Digitalization changes the work of the Center for State Cadastral Valuation of the Amur Region

2025: Creation of Electronic Archive System

The project to create an electronic archive system based on the domestic POELAR Context for the Center for State Cadastral Valuation of the Amur Region has been completed. This tool made it possible to simplify the work with archival documents, automate their processing and provide convenient access to information. Within the framework of the project, ElarSCAN A2-400 was also supplied to the Center to digitize paper originals in high quality. Elar announced this on March 6, 2025.

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Фото: Elar

Archives of documentation on objects of state technical accounting and inventory - a large set of critical information, on which the correctness of cadastral valuation and the quality of the services provided depend. Until recently, the Center for State Cadastral Valuation of the Amur Region worked with paper documents, which created serious difficulties: the search for the desired case took a significant time, frequent access to paper documents increased the risks of damage or loss of information. To solve these issues, a solution was developed and implemented on the basis of the domestic ELAR Context software, a Russian ECM platform, which is one of the most popular tools on the domestic market for digitalizing the public sector and creating electronic archives.

The process of collecting and analyzing information in a paper archive is a laborious task. Digitalization has made it possible to completely change the approach: now any document can be found in a matter of seconds. The electronic system supports search not only by details, but also by content, which is especially convenient when processing complex requests.

It is important that the developed solution not only replaced the paper archive with an electronic one, but created a unified data management system. In it, documents are not only stored, but also structured, indexed and linked to each other, which greatly simplifies their analysis and use.

The conversion of the archive into electronic form required an integrated approach. ElarSkan A2-400 was put in the Center for State Cadastral Valuation, which allows you to carefully digitize large-format documents without damaging them. This is especially important for cadastral plans and schemes that require high accuracy when scanning.

After digitization, the documents are uploaded to the system, where each of them is assigned an index card with attributes. This makes it possible to quickly search by creating a reference set and classification. At the same time, the system supports not only working with images, but also processing text information, which allows full-text search.

Since accounting and technical information is critical, the electronic archive system is equipped with data protection mechanisms. The delimitation of access rights has been implemented, which allows employees to see only those documents that they are entitled to official duties. All work with the archive is recorded in the event logs, which eliminates unauthorized changes and increases the transparency of processes.

In addition, mechanisms backup and data recovery are provided, which eliminates the risk of information loss. In the event of a system failure, documents will not be lost, and the archive will remain stable.

The creation of an electronic system has changed the processes of working with the cadastral valuation archive. The development of requests as part of the provision of public services and interdepartmental interaction has accelerated, and the risks of damage to paper originals and loss of information have been reduced to almost zero. In addition, the solution laid the foundation for the further possible development of the electronic archive and integration with external systems with fast and secure access to data.