ELAR completed creation of the Uniform archival information system of the Republic of Tatarstan

2018

Project completion of creation of the Uniform archival information system

On June 6, 2018 ELAR corporation announced project completion of creation of the Uniform archival information system of the Republic of Tatarstan (EAIS RT) based on the AIS ELAR-archive. Transfer on storage to the state and municipal archives not only paper, but also electronic documents after fixed term is completely automated. Thanks to this solution all archive industry of the region including the State committee, the State archive and 46 municipal archives is automated.

The project began in 2016 and assumed the solution of a task of automatic delivery in the electronic form of any archive documents created in the Uniform interdepartmental electronic document management system of RT which works since 2009 and more than 11,000 employees and creation of 8 thousand new documents and resolutions in day ensure functioning.

"Acceptance on the state storage of electronic documents and their use according to regulations of the archive legislation, perhaps, one of the most topical issues which concerns activity of archives and quality of providing archive services to the population in general. Many organizations and organizations have the electronic archives containing document files exclusively in electronic form and at the same time effectual in law, equivalent to paper originals". Alexander Radchenko, the Head of Department on work with archives of ELAR corporation

Besides, activity of archives regarding rendering services to physical persons and legal entities in issue of references is automated and access to funds for researches is provided. EAIS RT is synchronized with the portal of public services, i.e. each request of citizens is displayed in a system, and at the request of users informing on the status of processing and the notification of the readiness of necessary documents with the attached electronic copy is provided. Automation of process allowed to exclude errors, to considerably reduce labor costs of specialists and waiting time of citizens on requests of documents.

The project is executed within the "Development of Archiving in the Republic of Tatarstan for 2016−2020" state program. Its development and implementation of technologies and services in archive activity is in the future supposed. In particular, the project is going to be broadcast for other regions of Russia, for this purpose in ELAR corporation the special program interface (API) which will allow to integrate easily the AIS ELAR-archive from any EDMS is developed.

Rewarding of municipal archives of the region with complexes of ELARSKAN A2

As it became known in February, 2018, at the enlarged meeting of board of the State committee of the Republic of Tatarstan on archiving the decision on rewarding of five municipal archives of the region with complexes of planetary scanning of ELARSKAN of A2 was made.

Since 2017 for the purpose of strengthening and development of material and technical resources of municipal archives their grant support is provided. Within this initiative archives departments of Verkhneuslonsky, Yelabuga, Zainsky, Sabinsky, Tetyushsky districts were equipped with scanners of ELARSKAN A2 which were delivered by ELAR corporation.

Using ELARSKAN of A2 in municipal archives it is going to scan the most demanded and valuable units of storage among which there are documents of funds of local authorities and public administration, local government authorities, organizations and enterprises; personal funds and archive collections, etc.

It is expected that from now on work on digitization of documents in archives of municipal districts will be conducted systemically. It will allow to fill with digital copies of these documents "A uniform archival information system of the Republic of Tatarstan" that, in turn, will positively affect quality and speed of rendering services in social and legal requests of citizens.

"Creation of copies of fund of use in a digital format gives to archives the chance to withdraw originals of documents from circulation and to work with electronic images. For this reason scanning in high quality on a professional equipment is one of the important tools used to ensuring safety of archive documents". Alexander Radchenko, the Head of Department on work with archives of ELAR corporation

2017: Start of work of EAIS RT

At the beginning of 2017 in Kazan there took place the enlarged meeting of board of the State committee of the Republic of Tatarstan on archiving devoted to new methods and instruments of collecting, storage and providing archive information: in the region the Uniform archival information system earned.

The President of Tatarstan Rustam Minnikhanov, the head of Rosarkhiv Andrey Artizov, the chairman of the State Committee of the region on archiving Irada Ayupova, representatives of the republican ministries and departments, regional and municipal archives, enterprises, public organizations and science participated in an action.

Participants of the colleague discussed results and the directions of system work which is conducted in the republic on consolidation of contemporary records from public authorities, the enterprises and organizations, the non-profit and religious organizations now, and working off of convenient services of providing the necessary information to users and interested persons. This activity demands from the State Committee of search and creation of new methodology of storage, management, search and providing access to archive documents and data. The State Committee works on this task as within the Strategy of development of archiving of the region created now till 2030, and accomplishment of actions of the state program till 2020. Irada Ayupova reported on what is made within a year. In particular, during 2016 the first stage of creation of the information retrieval system according to documents of public authorities of RT, archive organizations is implemented.

The representative of developer company, the Head of Department on work with archives of ELAR corporation Alexander Radchenko, commented on the current project deliverables: "A system contains all information from the State committee of the Republic of Tatarstan on archiving, the state and municipal archives, automated information systems of archives. It gives the chance to archivists of the republic very quickly to look for documents and data that positively affects completion dates of requests and service of users in reading rooms".

The Unified information system (EAIS RT) became one more system which earned in Tatarstan. Not only employees of archives, but also ordinary citizens can use it. Thanks to its implementation and also filling by the database in 885,000 records, the explanatory notes of the State archive of documents on staff of RT, National archive of the Republic of Tatarstan and the Central state archive of historical and political documentation of the republic are via the Internet available to users.

Within the meeting demonstration of the implemented systems and also the equipment for digitization of archivings and documents took place. ELAR corporation also provided the Complex of Independent Scanning (CIS) for the organization in archive organizations of sections of copying of documents by users of reading rooms. Participants of a meeting noted that the terminal is convenient for users and is safe for originals of documents.

The solution of the major task which is provided in the "Development of Archiving in the Republic of Tatarstan for 2016-2020." state program is planned for 2017 namely: preparation of archives for acceptance, preserving and use of electronic documents, ensuring their authenticity. During 2016 system developers of electronic document management which is used in all executive authorities of RT created the module for unloading of electronic documents from EDMS for transfer them in archives. In the current year work on integration of the module with EAIS RT and working off of mechanisms of acceptance, preserving and ensuring authenticity of electronic documents by their transfer for state storage will begin. Thus, in Tatarstan it is going to implement the project, advanced and unique for the Russian archives.