The automated search and help system "ZAGS Electronic Archive" of the Samara region

On the way of successful implementation of elements of the electronic government and development of the sphere of providing public services in electronic form there is a number of obstacles, first of which – absence in GIS of necessary data in electronic form.

The federal law of July 27, 2010 No. 210-FZ not only assigned an obligation for execution of direct services to bodies of ZAGS, but also approved them as a key source of the data necessary for other bodies and the organizations for providing the public and municipal services. At the same time terms of providing data are strictly limited to administrative regulations.

Considering the volume of archive fund and need of operational obtaining documents and data for implementation of both internal activity of bodies of ZAGS, and interdepartmental interaction, digitization of archive funds and creation of electronic information resources of ZAGS becomes an important task.

Additional factor of translation of archive documents in an electronic form is the decay of civil registers (assembly books) as according to the legislation, they are stored in bodies of ZAGS before transfer them in archive organizations within 100 years.

Customer

Management of ZAGS of the Samara region – body of regional executive power which will organize and coordinates work and also performs methodical ensuring activity of 48 territorial authorities of civil registration.

Task

In 2011 the Government of the region makes the decision on creation of the automated search and help system "ZAGS Electronic Archive" and to formation of electronic fund of civil registrations of the Samara region for:

• optimization of providing the public and municipal services rendered by bodies of ZAGS of area
• optimization of providing data to the interested bodies within interdepartmental interaction
• ensuring safety of originals of archive documents

Solution

Successful execution by bodies of ZAGS of the functions directly depends on relevance of the documents and data which are stored in information systems, quality of help search systems, availability of data to participants of processes of providing the public and municipal services.

The project was performed within the actions determined by the government decree of the Samara region of 10/27/2010 No. 522 "About the approval of the List of actions for 2011 by implementation of the actions plan on development of information society and formation of the electronic government in the Samara region for 2010 - 2012".

System of electronic archive

Based on an organization structure of Management of ZAGS of the Samara region and also with Vuchet of the set distribution of functions between separate structural divisions, the centralized system architecture providing uniform storage with the managed access to it from each of remote automated workplaces of a system was selected.

The SAPERION system which provided effective management of an information resource of ZAGS of area and the regulated access to electronic archive of all structural divisions through corporate VPN network became a software platform of the solution.

The data processing center implemented based on Management of ZAGS Archive (DPC Archive) providing became a basic element of structure of EA ZAGS:

• maintaining the joint electronic fund and its updating by data on acts of civil status taking into account changes and corrections made according to the current legislation of the Russian Federation
• processing and data loading from the module current water of documents
• conducting uniform information support (reference books, subject heading lists) of the EA ZAGS system
• management, administration and setup of parameters of DPC Archive and systems in general

Use by the SAPERION system of open program interfaces provided to the Customer a possibility of easy integration with acting (or created) on an automation object information systems.

Creation of an information resource

Now the accounting systems contain no more than 20% of total amount of the available civil registrations while the most demanded data necessary for a registration of social and legal services and purpose of pensions, are in the ZAGS traditional archives.

The customer set the task of creation of the electronic fund (EF) of credentials and electronic copies of the first copies of the civil registrations which are stored in territorial authorities of ZAGS of the Samara region with ensuring uninterrupted activity of structural divisions. This condition imposed restriction on the term of scanning of assembly books, due to the need of their withdrawal from archives.

At a stage of inspection the fund of assembly records which is subject to digitization was defined and also process parameters of scanning proceeding from a physical status of documents are approved. According to technical specifications, within 90 days from the moment of the conclusion of the public contract the paper array from 1976 for 1997 as a part of 1,832,998 assembly records was transferred to an electronic form. At the same time the old, double-sided documents with the handwritten text sewed in books of A5 format were processed.

As a result of the subsequent indexing which was carried out till 12-15 fields depending on type of assembly record, it was created, transferred to the Customer on the basis of the relevant act and the information resource in structure is loaded into the EA system:

• databases with index information of documents
• electronic images of documents
• dictionaries, subject heading lists

Due to the existence in the processed array of personal data, indexing was carried out in specially prepared production premises of Corporation and using the program technical means conforming to requirements of regulating documents for security of information.

When indexing also changes and corrections made to civil registrations according to the current legislation were considered. Organization of work

Work of employees with documents EA ZAGS is carried out by means of the specialized module of the access to documents in electronic form intended for search, viewing, printing of electronic documents and their copying on external carriers. At the same time each department has access to change only to own segment of storage, and Management has a possibility of assembly and the analysis of data on functioning of bodies of ZAGS of area as in general, and on specific departments.

For transfer of the index these stored documents in the uniform regional AIS ZAGS function of unloading of selections of data is provided in the file of the approved format. Also additional level of disaster tolerance in case of problems with communication channels is provided to these.

At the request of the Customer, the electronic information resource of ZAGS is stored on RAIDs, however for the guaranteed long-term storage the possibility of its transfer on specialized libraries of optical disks without software customization is provided further. Project Development

Further optimization of activity of regional bodies of civil registration provides integration into the AIS ZAGS in all Territorial Offices.

In use systems are going to be revealed and in the subsequent to transfer other assembly books demanded within providing state services to an electronic form.

Also use of resources of electronic archive for the centralized integration into the regional portal of the public and municipal services is planned. Advantages

Creation of the ZAGS electronic archive of the Samara region based on a software platform of SAPERION and transfer to an electronic form of the first copies of civil registrations was provided:

• creation of a common information space of bodies of ZAGS of area
• reduction of terms of provision of services in the field of state registration of acts of civil status and working off of interdepartmental requests due to expansion of volume of data of an information resource and providing the online regulated access of employees to the single database
• systematization and optimization of storage of electronic documents and a DB, including regarding the organization of authorized access according to the current legislation to the personal data processed in an information system
• increase in level of control and audit, both internal activity, and providing public services and interdepartmental interaction
• decrease in unproductive costs and risks of damage and loss of paper documents due to use of mainly electronic images of assembly records