The government of the Murmansk region has optimized the EDMS for interaction according to EDM 2.7.1

2022: Optimization of EDMS for interaction according to EDMS 2.7.1

The government of the Murmansk region has optimized the EDMS for interaction according to EDM 2.7.1. This was announced on June 22, 2022 by Digital Design.

Since 2009 state Murmansk region projects , the document management system "" based on the Priority Docvision platform has been used in the executive authorities to work with documents, official correspondence and coordination of legal acts.

The solution can be applied at workplaces in the office, as well as in a remote work format. The Governor of the Murmansk Region, his deputies, heads of ministries, committees and departments work directly in the system, and also use the mobile version of the solution "Automated Manager's Workplace" for an operational schedule of resolutions, coordination and approval of draft electronic documents using an electronic signature.

Every day, about 2,500 tasks are approved in the system and about 1,500 documents are registered, and in total, about 5 million were registered during their use. The system consolidates work with data coming from other resources, including from the website "Public Reception of the Government of the Murmansk Region," the official website of the President of the Russian Federation and the MEDO system (interdepartmental electronic document management).

In March 2021, a joint order Ministry of Digital Science of Russia FSO Russia of 04.12.2020 No. 667/233 entered into force, which determined the composition of the data format of the latest version 2.7.1 when exchanging documents under the EDM.

In order to meet these requirements for organizational and technical interaction of state bodies and organizations, the system was optimized to ensure the possibility of integration with the MEDO. The work was carried out by Digital Design, one of the players in the EDMS/ESM market in Russia, which has been developing the system in the Government of the Murmansk Region for more than 10 years.

As part of the project, all components of the EDMS were updated, including the Docsvision Core platform, the transition to servers with the current version of the operating system was made . As a result of the work carried out, it is possible to process the EDM data in the latest version format.

{{quote 'author = said Deputy Governor - Minister of Digital Development of Murmansk RegionAlexandra Nikipelova. | Within the framework of the project, a number of settings and improvements were promptly carried out, which make it possible to implement the exchange of electronic documents between government agencies and state organizations, taking into account the requirements of the joint order of the Ministry of Digital Science of Russia and the Federal Security Service of Russia of 04.12.2020 No. 667/233. Based on the results of the work for the executive bodies of state power of the Murmansk region, the possibility of exchanging electronic documents of official correspondence in the format of MED version 2.7.1,}}

Шаблон:Quote 'author = noted Deputy General Director of CJSC "Digital Design" Vasily Novikov.

2020: Restructuring of EDMS to a remote work format

More than a thousand employees of all executive bodies of state power of the Murmansk region can work remotely in the electronic document management system on the basis of the Docsvision platform. The use and systematic development of the Priority documentation management system made it possible to quickly and effectively organize a remote format of specialists' work and ensure the possibility of prompt publication of legally significant electronic documents, including legal acts of the regional level. This was announced on June 16, 2020 by Digital Design.

The decision to temporarily transfer employees to a remote format of work in connection with the threat of the spread of coronavirus infection was made at the end of March. The project was implemented in a short time due to the settings used in the system, the functionality of electronic coordination, the presence of mobile workplaces for managers and the full deployment of the web client of the documentation management system.

{{quote "For more than 10 years we have been providing support and development of the electronic document management system in the government of the Murmansk region. Thanks to the flexibility of the system and long-term joint work, it was possible to provide employees of the executive bodies of state power in the region with modern digital jobs with minimal dependence on their location, - commented Igor Korotenko, project manager for the Digital Design documentation management systems. }}

As of June 16, 2020, more than 80% of internal and outgoing documents of the IOGV of the Murmansk Region are published in electronic format. Approval of draft legal acts such as resolutions and orders of the government and the governor of the Murmansk region, in most cases, is carried out in the SDS in electronic form. The governor, his deputies, heads of ministries, committees and departments work, among other things, in the mobile version of the "Automated Workplace of the Head," which allows you to quickly participate in the process of scheduling resolutions and coordination, as well as approve draft electronic documents using an electronic signature.

