The administration Birsk created electronic archive of documents

2020: Creation of electronic archive

Due to the vigorous activity and a big flow of documentation before the head Administrations of the Birsk district of the Republic Bashkortostan there was a need of creation of uniform electronic archive of documents. Atlas Soft Reported about it on January 26, 2021.

Having got acquainted with a number of the systems of electronic archives, the management stopped the choice on the ETLA system. During study of the matter a number of requirements to the implemented system was created:

• The reliable and protected from attempts of cracking document storage.
• Flexible and quick search of documents, about a possibility of configuration of search options.
• A system should be completely domestic development and enter the register of the Russian software.
• Existence of stream input of documents from the scanner.
• Protection of a system against a different type of network attacks.
• Existence of the automated mechanisms of backup both the database, and base of documents.
• Existence of all necessary tools for system implementation by forces of specialists of administration.

After installation of a system specialists of administration by own efforts carried out setup of a system, namely:

• Brought to the system of users.
• Created user groups.
• Created structure of document storage in a system.
• Configured distribution of access rights of users and user groups.
• Created reference books.
• Made setup of cards and structure of attributes for the existing document types.
• Configured the approved processing of documents.
• Performed tuning of rules of automatic numbering, automatic naming, automatic placement of documents at their registration in a system. These mechanisms very strongly simplify document registration due to minimizing of number of actions of the user of a system.
• Created the necessary list of document templates.

As a result of implementation of electronic archive in addition to the solution of assigned tasks the Administration received a number of additional tools which considerably simplified, increased reliability and efficiency of work with documents of administration, for the account:

• creations of unified information environment;
• possibilities of parallel collective operation with documents of different user groups;
• fast registration of the entering and outgoing documentation;
• the centralized, transparent and structured storage of electronic documents;
• quick search both on attributes, and on document contents.