Rostov - on - Don City Council completed an EDMS implementation project

On April 19, 2016 announced Trinity system integrator system implementation of electronic document management and process automation of rule-making in Rostov - on - Don to City Council.

Project Tasks

In 2015 8 meetings of the Duma and more than 100 meetings of the commissions at which more than 200 questions are considered in total are held. For such vigorous rule-making activity the Duma needed to automate key workflows: document flow, preparation and holding meetings.

Implementation of EDMS for the organization of Meetings and process of Rule-making/lawmaking (2014)

Project Progress

The active phase of informatization in Rostov - on - Don to City Council began in 2011, then created a data processing center, organized secure access to the Internet of all employees of the device, the system of e-mail and scheduling is implemented.

It was required to automate the main activities of deputies:

• Rule-making/lawmaking;
• Paperless document flow;
• Mobile work with documents in any convenient location, at any convenient time;
• Reporting and control of execution of instructions;
• System of preparation and holding meetings;

Diagram of actions of the project:

• Delivery of licenses and software installation - August, 2012,
• The beginning of registration of the entering, outgoing documents and citizens' appeals - September, 2012
• The beginning of work in paperless document flow - December, 2012;
• The beginning of work in Rule-making - November, 2012;
• The beginning of system operation of maintenance of meetings - April, 2014.

On implementation project completion paper documents are present only at registration: incoming documents at registration turns into electronic, and outgoing documents at registration turn into paper.

The Rule-making system is intended for preparation of meetings. Cards of the agenda, protocols, the calendar of meetings and other documents automatically form from the workflow system and are available to deputies far off. At registration of all subsequent documents connected with initiating, they are attached to a question automatically. From the questions which are under consideration the agenda of meetings forms. On each question according to settings in the agenda the necessary documents are automatically selected.

For acquaintance of participants of meetings with materials (documents), the instrument of mailing of links allowing to come into a module Rule-making web form from any device connected to the Internet is used.

Agenda together with documents is transferred to the Maintenance of Meetings system. From the system of maintenance of meetings results are transmitted back to the Rule-making system where automatically forms protocols and solutions of meetings.

Project Results

The network is created, it is used for telephony, for computers, for the Internet.

Paperless document flow is implemented. Employees of the office of the Duma had following features as a result of implementation of EDMS:

• Office-work is automated;
• Imposing of resolutions and instructions by all heads in EDMS;
• Formation of executions, drafts of response documents, internal and organizational and administrative documents by contractors in EDMS;
• Approval of draft documents in EDMS;
• Signing of documents by heads in EDMS;
• Control of performing discipline (preparation of documents) by means of EDMS.

The module "Rule-making" which allows is implemented:

• prepare the agenda,
• protocols,
• statements,
• solutions of meetings of the permanent commissions,
• Deputy listenings and Duma;
• to work far off with the documents prepared for meetings of the permanent commissions, deputy listenings, the Duma.

The solution developed by specialists of Trinity allows to exclude need of creation of a large number of paper copies of documents, increases efficiency in work with documents. Thanks to workflow systems and rule-making all arriving documents and citizens' appeals are fixed and considered. With a new solution work of deputies became more effective because access to materials of meetings appears right after their publication in a system. There was an opportunity to refuse a large number of routine transactions by preparation of meetings and to control correctness of providing materials of meetings. Integration of the used EDMS with the system of office-work in City administration, process automation of vote and registration for a performance, use in work with EDMS of the electronic digital signature is planned. Valery Tanaga, the chief specialist from Rostov - on - Don of City Duma

Specialists of Trinity managed to create the complete solution automating all process of work of City Council. It was necessary not just to automate separate processes, but to connect among themselves several modules. As a result we developed a full range of tools for work with documents - from registration of the document before decision-making on it and creations of the regulation during the meeting. Lifeless Igor Anatolyevich, head of program department of Trinity Urals Ltd