The administration of the Chita region carried out upgrade of EDMS

On November 10, 2014 Administration of the city district City of Chita implemented an electronic document management system based on EDMS "CASE". Since February in the single database all committees, departments and managements of municipality and also administration of districts of the city of Chita work. A contractor of the project and software supplier is the company KS-Consulting.

Choosing a Solution

The CASE system was implemented as replacement of the software product developed by the customer's specialists by own forces and performing mainly accounting functions. The insufficient functionality of this system became a basic reason of implementation of modern EDMS which allows to solve the following problems:

• automation of registration of all document groups;
• creation of the general documentary base for divisions of administration and districts of the city with the accessibility from remote divisions;
• search in any details RK;
• the translation of paper documents in an electronic form;
• ensuring transparency of execution of instructions and documents at all stages of their passing;
• creation of electronic archive of documents.

Project Progress

At the first stage of the project the customer purchased and implemented 26 jobs of a system, including 20 – the subsystems "DELO-Web". Installation, setup and user training were provided by specialists of KS-Consulting.

Jobs of EDMS "DELO" were set in the general department of administration, and web clients – in committees, managements and district administrations. Also the option "Line Scanning" and 25 licenses for the Monitoring of Documents application was purchased. Besides, in the general department 3 jobs provided by the Government of Zabaykalsky Krai within the project on creation of edge EDMS of executive authorities and local government were set. These jobs are used for exchange of documents with participants of a single system of document flow (The government, the ministries, departments, services, inspectorates and other structures).

For ensuring continuity of electronic document management and more complete use of functionality of EDMS within this year the administration of Chita purchased in addition 14 jobs of a system, including 10 – "DELO-Web".

Result

Project deliverables became:

• automation of registration of the main document groups, including organizational and administrative (resolutions and orders of administration);
• implementation of process of line scanning;
• setup of process of control of execution of documents and monitoring of the current course of execution;
• transition to exchange of documents between participants of EDMS only in electronic form, without transfer of paper originals.

Creation of an electronic document management system in administration of Chita is a part of the global project on workflow automation in authorities and local government of Zabaykalsky Krai which is implemented based on EDMS "CASE" the company KS-Consulting.

As the Acting Head of Department of informatization and communication of Zabaykalsky Krai Victor Redrov in the report which was heard at an interregional conference "Technologies and trends of development of electronic interaction noted: regional EDMS, interdepartmental electronic document management (MEDO) and rendering public services", passed in May of the current year on the platform of the Government of Zabaykalsky Krai, in a single system of electronic document management of this region work with 100% of staff of executive bodies of the government (about 1500 people) and 100% of administrations of municipal districts and city districts of Zabaykalsky Krai.

Representatives of the company integrator reported TAdviser.

Project Development

On August 7, 2017 the KS-Consulting company announced purchase in 2017 by administration of GO "City of Chita" of additional jobs "CASE", updating of EDMS is executed.

In 2016 heads of departments of administration are connected to the DELO system, in 2017 connect heads of structural divisions to uniform base. Licenses for a subsystem of "DELO-WEB" are for this purpose purchased. In total 10 jobs of a subsystem of "DELO-WEB" and two workplaces of "thick client" of DELO intended for connection of administration of the Chernovsky administrative region to^[1] are purchased^[1].

For August 7, 2017 in EDMS Case of administration of the city district City of Chita registration of the entering, outgoing and organizational and administrative documents is automated, exchange of documents in electronic form is organized (without paper originals), process of monitoring and control of execution of documents is configured, mass input of documents in a system using the option "Line Scanning" and also printing of envelopes and mail registers is performed.

In EDMS administrations of Chita work about 80 employees. In some workplaces the Monitoring of Documents application - own development of KS-Consulting company intended for the notification of users about come is installed (the ave.: receipt of documents, change of the status and input of new reports) and also about the coming events in the DELO system (approach of control terms).

Notes