The Rostov region implements the expanded module of interaction of regional EDMS Case with the MEDO system

Deployment of EDMS Matter in CIS of the Government of the Rostov region in 2010 was performed by EOS Group company.

2020: Implementation of the module of interaction of EDMS Case with the MEDO system

Rostov region implements the expanded module of interaction regional EDMS "CASE" with the MEDO system. On November 26, 2020 the company reported about it Electronic Office Systems (EOS).

"The interaction module with MEDO. Expanded" it is developed by specialists of EOS Group company and is implemented the ministry of digital development, information technologies and communications of the Rostov region within development of uniform EDMS of the subject of the Russian Federation. Implementation of this additional option became the next step to digitalizations of exchange of documents with the federal center. The region was connected to the system of interdepartmental electronic interaction (MEDO) in February, 2012. And in 2014 the Government of the Rostov region became the participant of a pilot project on exchange of the documents signed with the electronic signature using MEDO between a number of federal executive authorities and the subjects of the Russian Federation.

For November, 2020 to "The interaction module with MEDO" not only the Government, but also other executive authorities of area are connected. It allows to perform exchange of documents with federal executive authorities, authorities of the subjects of the Russian Federation and also other state agencies from an electronic document management system. To facilitate mastering of the additional opportunities which appeared in the workflow system, the ministry of digital development, the IT and communications of the Rostov region is held the training seminar and methodical support is given to the staff of bodies of executive power responsible for acceptance and sending documents for the MEDO system.

For 2020 it is already the second module expanding functionality of uniform regional EDMS. Earlier the area began trial operation of the specialized plug-in "Analytics and Visualization of the Reporting" which is also developed by EOS Group. This plug-in – almost full-function analytical subsystem using the database EDMS "DELO" for formation of interactive reports in the form of evident diagrams and charts.

EOS Group reminded that the electronic document management system of the Government of the Rostov region is implemented based on the domestic complete solution – EDMS "DELO" of EOS Group company. The first automated jobs of users of a system appeared here in 2006, and today EDMS of the Government of the Rostov region covers all municipal and regional authorities and structures, including kindergartens, schools, medical institutions subordinated to them. These are about 3 thousand organizations and more than 17 thousand employees.

2019

The number of users of a system Case made 17,200 people

On January 29, 2020 it became known that the Ministry of Communications of the Rostov region reported to the Governor of the region Vasily Golubev and representatives of the sphere of digital technologies on results of work of department in five years and implementations of national projects for 2019, including according to the Digital Economy program regarding informatization of authorities. Vladimir Balasanyan, the chairman of the board of directors of EOS Group, told at a meeting about development of electronic document management in the region, creation of electronic archive and positive results achieved in these projects.

As it was reported, in the report the minister of information technologies and communication of the Rostov region Herman Lopatkin informed Information society within which 5 regional drafts of the Digital Economy national program are financed on the main actions of the state program. One of the directions of the state program is information technology implementation in activity of authorities. The minister especially stopped on projects in which the region is on the leading positions. In particular, he noted that the Rostov region among the first in Russia became the participant of a pilot project on exchange of electronic documents with Government Office of Russia and federal executive authorities (through the MEDO system).

At the end of 2019 the number of users of the CASE system was 17,200 people, and the number of the participating organizations increased to 2500 thousand. The number of the heads using "A mobile office of the head" since 2013 increased from 30 up to 150. We some of the first in Russia implement a pilot project on archive storage of electronic documents. For January, 2020 in all executive authorities and municipal entities (85 organizations) the ARCHIVING system is installed. Herman Lopatkin, the minister of information technologies and communications of the Rostov region told

In more detail Vladimir Balasanyan told about the projects connected with implementation in activity of authorities of modern technologies of management of documents and archives. It shared experience of EOS Group company in digitalization in the report "Digital transformation of the region and electronic document management". The speaker noted that the EDMS of the Rostov region implemented on the CASE platform advances in general the Digital Economy program and is a sample for many regions and federal bodies. EDMS – the central information resource of authorities using which work of all power structures and all interaction with citizens is organized.

Vladimir Balasanyan emphasized that the main advantage and the main result made in the Rostov region – the fact that here real digital transformation is made. All process of work with the document is performed in a digital form. It allowed to change process of management of the region qualitatively. Area – for January, 2020 the only regional platform in Russia where representatives of other subjects for exchange of the best practices of development of electronic document management regularly gather.

The speaker separately stopped on the pilot project of creation of archive of electronic originals implemented by EOS Group together with the Rostov region. Its results were used by Rosarkhiv when developing the concept of storage of electronic documents.

