Surgutneftegas organized archive storage of electronic documents based on Directum

2020: The organization of archive storage of electronic documents based on Directum

On August 6, 2020 the Surgutneftegas company reported that it organized archive storage of electronic documents based on DIRECTUM.

According to the company, Surgutneftegas transfers documents of different activities to an electronic form, the volume of document flow grows and the list of document types extends. It was required to organize archive storage of electronic documents taking into account requirements of the legislation, thereby having provided:

• permanent and time storage of electronic documents in the formats approved in the company;
• reproducibility (including when changing an information system) and the legal importance of documents during all storage life;
• timely destruction of documents according to legal acts of the Russian Federation and internal regulating documents of the company.
• "unloading" of information systems of the company, for the transfer account of documents, in storage system of electronic documents.

The management of PJSC Surgutneftegas made the decision on creation of storage of electronic documents based on the DIRECTUM platform in a common information space of the company.

Works on design of storage of electronic documents were carried out jointly by commands Surgutneftegas and DIRECTUM and took place in two stages as a result of which accomplishment technologies of completing of archive, issues of documents in temporary use, unloadings on requests, ensuring the legal importance (checks and improvements of the electronic signature according to the CAdES standard), checks of safety and destruction of documents after the termination of storage life are implemented.

Electronic documents are created by users in information systems DIRECTUM, SAP and other systems sources, accumulate in the centralized storage. Depending on terms two funds of storage are selected: documentary (up to 10 years) and archive (more than 10 years).

When sending the document to storage system of electronic documents (further - HED) the source transfers data on what workers need to issue the rights to this document. If the worker had a document access in a system source, he will automatically acquire the rights at the addressing the file of documentary fund.

Documents of long term of storage through certain time move from documentary fund to archive. At the same time access for workers to them is limited. If the user needs to address the document in archive fund, the request is created. The registrar will approve a request and appoints validity period of the rights upon termination of which the document access stops.

The order of selection of documents for sending to HED depends on a document type and specifics of work with it. For example, registers of accounting and tax accounting are transferred to archive after a statement and closing of reporting period, and organizational and administrative documents — after accomplishment of all control instructions and if within a year nobody addressed the document.

For determination of storage lives electronic documents should be included in the nomenclature of affairs, irrespective of a system in which they are created.

Two rules for the premises of the document in case are developed:

• In systems with the configured nomenclature of affairs (for example, in the DIRECTUM system) the document is written off in business before date of transmission in HED.
• In systems where there is no nomenclature of affairs the document is determined in business by transfer to HED by certain rules: by the form document, to a place of registration and year of establishment of the document.

At the same time if case is absent in the nomenclature at the time of transfer, it is created automatically on the basis of sample record of matter in the special reference book "The List of Obligatory Documents on Activities" and only after that transfer as one of key requirements of document storage is their placement in a system as a part of affairs is performed. If case is not defined, then the document will not be transferred to storage.

According to the recommendations of VNIIDAD in the HED system documents are transferred in a type of ZIP containers which comprise the original document, the XML file with document attributes, and also unfastened electronic signatures in the CAdES-XL format and the document in the PDF/A format.

Eventually information systems are updated, the software and the equipment changes. At the organization of long-term storage it is necessary to provide a possibility of the addressing documents throughout all term of their storage, irrespective of these changes.

For the solution of this task the special PDF/A format which allows to reproduce the document in original state in several years is also used. All information (fonts, indents, colors, etc.) necessary in order that every time to display the document in an invariable type, contains in the file.

The PDF/A format for August, 2020 is the international format of archive storage (ISO 19005-1:2005 "Management of documentation. A format of files of electronic documents for long-term storage. Part 1: Use of the PDF 1.4 format (PDF/A-1)") is also supported by many software makers from this point of view.

Thanks to search in details or full-text search the employee can find documents in HED by the name, number, date, a type, a place of registration or a part of the text. It is possible to find the document and according to the annex to it, according to the sheet of approval, details of the XML file with the description of a container.

For submission of documents to state bodies, legal entities or the employee of the company mass unloading is used. The employee starts the special scenario according to which it is possible to export separate documents or put entirely on which it has an access. Possible formats of unloading:

• only the PDF/A file;
• the PDF/A file and the main file (and applications files if is) with all EDS.

Documents are unloaded on the server in the form of zip-archive, the link to archive and the password go to the user to mail. Through certain time the archive is removed from the server folder.

In Federal law No. 63-FZ "About the electronic signature" it is said that at the time of verification of the electronic signature the digital signature certificate (EDS) should be acting, or there have to be proofs that it was like that at the time of signing of the document.

After approval and signing of the document of a system sources address special service of stamps of time to record the entrusted signing time. After fixing of the entrusted time a system sends inquiries:

• in certification center PJSC Surgutneftegas for check of validity of the certificate of the signer;
• in Crypto Pro certification center for check of validity of the certificate of service of stamps of time.

Then given about the entrusted time of signing and the proof of validity of certificates EDS according to the CAdES standard are included. It allows to verify further authenticity of the EDS offline, without the appeal to certification center.

