The national statistical committee of Republic of Belarus expands scales of application of EDMS

The national statistical committee of Republic of Belarus expands a scope of the electronic document management system Case developed by Electronic Office Systems company. RUP "Center of Electronic Document Management" of BGU (Minsk) is engaged in project implementation.

The project of automation of office-work started in 2007. In 2010 the decision on expansion of a scope of EDMS and start of two projects on workflow automation was made. The purpose of the first project is creation of the Automated Electronic Document Management System (AEDMS) both Belstat, and territorial authorities of statistics: head statistical offices of the Brest, Vitebsk, Gomel, Grodno, Minsk and Mogilev regions and also city of Minsk.

Within project implementation creation of a common information space in which users are given a joint work opportunity with all documents is planned. At this ASED Belstata automates not only traditional office work functions, but also subject activity of committee and also accomplishment of analytical and reference work.

In a new system integration with the system of the protected e-mail of state bodies Mailgov and the Unified information system of control of accomplishment of orders of the President of Republic of Belarus is provided.

The second project is aimed at creation of the Base of Ready Documents (BRD) of Belstat. It will allow to standardize and unify processes of interdepartmental maintaining summary statistical information and also to observe the principle "single information input and its repeated use".

In November, 2010 in National statistical committee of Republic of Belarus the corporate automated electronic document management system (ASED Belstata) constructed on the platform of the CASE system of Electronic Office Systems company was accepted in trial operation.

It is supposed that ASED Belstata will integrate uniform technology of work all bodies of statistics connected to a system at the republican, regional and district levels and to provide respect for the principle "single information input and its repeated use".

Main objectives of creation of ASED Belstata are:

• growth of efficiency of activity of structural divisions for the account for the account of optimization of technology processing and the movement of documents;
• increase in qualitative level of work of employees with electronic and paper documents;
• reduction of time necessary by accomplishment of different transactions with documents (registration, search, transfer, etc.);
• conducting end-to-end control of execution of documents;
• reduction of completion dates of documents;
• increase in performing discipline of employees;
• gradual decrease in a share paper and increase in a share of electronic documents in the general document flow.

In June – October, 2010 the following commissioning was performed on commissioning of ASED Belstata:

• installation and setup in workplaces of users of a client part of ASED;
• adaptation of the software of ASED (templates and report forms for receiving statistical data by the set criteria)
• personnel training of National statistical committee of Republic of Belarus.

Users of ASED Belstata are more than 350 people.

Use of ASED Belstata already at this stage provided:

• creation and maintaining technology base of standard processing of documents (the structure of base reflects an information model of a management system for the organization);
• the automated registration, placement of documents and information in the single database;
• uniform instruments of creation, editing and document handling;
• control of execution of documents and management decisions;
• standardization of formats of electronic documents in a system;
• integration with the system of the protected e-mail of state bodies "Mailgov", the Unified information system of control of accomplishment of orders of the President of Republic of Belarus;
• typification of jobs of users;
• formation of output documents and reports;
• protection of documents and information from unauthorized access on the basis of the system of passwords and hierarchy of users;
• controlled movement of documents and cards by means of e-mail;
• information access and multi-user work with documents on a local network.

ASED Belstata supports also subject circuit of document flow of National statistical committee of Republic of Belarus. Now works on adaptation of the software on formation of the output data of ASED are continued that will allow to optimize accomplishment of analytical and reference work.