Vladimir Balasanyan also told about calls of digital transformation of public administration which for January, 2020 EOS Group answers in the developments. This creation of full-fledged stacks of domestic solutions as import substitution implementation and also embedding in EDMS "DELO" of analytical tools, infographics, AI technologies, development of special solutions for project management.

In a system Case is processed about 2.8 million documents

The Rostov region – one of the first subjects of the Russian Federation which created uniform regional EDMS. The CASE system developed by EOS Group company became the platform for it. On January 23, 2020 the EOS Group company reported about it. The interdepartmental electronic document management system and office-works "CASE" covers all authorities and local government of area and also structures, including kindergartens, schools, medical institutions subordinated to them.

For the purpose of development of electronic document management at the municipal level the Ministry of information technologies and communications of the Rostov region which is responsible in general for implementation of this project regularly carries out efficiency evaluations of activity of municipalities in this direction (and in the field of 463 municipal entities). Monitoring is performed on 10 indicators expressed in points. Among criteria – existence and compliance to the legislation of legal acts, necessary for conducting electronic document management, a share of creation and approval of draft documents using EDMS, the number of the employees who were trained to work in a system, use of program service "Mobile Office of the Head" and some other.

Results of this assessment are published on the official site of Ministry of Communications and also are brought to the attention of the management of the region. At the end of 2019 a number of municipalities are mentioned on work in the CASE system to the best - it is Taganrog, Gukovo, Millerovsky, Belokalitvinsky, Neklinovsky, Zavetinsky, Salsk districts (see results of monitoring). Interdepartmental EDMS of the Don region – one of the most large-scale and consecutive projects of automation of public authorities and local government in Russia. On initial stage in 2006 in the CASE system 205 people were registered, and already for the beginning of 2020 more than 16 thousand employees from nearly 2.5 thousand organizations of the Don region work with electronic document management.

Only for 2019 in the CASE system about 2.8 million documents from which more than 1.4 million are the originals signed with the universal qualified electronic signature were processed. The others are the scanned paper documents which pass further also within EDMS, explained the deputy minister of information technologies and communication of the Rostov region Sergey Bondarenko

2017: A pilot project of archive of originals of electronic documents in the Rostov region

In the Rostov region one more unique project – Electronic Archive starts. The purpose of this project is creation of the Russia's first archive in which will be stored both traditional paper, and originals of electronic documents.

A developer of software solutions for implementation of a pilot project is the Electronic Office Systems company. The database created within the project will be completed first of all with documents of executive authorities and local government of the Rostov region.

Tasks and the main stages of project implementation were discussed on the working meeting which took place on December 22, 2016. Representatives of the ministry of information technologies and management committee archiving of the Rostov region and also administration of Volgodonsk took part in it. The EOS Group company submitted the concept of creation of the "electronic archive" implementing a possibility of completing of archive organizations of area electronic documents for the subsequent their storage, accounting and use already in the status of archive documents here. The concept also provides a possibility of remote access to archive regardless of location of the user (it can be both in the territory of the area, and beyond its limits). It is mentioned that a system will support accounting of traditional (paper) archive documents and to have all necessary analytical functionality according to requirements of Rosarkhiv.

The first stage of a pilot project starts in 2017. At this stage the EOS Group company will offer the software products providing the solution of assigned tasks. Then system testing based on which an implementation time and start in operation will be defined will begin.

It is difficult to revaluate importance of this project for all system of public authorities and local government of Russia. Now any organization has no archive in which electronic documents are stored and used as originals as only paper copies are transferred to long-term storage. In case of successful implementation of a pilot project experience of the Rostov region can be extended to any government institutions.

In the Rostov region one of the most large-scale and consecutive projects of automation of public authorities based on EDMS "DELO" of EOS Group company is implemented. The project covers all regional executive authorities and municipal entities. Also Rostov region is one of the first regions connected to the federal system of interdepartmental electronic document management.

2016: 10 thousand users of EDMS

On October 3, 2016 the Electronic Office Systems company announced achievement of number of 10 thousand users in an electronic document management system on the platform Matter in the Rostov region.

At a system implementation stage 200 people became its users, by 2014 the number grew to 6.7 thousand, by 2016 ~ 10 thousand. The order of the governor of the Rostov region Vasily Golubev about complete transition to electronic document management works in the region.

