts of Regional administration is begun: the developer of the document creates RKPD of the legal act which is subject to publication and attaches to it the file in the DOC format which is certified by the EDS of the head. Now the EDS is also used for signing of files in RKPD (including when changing versions) the documents directed to the signature to the Governor of Altai Krai.

Part of heads of structural divisions of Administration and executive authorities of edge consider documents and enter instructions in electronic form. For this purpose the assistant (secretary) enters into RK the project of order to the document which affirms and sent then. Heads use different clients – a subsystem of "Delo-Web" (it is preferred by most of heads), the standard desktop client and also "the automated workplace of the Head of RT" (mobile application for devices on Windows).

The organization of interdepartmental interaction in electronic form with the MEDO participating organizations became the next stage of development of the regional workflow system of authorities. The complex of works for connection of ESED of Altai Krai to the system of interdepartmental electronic document management of federal executive authorities was carried out in 2014. Now interaction on MEDO without redispatching of paper documents with the following organizations is organized:

• Administration of the President of the Russian Federation;
• Russian President's Directorate for Correspondence from Citizens and Organizations;
• Ministry of Telecom and Mass Communications of the Russian Federation;
• number of the subjects of the Russian Federation: Administration of the Kostroma region, Government of the Omsk region, Government of the Yamalo-Nenets Autonomous Area.

The list of the organizations with which interaction is organized constantly extends. Besides, in the region the pilot project in the direction in the State Duma of the documents signed with the EDS of the Governor of Altai Krai is implemented.

Now users of EDMS Case are 100% of employees of administration staff of edge and about 60% of officials of executive authorities. In the current year it is going to increase their quantity to 80% for what additional jobs (web clients) were purchased. In total a system covers about 1200 users.

As the customer's specialists note, now ESED based on a system Case allows to close all relevant requirements on automation of documentary focused business processes for authorities of the region. There is a number of tasks which are going to be implemented in the near future. In particular, the subsystem "Monitoring of documents" is recommended for implementation in receiving deputy governors of Altai Krai and structural divisions of Regional administration. This module developed by KS-Consulting company and expanding the functions of informing users which are built in EDMS Case will allow to notify quickly assistants, secretaries and responsible for office-work in divisions on receipt of the documents requiring urgent consideration and execution. Also is going to begin use of the EDS of heads for signing of the documents directed on MEDO. Because the Regional administration is included in a pilot zone for transition to the scheme of exchange of documents on MEDO in a new format (MEDO 2.7), updating of the module of interaction is required.

Other directions of development of ESED are a further increase in quantity of jobs, the organization of exchange of electronic documents between ESED and electronic document management systems of administrations of Barnaul and Biysk using the server of electronic interaction and also updating of EDMS Case to version 15.7.