The legislative assembly of the Novosibirsk region automated work with archive based on Archiving

2019: System implementation Archiving

On June 19, 2019 the EOS Group company announced carrying out the next stage of automation of document processes in Legislative Assembly of the Novosibirsk region. In June, 2019 in the organization the specialized solution for work with archive – the Archiving system appeared. Specialists of KS-Consulting were engaged in implementation.

As a result of implementation of EDMS Matter in the office of Legislative Assembly of a sales tax the basic document processes – registration, pronouncement of resolutions, passing of documents and their execution and also work with bills are automated. The single database with a possibility of viewing the electronic versions attached to registration cards and search in any details is created. The archive, i.e. the organization of storage, use and destruction of the documents finished with office-work remained the only section of "lifecycle" of document flow which changes concerned only partially.

On the way to electronic archive of documents: "Archiving" for operational storage and preparation of the nomenclature of affairs Legislative Assembly of the Novosibirsk region is a source of completing of Archive fund of the Russian Federation. The documents, most valuable to history, which are formed in its activity are subject to transfer to State archive (in paper form) after the expiration of storage lives in archive of the organization. Processing of affairs of permanent and long-term storage is conducted on a contractual basis by the staff of the State archive of the Novosibirsk region. Work with affairs of temporary storage lives and the subsequent their destruction and also drawing up the nomenclature of affairs – a duty of employees of the office of Legislative Assembly.

For simplification of work with the documents completed by office-work during their operational storage and also for automation of preparation of the nomenclature of affairs the Archiving system was selected. With its help it was going to solve the following problems:

• Create electronic archive of the organization with exhaustive search capabilities of affairs and documents on which office-work is complete.
• Organize operational storage of affairs.
• Reduce costs of time for search of necessary affairs and documents.
• Automate preparation of the nomenclature of affairs of Legislative Assembly.

According to distribution of duties in each structural division of Legislative Assembly is available responsible for office-work. It makes the nomenclature of division and completes affairs for transfer to archive of the organization. Drawing up the summary nomenclature is assigned to responsible for archive, and in connection with implementation of the specialized solution its task considerably became simpler. According to the results of implementation the summary nomenclature of affairs forms in the Archiving system, then it is exported to "CASE", and according to it users will already write off documents in nomenclature affairs.

"Archiving" is initially integrated with EDMS "DELO" (such opportunity is put by the developer). For June, 2019 3 licenses for different user roles purchased: "Archive worker", Clerk, Reader.

The employee with a role "The archive worker" has access to a maximum of functions in a system and will be engaged in updating of reference books, drawing up the summary nomenclature and export of RK from EDMS "DELO". Write-off of documents in nomenclature affairs - "DELA" regular functions it is also available to users of EDMS with the appropriate rights. Thus, all registration cards of documents will be transferred from EDMS with the most complete information, and the specialist will not need to enter them to Archiving manually.

Role Clerk and the appropriate user workplace is intended for the specialist who is engaged in drawing up the nomenclature of affairs of office, export of RK of documents of this division of EDMS "DELO" and execution of acts of destruction of affairs with the expired storage lives.

To unload an electronic document management system from the documents finished with office-work, their operational storage in the Archiving system is organized. For access to them the user license "Reader" is purchased. It is less possibility of this role, than at categories "Archive Worker" and "Clerk", but are sufficient for the solution of the tasks: it allows to perform quick search of the necessary documents exported from EDMS "DELO". In plans for the future – to consider a question of additional purchase of such licenses that will allow to ensure a full-fledged work with documents in electronic form in each of divisions (through responsible for office-work).

Installation and setup of a system is carried out using specialists of KS-Consulting company. In the database the maximum quantity of information is put: the reference book Funds, a fondoobrazovatel, the nomenclature of affairs, articles of storage according to the standard list, the reference book "Users".

Within this stage of automation the additional software for EDMS "CASE is also purchased. In particular, the subsystem Process management (allows to implement any document processes in EDMS), server "DELO-Web" (for access to EDMS via the web interface) and barcode the option "Printing" purchased (it is used for recognitions of paper documents at them scanning).

2013: Development of an information system

In 2013 Legislative assembly of the Novosibirsk region|the Legislative Assembly of the Novosibirsk region expanded quantity of jobs in the CASE system to 115, the press service of KS-Consulting integrator reported on July 29, 2013. EDMS covers all divisions and standing committees and the commissions and all employees.

Besides, by the office of Legislative Assembly of the Novosibirsk region 115 licenses of the Monitoring of Documents application for all users of EDMS purchased. This product is developed by KS-Consulting company as addition to functionality of the CASE system and allows to receive notifications about the come and coming events according to documents.

In the organization implemented also a system "PERSONNEL". It is also developed EOS GROUP, it is integrated with EDMS "CASE" and is used for maintaining personnel office-works.

2011: Purchase of the additional license EDMS Case

In June, 2011 the Legislative Assembly of the Novosibirsk region made purchase of the additional license of the CASE system for 2 jobs.

In total today in Legislative Assembly of the Novosibirsk region 34 jobs of a system are operated.

2008: Implementation of EDMS Case. Acquisition of the option "Line Scanning"

In 2008 the Novosibirsk regional council of deputies (the former name of this state body) made the decision on automation of internal document flow, and as the new management tool the organization selected the CASE system.

For automation of office-work of office four workplaces of a system are set. The next step was acquisition of the option "Line Scanning" which gives an opportunity of scanning and recognition of documents in the CASE system in the automatic mode, considerably accelerating information input process. Using these tools formation of an electronic document file of Legislative Assembly began that created conditions for gradation to electronic document management. System implementation of electronic document management should solve the following problems:

• ensuring quick search of documents;
• distribution of access rights to registration cards of documents and files;
• organization of document flow in electronic form;
• automatic mailing of documents and instructions;
• improvement of processes of control of execution of documents and instructions.

After successful start in system operation in the main link of a chain of work with documents – offices – the license for 28 jobs for assistants and vice-chairmen of Legislative Assembly and also for specialists in structural divisions was purchased.