Office of Administration of the Rostov region, (2014)

information technologies and communication of the Rostov region Herman Lopatkin, minister Ministry of information technologies and communications of the Rostov region

According to the minister, for October 3, 2016 in a system about 10 thousand users, from them nearly 1.5 thousand in the regional organizations and organizations work, there are commercial organizations.

According to the statement of the official, transition to electronic document management obtaining by the Rostov region the unlimited license for EDMS Case promoted - in 2012 the chairman of the board of directors of EOS Group company Vladimir Balasanyan was told the plans announced by the governor of RO. Developers supported the official's ambitions, having selected the Rostov region to the pilot region on interaction of the companies. The administration of the region received preferences and could use them, having provided to a system wide circulation.

In 2012 the leaders of area made the decision on need of creation of mobile version of electronic document management that it laid the foundation for a wave of development of electronic document management in the area.

Mobile version of EDMS is integrated with EDMS Case, both systems use absolutely same base of documents, storage system, documentation, assignment of numbers, an identical algorithm of interaction on the entering and outgoing correspondence.

From the documents registered in 2016 in EDMS Case (~ 2 million) more than 300 thousand are fulfilled by heads using program service "Mobile Office of the Head".

In 2006 worked with a system 30 members of the government. In 2016 150 heads, including heads of municipal entities use mobile version.

Responsible coordinator of a system ministry of technologies and communications of the Rostov region, sector of electronic document management.

Annually the administration of the region holds competitions on technical support of EDMS. In 2016 tender for technical maintenance was won by Business of IT company.

2014: The Rostov region - more than 4 thousand users of EDMS

The project in the Rostov region develops since 2006. Fully it began to work after the order of the governor of the region No. 365 of August 23, 2012 which is devoted to interdepartmental electronic document management using a system Case and the electronic signature. The order defined that since September 1, 2012 at correspondence between executive bodies of the state power and municipal entities paper documents are not required. For February 6, 2014 USZN, REGISTRY OFFICES - 4100 users are connected to a system Case MFC and also.

In the area there are plans - till 2016 in authorities, organizations and local government authorities of area to enter up to seven thousand automated workplaces.

2013: Addition - the mobile solution

In the Government of the Rostov region the project of creation of program service "Mobile Office of the Head" for an interdepartmental electronic document management system and office-work Case of the Government of the Rostov region, executive authorities of the Rostov region is complete, the press service of integrator reported on August 16, 2013.

Program service is developed on the basis of the solution "Head's Portfolio" according to requirements of the Ministry of information technologies and communication of the Rostov region.

The solution is developed under specifics of work of upper managers, allows to organize a workplace on mobile devices. It allows the head who is out of a workplace to work on the mobile device with the documents which are contained in the database of an interdepartmental electronic document management system and office-work Case.

"Our system worked throughout several years and we need to train only officials of the highest rank. Actually only members of the government of area. The governor demanded that all members of the government worked round the clock with electronic documents that did not wait for the official in a workplace when he returns from a business trip" — the deputy governor Victor Goncharov noted.

2012. Upgrade

In 2012 the customer initiated the procedure of development and updating of the existing system.

For the purpose of improvement of electronic document management and office-work in the Government of the Rostov region, regional executive authorities and local government authorities, the ministry of information technologies and communications carries out monitoring of compliance of functionality and quality of services of the CASE system taking into account proposals of its participants.

Production questions on development of the CASE system, completion of its functionality for the purpose of full use of opportunities of electronic document management and also on interaction perspectives with the systems of departmental and interdepartmental electronic document management (SIEI) were provided by the developer EDMS "DELO" EOS Group company and its regional partner, Cosmos 2 company.

Solution

In addition to the current questions of upgrade, to contractors of the project the additional tasks are set. In particular, carrying out certification "MATTER" in compliance to requirements of information security, consultation on issues of archive storage of the electronic documents signed with the electronic signature with participation of specialists of Federal Archival Agency (Rosarkhiv), the organization of a training course of lectures on questions of use of modern information technologies in the field of office-work and archive storage of electronic documents.

As perspective option of further development of the CASE system Vladimir Balasanyan suggested to pass from the standard circuit of technical support of the CASE system to the individual project solution "System of Interdepartmental Electronic Document Management and Office-work of the Rostov Region". Specialists of EOS Group company will carry out monitoring of a current status of the CASE system with issue of recommendations about optimization of its work and also completion of a software module "The server of verification of the EDS" for ensuring simultaneous connection from 1000 users and more is carried out.

Result

Now based on the CASE system the works on connection of the Government of the Rostov region to secure system of interdepartmental electronic document management are completed (MEDO system), and preparatory activities to start of the MEDO system in test operation are held.