Use of a stamp (tag) of time is enshrined in the Federal law of 12/27/2019 No. 476-FZ "About introduction of amendments to the Federal law "About the Electronic Signature".

Besides, for ensuring safety of the documents transferred to archive in a system the following regular procedures are performed

• verifications of presence of documents in a system, their invariances after the date of transmission and integrity (are not damaged and open);
• "restamping" of the EDS — is calculated the moment when validity period of the certificate of service of stamps of time comes to an end, and the document is signed ("pereshtampovyvatsya") by other certificate. Thereby the term of preserving of the legal importance of the document lasts.

Electronic documents are destroyed according to storage lives by the set archive rules. Expertize of value of documents is carried out, affairs on destruction with formation of the relevant act are selected.

Irrevocably to delete documents from HED, according to the results of signing of the act of destruction the special software executes multigeneration recording of information on each deleted object. The body of the document is removed from file storage. In systems sources the card of the remote document at the appeal to which the user receives the information message "Remains the document is destroyed".

By a preliminary estimate, the number of documents planned to transfer to storage will be more than one million a year on different activities of PJSC Surgutneftegas.

2015: Project completion of implementation of EDMS Directum

On April 27, 2015 it became known of project completion of implementation EDMS Directum in the company "Surgutneftegas".

Project Tasks

In the conditions of growth and development, creation of a single platform for workflow automation in end-to-end business processes became an important strategic task for Surgutneftegas. At an early stage of its implementation the company defined the main objectives:

• reduction of delivery time and consideration of the document, as a result faster acceptance of key management decisions;
• control of timeliness of accomplishment of instructions;
• creation of mechanisms of protection of documents in electronic form and information on them;
• control and safety of use of information;
• creation of a system of updating of the data (reference information) necessary for correct preparation of documents;
• rapid response to absence of employees, for example, when they are on leave or on the sick-list, allowing to reduce risks of untimely accomplishment of the issued instructions;
• ensuring smooth operation to all users of the company.

In 2010 the staff of DIRECTUM company proposed the solution of assigned tasks. Before the organization of the tender collaborations in study and implementation of a prototype of migration of all documents and instructions from earlier implemented system were carried out to Directum and also a prototype of integration of the module of personnel management – SAP HR. Successful accomplishment of these works became an important factor at acceptance of the final decision on Directum system implementation.

Igor Vagin, the deputy head of department of PU "SurgutASUneft", noted:

• The uniqueness of the project consists that we in one step changed the previous system for new, having saved at the same time all information on the movement of documents and instructions. Considering scale of a task, about 11 million documents and 14 million instructions, it was decided to organize hourly monitoring of all process of migration which was executed about 7 days. All leadership team and the leading IT specialists worked in shifts in the mode 24 hours a day. And each hour reports were issued to the interested heads and specialists, including also DIRECTUM company.

Project Progress

At any large industrial enterprise a specific place in IT infrastructure is held by the systems of the class ERP. Integration of Directum into automated control systems for production, financial, personnel processes within EIS JSC Surgutneftegas provided real cost reduction and risks of discrepancies during the work with documents.

Alexey Ardamin, the head of department of development and deployment of information technologies in document flow of the Administration of JSC Surgutneftegas, told:

• In our company hundreds of business processes which considerable part is automated intertwine. We needed to construct management of documents through an ESM-system so that to provide the uniform principles of document handling on different activities, to create a uniform information field with other large systems of the company, to manage on a centralized basis changes of the software, handbook data, powers of users.

The number of the implemented integration solutions more than 10.

Integration of DIRECTUM with technical monitoring systems of infrastructure and support systems of users ensured smooth operation of a large number of once working users and also guaranteed successful accomplishment of the automated business processes.

Thanks to integration of Directum into EIS of the company important tasks are solved:

• At any moment information on employees of the company is relevant and available. Support information on hundreds of thousands of workers and an organization structure of the company in current status – a priority as any process of management of documents cannot will be executed without its use. The relevant organization structure and data on workers allow to regulate correctness of purpose of access rights to documents. In real time from a management system for the personal data SAP HR in the Directum system detailed information on personnel and the working schedule is synchronized.

• Control of powers of users is exercised on a centralized basis and is most automated. Maintaining powers of users of the Directum system is organized through the system of SAP IdM. Logical objects of SAP IdM in an electronic document management system represent a user group with certain access rights on folders of organization units, the general documents, certain reports and scenarios, filtering on reference books is established. Purpose of powers to users in a system is performed in the automatic mode depending on a role of the user – the clerk, the user, the head and depending on organizational assignment.

• Content is readily available. Daily in a system thousands of documents, only the scan copies more than 6,000 are created. One more integration solution solves a problem of full text recognition of electronic documents in Directum because search in details is not always convenient with ABBYY Recognition Server – after time is forgotten from whom and when documents were received by whom are created.

• Smooth operation of a 24/7 system. System architecture of Directum is organized for optimum allocation of loading. Therefore services of a system of JSC Surgutneftegas are set on 30 servers. Condition monitoring a system component in Microsoft System Center Operations Manager (SCOM) is in real time conducted. Notifications on dangerous and critical values of work of the client software of indicators automatically are sent day and night to ranking officers. In total through SCOM monitoring about 100 indicators of operability of a system is every minute executed.