The high level of informatization of the activities of the authorities of the Murmansk region, including document management processes, as well as the presence of competencies in compliance with information security requirements, allowed us to transfer employees to a remote format of work as quickly and efficiently as possible in 2020. As of June 2020, employees of the Government of the Murmansk Region - from performers to senior management - constantly use the electronic document management system, which allows maintaining communication between authorities at the proper level, "said Ivan Parkhomenko, Minister of Digital Development of the Murmansk Region.

2017: Launch of Legally Relevant Electronic Document Management

On November 9, 2017, Digital Design announced that in 2017, using the electronic document management system (SEDO) of the Government of the Murmansk Region, a legally significant electronic document management (UZEDO) was launched, which was attended by 26 executive bodies of state power of the Murmansk Region (IOGV). The project was implemented with the help of specialists from the Digital Design IT company.

The first steps to digitalize the processes of working with documents of official correspondence in the Government of the Murmansk Region (PMO) were taken back in 2009 with the beginning of the use of the electronic document management system (EDC) within the framework of the concept of regional informatization.

Preparation of the EDC of the Government of the Murmansk Region for the possibility of exchanging legally significant electronic documents began back in 2016, when the Digital Design company began to finalize the functionality of the system. The work carried out supplemented the EDMS with the tools necessary to create electronic documents in accordance with the requirements of federal legislation, and ensured the possibility of obtaining electronic documents from the participants of the EDMS from the beginning of 2017, as well as the use of electronic approval in the preparation of documents of the IHV official correspondence.

After the introduction of additional regulatory provisions in the organizational documents in August 2017, the publication of legally significant electronic documents with the use of an enhanced qualified electronic signature (EP) became authorized. The implemented functionality is actively used, the share of outgoing and internal documents published in electronic form is growing rapidly.

In connection with the introduction of UWEDO, it was necessary to make a number of modifications to some functions of the system. To speed up the process of working with electronic documents, an electronic stamp was developed for registering electronic documents, settings were made for the workplaces of employees responsible for workflow in the CMO and IOGV. The implemented capabilities of the system ensured control over the exchange of electronic documents and the receipt of statistical data necessary for the formation of reports.

In the course of UWEDO development, it is planned to ensure the possibility for the IOGV managers to approve electronic documents in the environment of the mobile application "Automated Manager's Workplace" (Head's AWS). The application provides information protection, allows you to control the reliability of the document signing process, receive complete information about the owner of the EP certificate.

With total informatization, it is important not only to be the first in the technological race, but also to ensure the comfortable work of people, in this case - employees of the IOGV, since they are the main labor resource. SEDO's capabilities will speed up the processes of preparing documents, and a comfortable stay in the user system makes this work effective, "said Timur Lapin, Chairman of the Committee for the Development of Information Technologies and Communications of the Murmansk Region.

The next task to be solved during the implementation of UWEDO is the creation of electronic archives that ensure the long-term storage of legally significant electronic documents in accordance with the recommendations of VNIIDAD. The electronic archive will ensure the safety of original structured files with EP and electronic copies of paper original documents. The pre-launch project to set up a stand with an electronic archive in the PMO has already been completed, it is planned to further develop this topic, they told Digital Design.

We are also starting to integrate the EDMS with the ССТУ.РФ portal to download the results of the consideration of citizens' appeals. In accordance with the Decree of the President of the Russian Federation, from July 1 of this year, all information about citizens' appeals and the results of their consideration is posted in a special section of the portal ССТУ.РФ. With the help of Digital Design competencies, we automate training, generation and submission of reports, which will allow us not only to optimize the process and save human resources, but also improve the process of processing requests, - Timur Lapin shared his development plans.

2016: SEDO of the Government of the Murmansk Region has been finalized to organize paperless document management

Digital Design has implemented a project to improve the functionality of the electronic document management system (EDMS) of the Government of the Murmansk Region. The work carried out allows the customer to agree on documents using an electronic signature and organize a full-fledged legally significant electronic document flow. The project was completed in July 2016.

