"K2 Tech" has transferred the Federal Road Agency to a new format of electronic document management

2025: Translation of EDO into XML format

K2 Tekh translated the electronic document flow of the Federal Road Agency (FDA) from PDF to XML. Such a transition allowed the FDA to simplify work with electronic documents, speed up data processing, reduce costs and integrate the agency into the digital ecosystem of public administration. The K2Tekh project took only a month to implement. The company announced this on February 13, 2025.

Digitalization of public administration is being actively introduced in Russia, and XML is one of the basic formats for data exchange. Unlike the static and complex PDF format for automatic processing, XML is a structured data format that is easily processed by machines and allows you to automatically extract, analyze and validate data without human input.

In January 2024, the Russian government instructed the federal executive authorities to switch to work with digital instructions until July 1, 2024. In accordance with this requirement, the Federal Road Agency (FDA) considered several options for this project:

• deployment of the new system "GosEDO Portal";
• integration of the GosEDO Portal platform with the electronic document management and workflow system (EDMS) using the API;
• improving the functionality of the existing electronic document management system.

Rosavtodor chose the third option. Its main quality is that there is no need to install and maintain additional programs. At the same time, it allows you to fully automate work with documents and use one system so that employees do not have to switch between different services.

According to the recommendations of the Ministry of Digital Development of the Russian Federation, the K2Tex team, together with the customer's working group, drew up a detailed work plan. It included assessing the scope and complexity of the changes, installing and testing the software, educating users, and organizing the transition to digital order work.

Limited timelines dictated the pace of the project. K2Tekh specialists began work at the end of May 2024, and on June 26, the FDA sent a letter to the Russian government about the successful testing of digital document processing processes and confirmed its readiness for a full-fledged transition to work with digital instructions.

As of February 2025, documents are transferred through the interdepartmental electronic document management (MEDO) system in a single format. Each package includes a PDF document and an XML file with its digital description. When processing orders, Rosavtodor sends a response in the form of a digital report - an outgoing document with an electronic signature. It contains key information: the text of the report, the item of the order, a link to the incoming document and the addressee.

Thanks to MED, responsible employees can receive instructions, prepare and send answers in electronic form without additional accompanying documents.

The project was a challenge for us due to the tight deadlines and the high level of responsibility that we accepted and fully fulfilled. The team met the established framework, and the customer went to work with digital instructions, which significantly accelerated their processing. As of February 2025, K2Tekh specialists continue to provide technical support and advise users. We are ready to continue to develop the customer's system, adding popular and modern functionality, - said Vasily Mukhin, director of the Electronic Document Management department at K2Tekh.