Shumtsov Alexander is an assistant department head of implementation of ADP equipment, automated control systems and TTU JSC Surgutneftegas, told:

• The independent 3-level IT landscape from a development environment, testing and a working environment provides execution of stages of technical process of support and permanent development of a system.

On initial stage of works specialists of Directum carried out a sayzing, having defined planned targets of loading and the requirement to the hardware. Before start of a system in trial operation stress testing which imitated the maximum load on a system and the equipment was held. Results of testing validated the selected configuration and capability of a system to maintain a high load.

Competently built architecture with an optimal hardware-software configuration and permanent condition monitoring of indicators of "health" of IT infrastructure in Microsoft SCOM ensure reliable round-the-clock operation of the Directum system. It allows to make decisions on further development of functionality and scale of a system, including to surely perform planned works on updating of versions applied and the system software.

For April 27, 2015 Directum covers not only office-work, but also processes, not typical for ECM systems, for example, management of the design estimates (DE). At least three parties take part in its approval: structural division of Surgutneftegas, SurgutNIPIneft design institute and Management personnel. The ready packet of the design and estimate documentation was printed at least in 3 copies, and further approval also happened on paper. Owing to a geographically-distributed structure of participants all processes were dragged out. Directum reduces time for creation of standard documents and approval, completely excludes loss of documents. The uniform structured storage of the design and estimate documentation is organized, if necessary users for several seconds will find necessary copies on unique attributes.

An ECM system helped to build effective work with personnel documents also. Except acceleration of processes, users received uniform document classification and the convenient mechanism of work with them. The data security due to differentiation of access rights is ensured and all requirements imposed to work with confidential information are observed.

Project Results

Based on the carried-out works the document management system of JSC Surgutneftegas, potentially capable to ensure joint work more than 20 thousand employees of the company is created. The scale of the project not only in the reached technical and technology performances, but also in the spent resources – about 60 specialists of JSC Surgutneftegas, more than 100 employees of Directum company and 10 partners of vendor worked on the project.

Gimranov Rinat, head of department of IT of JSC Surgutneftegas:

• Our company attaches great value to cooperation with the Russian producers, up to 85% of the services bought by JSC Surgutneftegas it is the share of the domestic companies. Therefore, it is especially pleasant to us that in Russia there are producers ready to take the responsibility for such large project. The Directum company completely justified our confidence. Especially there is a wish to note efficiency of the Directum command – the professional and correctly built work, a clear understanding of our requirements, allowed to achieve all effective objectives.

Aggregate effect from Directum implementation:

• delivery time of the document for consideration to the addressee is reduced from 60 to several o'clock minutes, time for consideration of documents and decision making was respectively reduced;
• the implemented process of control of execution of instructions allowed to reduce many times percent not performed (performed not in time) instructions;
• by 8 times the volume of the documents directed in paper was reduced;
• the risks connected with incorrect execution of the document are nullified thanks to more than 250 document templates.

Larisa Laptun, the deputy head of department of IT of JSC Surgutneftegas, emphasized:

• Directum allows us to develop internal electronic document management, and not only implementation and setup of a system, but also review of the regulating documents and standards of the company defining interaction between contractors and rules of work with documents are for this purpose necessary.

An ECM system considerably increases degree of protection of information due to use of the personal and role principle of purpose of access rights to documents, the existing mechanisms of identification and authentication of users, use of means of protecting from unauthorized copying and document distribution.

The project is implemented difficult therefore in 2015 we need to pay special attention to ensuring reliable and smooth operation of a system. In this direction joint works on monitoring of a system and audit of performance with Directum company are already planned.

Project technical documentation

• Reduction of time of approval
• Control of regulations of approval
• Observance of standards of documentation
• Cost reduction

Design Estimates (DE)

• The centralized storage
• Online access
• Reducing costs for documentation release
• Optimization and kontrolprotsessa of consideration and approval of documentation

Project deliverables of the design and estimate documentation

• Reduction of time for approval of documents
• Parallel consideration where it is possible
• Removed paper copies of movement of documents between
• participants of process
• Removed additional registration of control of movements of paper documents a system
• Control of performing discipline
• Unloading of documents in electronic form in Glavgosekspertiza
• Web service for work of third parties

Production and Financial Document Flow (PFDF)

• Transfer in el. type of primary accounting documents
• Approval and statement of the EDS
• Online access from the systems of SAP

Claim and claim activity

• Exclude double entry of data
• Centralize accounting of claim moving papers
• Automate the reporting

Integration with services my arbitrator

• Subscription to new events on the existing affairs
• Automatic loading of letters from "the electronic guard"
• Recognition of documents, binding to affairs

Notes

• Presentation materials "Business processes of document flow of JSC Surgutneftegas outside office-work" are used, Gabdullin Renat is the Head of department of design of a project portfolio of PU "SurgutASUneft", Gimranov Rinat is the Head of department of information technologies of JSC Surgutneftegas at a conference of CNews on September 20, 2017