SEDO based on the Russian Docsvision platform was introduced in the Government of the Murmansk Region back in 2009. The system automates a significant amount of document flow: in total, it contains over 2 million documents, and the increase is about 1,500 documents per day. Over 1200 users work in SEDO.

The functionality of the system was refined by the customer in order to fulfill the requirements of the Decree of the Government of the Russian Federation of 6.09.2012 No. 890 "On Measures to Improve Electronic Document Management in State Authorities" and the Concept of Regional Informatization, approved by Order of the Government of the Russian Federation of 29.12.2014 No. 2769.

Approval of outgoing and internal documents, including documents of the regional government and draft regulatory legal acts (NPA), is carried out by responsible employees of the executive bodies of state power of the Murmansk region (IHV) manually, by collecting visas on paper. The possibility of electronic approval in the EDD was implemented by Digital Design in several stages: in 2015, a pilot project was carried out for the Committee for the Development of Information Technologies and Communications of the Murmansk Region, at the beginning of this year this experience was disseminated to other IOGVs, and at the final stage, work was carried out to automate the process of approving NPA projects.

To fulfill the assigned tasks, Digital Design specialists analyzed the existing processes for coordinating documents of official correspondence, draft NPAs and documents of the regional government and IOGV. The roles of process participants were highlighted and the corresponding rights were set up, an analysis was carried out of the possible use of documents of various types of electronic signature in the approval processes, depending on the position of the employee. In addition, the EDMS functionality was supplemented with new mail notifications for users about events in the negotiation process, for example, about the completion of the negotiation route, about the execution of the approval task without a solution, etc.

The contractor has updated the AWS Manager's solution, which allows senior and middle managers using mobile devices to participate as quickly as possible in the process of scheduling resolutions and approving draft documents.

Settings have also been made for the EDMS web client, which by the end of this year is planned to be provided for use by members of the regional government, heads of the EGV and their deputies to create conditions for quick and convenient work with EDMS documents.

Within the framework of the project, a number of settings and improvements were carried out that will allow the IOGV to implement the exchange of electronic documents between government agencies and state organizations, taking into account the requirements of the joint order of the Ministry of Communications of the Russian Federation and the FSO of Russia No. 186/258 of 27.05.2015, and the functionality of the interdepartmental electronic document management module (EDO) has been updated to the current version 2.7.

The employees of Digital Design also trained the responsible specialists of the customer, developed instructions and video tutorials on electronic approval techniques, which ensured the proper conditions for the fastest adaptation of IOGV specialists to changes and new processes in the EDMS.

2015: Modernization of the EDMS of the Government of the Murmansk Region on the basis of Docsvision completed

The first stage of the project to introduce an electronic document management system in the Government of the Murmansk Region has been completed. Thus, the technological and organizational basis for the formation of the Electronic Government of the Murmansk region is laid. The development and implementation of EDMS on the DocsVision platform is carried out by Digital Design. The project took about eight months to complete.

Dmitry Dmitrienko, Governor of the Murmansk Region: "The strategy for the development of the information society in Russia, approved by the President of the Russian Federation in 2008, is aimed, among other things, at improving the efficiency of public administration and local self-government. One of its areas is the creation of e-government, which will improve the quality and efficiency of the provision of public services. The electronic document management system introduced in the Government of the Murmansk Region is the first step towards this. In the future, the EDMS will be introduced in other government bodies of the region. "

The electronic document management system allows you to automate the processing of incoming and outgoing correspondence, including its streaming scanning for digital translation, as well as the processing of internal correspondence and organizational and administrative documents. At the same time, Digital Design converted data from a previously used software package.

An important part of the project is the electronic "Public Reception." It allows residents of the Murmansk region to create electronic appeals on the website of the regional government. These requests are automatically registered in the electronic document management system for further processing. The applicant can receive notifications about the status of his appeal by e-mail, as well as in the so-called "personal account" in the "Virtual Reception." In addition, this module allows you to publish schedules for the reception of managers and conduct an automated recording of citizens for an appointment.

