The government of the Republic of Bashkortostan establishes electronic cooperation

The Business Logic 2.0 company completed an implementation project of an electronic document management system "Logic of ECM. A state administration" for public authorities of the Republic of Bashkortostan, the company reported on January 23, 2013.

Reality

In a single system of interdepartmental electronic document management 2200 employees of central offices of 29 republican ministries and departments which process more than 1000 documents a day act.

Public authorities of the Republic of Bashkortostan form a system of 34 organizations where about 7000 employees work. Document flow of all republican authorities and departments is several hundred thousands of documents a year.

Start

For reduction of terms of processing of internal and external documents, ensuring effective control behind execution of instructions, orders, orders, introductions of the uniform standard of work with electronic documents the decision to create the system of interdepartmental document flow in the republic and to implement local EDMS in each organization is made.

The Business Logic 2.0 company is elected by the contractor of the project on a competitive basis. offered an electronic document management system as the basic solution "the Logician of ECM. A state administration" (ex-BOSS-Referent of BR+), developed on the open source. The government of the republic was guided by use of Open Source for several reasons: the scale of implementation of EDMS (all regional public authorities and subordinated organizations), significant economy on assignments to vendors at all stages of product lifecycle and also reliability augmentation and safety of functioning of a system.

The agency on information technologies of the Republic of Bashkortostan and Business Logic 2.0 company jointly develops strategy of implementation of EDMS: collecting, the analysis and data processing and requirements, planning and deployment of infrastructure solutions, preparation of a template of a system with the preset universal settings, replication of a system taking into account individual requirements of the organizations and user training.

Solution

Application of a method of the centralized processing allowed to receive the steady, easily expanded configuration for transfer of electronic documents within all republic with ensuring full control of execution. The exchange mechanism based on the MEDO protocol allows to perform interaction with federal authorities in electronic form. Besides, support of a transmission format data according to GOST-R-53898-2010 provided implementation of exchange of legally significant documents.

On the basis of widespread industry standards of data transmission it was succeeded to create the flexible and reliable scheme of interaction covering vertical interaction with federal public authorities, horizontal interaction between regional executive authorities, interdepartmental interaction with municipal self-government institutions.

In a project deliverable effective interdepartmental electronic cooperation between state bodies of Bashkortostan is established, automated management of documents and processes of their processing, including accounting and control on all lifecycle of the electronic document is provided, the labor input is reduced and completion dates of documentary instructions are reduced. Thanks to efforts of a project team electronic forms of interdepartmental interaction of state agencies of the republic received the official status using the electronic signature. Also in the spirit of today secure remote and mobile access of users to documents according to their competences is provided. Mobile access is implemented using the solution "Logic of ECM. Mobile" which allows to approve and sign remotely documents in electronic form, to distribute instructions among employees and to control their accomplishment.

Ildar Yamalov, the head of the Agency on information technologies of the Republic of Bashkortostan, emphasized: "Implementation of our project we showed efficiency of creation based on Open Source of the scalable, geographically distributed electronic document management system expected several thousands of users. System "Logic of ECM. A state administration", developed on components of the free software, it is steady and does not concede in quality of services and ensuring necessary functionality to the proprietary systems. Also I consider achievement of the project the shortest time of mass implementation of EDMS that became possible due to use of distance learning, the thought-over preproject inspection, competent formation of a project team. A new system has the wide horizon of use and provides our readiness for time calls if fast integration with other systems or completion in connection with change of a regulatory framework is required".

Project Results

On January 24, 2014 the Business Logic company announced results of year operation of the solution Logic of ECM. The state administration in bodies of a state administration of the Republic of Bashkortostan - the number of users of a system grew more than twice and exceeded 5 thousand people, and the single system of interdepartmental electronic document management includes 200 organizations of executive power processing more than 2.5 thousand documents a day.

Interdepartmental electronic cooperation is established, automated management of documents and processes of their processing, including accounting and control on all lifecycle of the electronic document is provided and also the labor input is reduced and completion dates of documentary instructions are reduced.

In development of the project partners replicated an electronic document management system on subordinated organizations and the number of users increased up to five thousand. Experts of the Agency of information technologies of Bashkortostan in cooperation with specialists of Business Logic developed the concept of development of the system of interdepartmental electronic document management (SIEDM) of state bodies of the Republic of Bashkortostan.

According to it, SMED - a part of information and communication infrastructure of the electronic government of Bashkortostan is also intended to provide conducting electronic document management, interdepartmental exchange of electronic documents and interdepartmental interaction in state agencies of the republic. Transition of republican public authorities from traditional office-work and document flow to management of electronic documents of any kind using management tools corporate information content (Enterprise content management, ECM) and also the technologies of creation of systems providing a possibility of operational collaboration, information exchange and joint decision making (Enterprise 2.0) in interdepartmental and single interdepartmental questions became distinctive feature of implementation of the concept.

In development of SMED tasks are solved:

• expansion of functionality of a system
• ensuring legally significant electronic document management of public authorities for all document groups and their guaranteed delivery
• automation of complete lifecycle of all document groups circulating in OGV
• additional integration with the information systems containing the data necessary for adoption of the relevant decisions
• organization of the most rational use of resources
• the organization of the interactive environment of interaction of employees in the course of the solution of assigned tasks using mechanisms of social networks

The number of participants of SMED is increased up to 5020 people. Territorial subdivisions of federal executive authorities, the OGV RB subordinated organizations and economic entities of the republic - 200 organizations, applicants (legal entities and physical person) in the presence at them the certificate of a key of the electronic signature are involved in process.

Data for January, 2014

From the moment of system implementation of electronic document management "Logic of ECM. A state administration" (ex-"BOSS-Referent of BR+") on the platform of JBoss Open Source in a pilot zone of public authorities of the Republic of Bashkortostan there passed one year. During this time the number of users of a system increased more than twice, having exceeded 5000 people, and the single system of interdepartmental electronic document management includes 200 organizations of executive power processing more than 2500 documents a day.