In administration of Astrakhan commercial operation of EDMS "DELO" began

In recent years considerably the amount of the documents needing operational consideration and processing therefore use of electronic technologies of document flow is almost necessary for any authority increased.

Within requirements of the federal law of 7/21/2005 N 94-FZ "About placing orders for the supply of goods, works and services for state and municipal needs" in 2010 the administration of Astrakhan announced an open competition on execution of works on delivery of licenses for the software product and work on its implementation, the providing complex automation of the workflow system and office-work in administration staff and structures of the city subordinated to it. As a result of the held competition the electronic document management system "CASE" was selected (developer – Elektronnye Ofisnye Sistemy» (EOS) LLC, Moscow). The winner of competition recognizes the Cosmos 2 Research and production center, Rostov-on-Don – the official partner of Electronic Office Systems LLC in the Southern Federal District.

In administration of Astrakhan preparatory work on implementation of a modern electronic document management system was begun in the 3rd quarter 2010. The main objectives of automation set by the customer were: document registration, issue of instructions and control of their execution, transition to paperless document flow using the electronic signature for internal document flow and also preparation of the analytical reports allowing to control performing discipline, statistics on document types, scanning of documents, etc.

As a result of inspection of document flows between divisions of administration staff and in structural divisions of the city the scheme of electronic document management was developed, sections of this scheme are determined by use of client places of EDMS "CASE" and "thin clients", "DELO-WEB". The scheme of automation considered existing regulations of the movement of documents and technology of control of performing discipline. A part of licenses were purchased on favorable terms migrations from EOS Group, the others – are bought in addition in accordance with general practice. The total quantity made 500 licenses.

The management of administration made the decision to use line scanning at registration of incoming documents, and at registration of outgoing internal documents – the electronic digital signature. Thus, transition to paperless technology of document flow was provided. On the basis of the created document of inspection works on preparation of an object for implementation were begun: filling of basic reference books, registration of users and distribution of the rights by work in a system, key generation is made for use in the EDS system, setup of all client places, a number of subsystems and options of the CASE system. For receiving report forms standard reports of EOS Group were used. If there were not enough necessary forms of reportings, for generation of new reports AS "Reports for EDMS "DELO" was used. In the course of system implementation and user training additional templates of printing, services were developed, event management processes and documents are designed and implemented in industrial execution.

The CASE system in administration of Astrakhan is brought into commercial operation at the end of December, 2010. The single database of electronic document management includes all structural divisions of administration staff of the city, administration of 4 districts of the city, management, committees, some municipal authorities and the enterprises. The electronic documents created by project participants in the course of execution and signed with the EDS come using EDMS "DELO" directly to different structural divisions in 3-5 sec. after their creation that considerably reduces costs of working time and increases efficiency of the movement and execution of documents. Considerably the transparency of document flow increased, time of approval of draft documents in electronic form on all divisions and contractors of administration of Astrakhan was reduced. Continuous control of execution of management decisions is provided. Labor productivity of office work personnel increased. There was a considerable reduction of volume of paper documentation.

Now works on development of system EDMS "DELO" and accumulation of number of client places began. All works on installation, setup and user training of SEDD "DELO" were carried out to administrations of Astrakhan by specialists of NPTs Cosmos 2 LLC of Rostov-on-Don jointly with specialists of city administration.