Currently, all 28 executive state authorities of the Government of the Murmansk Region work in the electronic document management system.

Fedorov Andrey, CEO, Digital Design: "It is difficult to imagine a sphere where electronic document management systems would be more effective than in government bodies. Their activities are largely related to working with documents, their distribution, execution of orders. Electronic document management systems that automate these processes and allow you to control the performing discipline are a prerequisite for the development of government agencies in the modern world. "

In December 2010, Digital Design won a competition for the development and implementation of a remote automated workplace (AWS) for senior and middle managers of the Government of the Murmansk Region. AWS will allow the governor, six vice-governors and 30 heads of executive bodies of state power to work remotely with the electronic document management system and the agenda using tablet computers, Digital Design said in a statement.

According to Digital Design, the AWS of the head of the Government will include two functional modules. The first module will ensure the operation of the AWS with the electronic document management system. The solution will be integrated with EDMS on the DocsVision platform, which Digital Design introduced in the Government of the Murmansk Region earlier. As a result, the AWS of the head of the Government will provide for viewing documents, issuing resolutions (using a keyboard, pen or voice input), and monitoring the execution of orders. Work can be carried out both online and offline. The system will be designed for simultaneous remote connection of up to 100 users.

The second AWS module of the Head of Government is "Electronic folder for meetings." This module will allow the user to work with the agenda and related documents. The corresponding data will be entered into the system by assistant managers using a special interface, noted in Digital Design.

2014: Project Development

On April 15, Digital Design announced the start of a project to transfer the electronic document management system (EDMS) of the Government of the Murmansk Region to the Docsvision 4.5 software platform.

As of April 15, 2014, more than 1,000 users work in the system, the mutual exchange of documents in electronic form is carried out by 29 independent organizations that make up the system of executive bodies of state power in the region.

Compared to the previously used software, the new version of the electronic document management system Digital Design has a number of obvious advantages: a specialized manager's workplace has been designed, operating under the Windows and iOS operating systems (for iPad mobile devices), it has a detailed process for coordinating documents, focusing on mobile employees, improved performance, improved interface. In addition, the system is supplemented with a number of other new functions.

The company Digital Design was determined by the contractor based on the results of the procedure for placing a state order.

Dmitry Pekker, project manager for Digital Design, said: "The transfer of such a large-scale system in industrial operation is a laborious process and requires careful preparation. The distributed structure of the Government of the Murmansk Region, represented by its apparatus and 27 state authorities (IHV), is connected by a single electronic document management system. In addition, the regional Duma, local governments and subordinate institutions have limited access to the EDO. "

Within the framework of the project, the integrator company will have to automate the correspondence schemes of the executive bodies of state power with the Government of the Murmansk region and local governments for the current software. Digital Design specialists integrate the electronic document management system with other information systems: the Automated system for working with citizens' appeals of the Presidential Administration of the Russian Federation (AS OG), the Interdepartmental electronic document management system and the portal of the Public Reception of the Government of the Murmansk Region.

"We have to transfer the EDMS to a new version of the software, while not only preserving the existing functionality of the system, but also expanding it. When translating, we will have to take into account that at present the system is actively used by IOGV employees and is the main tool in working with documents and executing orders. It will be necessary to conduct large-scale training of personnel, "said Sergey Gaidamakov, director of the automation department of state structures Digital Design

Timur Lapin, Chairman of the Committee for the Development of Information Technologies and Communications of the Murmansk Region: "Our almost five-year successful experience in the use and development of SEDO testifies to the high level of qualification of Digital Design specialists and the competence of the integrator in the field of implementation, maintenance and development of information systems. As a result of the modernization of the system, we plan to start introducing electronic signature and electronic approval, to increase the number of mobile employees. As a result of the work, conditions will be provided for the transition of the Government of the Murmansk region and the executive bodies of state power of the region to fully electronic document management. "