The administration of the city district of Orekhovo-Zuyevo passes to electronic document management using a system Case

In Administration of the city district of Orekhovo-Zuyevo of the Moscow region the implementation project of the uniform automated electronic document management system based on development of Electronic Office Systems (EOS) company "CASE" is conducted. All project works are performed by the partner of EOS Group – SoftExpert company (Tula).

By the time of making decision on implementation of EDMS "DELO" in administration of the city district of Orekhovo-Zuyevo document registration was conducted partially in paper form, partially using the software solution developed by specialists of administration of the city district of Orekhovo-Zuyevo.

In the course of work with documents the staff of administration often met the difficulties connected with tracking of the movement of documents, control of performing discipline, collecting of necessary statistics on documents and instructions.

The choice by the customer of EDMS "DELO" as basic solution on workflow automation is caused by high reliability and the rich functionality of a system considering all necessary requirements and standards in the field of conducting electronic document management. The CASE system successfully functions in most federal and regional authorities of all levels.

Project objective was creation of the uniform automated electronic document management system of administration of the city district of Orekhovo-Zuyevo.

At the first stage of system implementation the following tasks were set:

• streamlining of processes of registration of the entering, outgoing, internal documents and citizens' appeals;
• the organization of uniform base for creation and storage of registration cards of the document and also texts of documents electronically;
• ensuring operational obtaining information on a status of execution and location of any document;
• control over execution of instructions, citizens' appeals and organizations, resolutions and indications of the management;
• implementation of document retrieval on any set of details of a registration and control card;
• providing online access of staff of all divisions to necessary documentation.

At the initial stage of implementation the developed document flow of the city administration was analyzed. Schemes of the movement of all document types are studied. The procedure of significant simplification of document flow of administration of the city district of Orekhovo-Zuyevo on the basis of which setup of the CASE system is made was offered, the scheme of the movement of documents from the moment of their creation before write-off in case is developed.

Special attention was paid to process of registration and processing of documentation on citizens' appeals and regulatory legal acts. The add-on module allowing to collect statistics on the number of addresses for a certain time frame is developed for section on work with citizens' appeals.

On the next stages of the project add-on modules of a system were implemented. Use of a subsystem of "DELO-WEB" allowed to get full access to a workplace through the web interface thanks to what there was an opportunity to continue work with documents from any computer connected to the Internet. The options "Line Scanning" and "Barcode Printing" for conversion of paper documents to an electronic form and their automatic attachment to registration cards are implemented.

For the staff of divisions of administration the course of training of users of a system is conducted. Designer's service is exercised.

As a result of project implementation in October, 2011 a system is put in trial operation. Now in a system all structural divisions of administration work that allowed to arrange and accelerate work with documents, to provide effective control behind execution of documents, to considerably accelerate collecting of necessary statistics on documents and instructions. Thanks to implementation of the option "Line Scanning" formation of electronic base of documents began that will reduce fixed costs by clerical expenses.

Thus, it is possible to say that all tasks of the first stage of implementation of the CASE automated electronic document management system were carried out.

In development plans for the automated electronic document management system of administration of the city district of Orekhovo-Zuyevo: scaling of a system, purchase of additional options.

In 2012 transition to work with draft documents in electronic form using the electronic digital signature is planned. Implementation of the EDS and the option "Legally Significant Document Flow of the Enterprise" in the long term will allow to refuse completely documents of long storage, having replaced paper carriers with electronic. Expansion of number of places of the option "Line Scanning" and development of additional report forms and also phased transition to exchange of internal documents on paperless technology is planned. Thus, premises for creation of a system of electronic interaction between the different organizations and departments and administration of the city district of Orekhovo-Zuyevo form.