As well as why Moscow constructed EDMS on DWH of IBM FlashSystem

Electronic Moscow JSC implemented the uniform scalable electronic document management system (EDMS). In a system all main business processes in the field of office-work, organizational and administrative and managerial document flow of the Government of Moscow are implemented.

A system is intended for the organization of the movement of electronic documents from the moment of their creation before completion of their execution. Special attention is paid to security and reliability.

Specialists of Electronic Moscow were faced by an ambitious task to unify and centralize all processes of document flow of executive authorities of the city of Moscow. It was for this purpose decided to implement a single system of electronic document management with the centralized architecture.

For January, 2015 in a system more than 52 thousand users who monthly create about 20,000 documents work and adopt more than 25,000 resolutions. In total for 2014 in a single system of electronic document management 9.1 million documents were processed (4.8 million in 2013).

The project started in 2011. The work plan provided step-by-step input of a system: start of a pilot project, then gradual accumulation of functionality and preparation for connection of all committees and departments.

Start of a single system of electronic document management in 2011 in the Office of the Mayor and the Government of Moscow became the first achievement. In 2012 the command of Electronic Moscow completely implemented EDMS in all executive authorities of the city of Moscow. Then implementation in subordinated organizations of executive authorities of the city of Moscow began.

For January, 2015 more than 2,200 organizations — the Office of the Mayor and the Government of Moscow, Management of Deputy Mayors of Moscow, Departments, Committees, Prefectures, Justices, territorial authorities, public institutions and also the commercial organizations interacting with the city are connected to EDMS.

Implementation of a single system of legally significant electronic document management helped to integrate information space of executive authorities of the city of Moscow: systematize and regulate processes of document flow in departments and also arrange work of divisions with documents.

Implementation of such large-scale project is the important initiative directed to centralization of IT infrastructure in executive authorities. Despite the volume of tasks and the integrated difficulties, the project it was succeeded to implement in the planned terms.

2015: As well as why Moscow constructed EDMS on DWH of IBM FlashSystem

In September, 2015 the ovetnik of the technical director of Electronic Moscow Malin Timur told about advantages of transition to IBM FlashSystem to the "Electronic Document Management System of the Government of Moscow" project.

The Electronic Moscow company began system implementation of electronic document management of the Government of Moscow in 2011. Today the project is successfully implemented therefore the EDMS, largest in Russia, is constructed. Electronic Moscow provides this service to the city on service model.

Important difference of the state EDMS is ensuring the legal importance of documents and work with citizens' appeals according to the Federal Law.

All lifecycle of in-house documents – registration, approval, execution – passes in electronic form, including from mobile devices that considerably reduces decision making time and also allows heads to estimate quickly work and to control timely execution.

Representatives of business, in need of exchange of documents with authorities and the organizations of Moscow can be also connected to a system.

Since project launch the number of users constantly grows. OIV of Moscow and also more than 2600 state institutions are connected to EDMS all. In a system more than 50 thousand active users work, creating more than 24 thousand daily connections a day with peak to 11 thousand users per hour.

Totally in a system there are 132 million documents, at the same time are daily created up to 50 thousand documents, i.e. 1 million documents a month. 2.5 TB occupies DBMS with office fields and metadata, 79 TB file storages.

Dynamic growth of users and amount of the processed requests led to increase in response time of a system at the appeal to archive. To optimize process and to provide high availability, the decision to implement more powerful storage system is made.

"We tested solutions of several suppliers, and after a number of pilots stopped on IBM FlashSystems 820 as the most full corresponding to such criteria as performance, energy efficiency and cost" — Timur Malin noted.

Implementation of a complex of data storage allowed to reduce costs for administration, to accelerate system operation and also to reduce operating costs in DPC due to smaller energy consumption and more dense placement of disk space in a rack. Also one of the most important advantages of use of IBM FlashSystem 820 was seamless integration in the current infrastructure.

"Positive effects from implementation were mentioned as from the customer, and our own service of operation. For the user response time of a system considerably decreased, search in documents accelerated in tens of times — now it is possible to find the document literally for several seconds. Considerably the number of incidents decreased. From us as exploiters, we noted that labor costs on service as a system practically does not require to itself attention decreased" — the adviser to the technical director of Electronic Moscow told.