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Designing and Implementation of the Electronic Document Management System (EDMS) in Perm Krai

Designing and Implementation of the Electronic Document Management System (EDMS) in Perm Krai. Makar German Perm Krai Government Chief of Staff. Geographical position. Area - 160,600 km ² (62,008.0 sq mi) Population – 2,819,421 inhabitants Distance from Perm to Moscow – 1522 km

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Designing and Implementation of the Electronic Document Management System (EDMS) in Perm Krai

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  1. Designing and Implementation of the Electronic Document Management System (EDMS) in Perm Krai Makar German Perm Krai Government Chief of Staff

  2. Geographical position Area - 160,600 km² (62,008.0 sq mi) Population – 2,819,421 inhabitants Distance from Perm to Moscow – 1522 km Distance from Perm to Lisbon – 5 298 km Information Intelligence Group

  3. Historical routes Information Intelligence Group

  4. State power structure - The Russian Federation - 83 federal subjects, like Perm Krai, Republic of Tatarstan, etc. - 12 215 municipalities Perm Krai Government: 33 governing bodies(Ministry of Natural Resources, Ministry for Urban Construction and Infrastructure Development , Ministry of Safety, etc.) – 2 000 employees 47 municipalities (Permsky district, Chusovoy district, Gornozavodsky district) Information Intelligence Group

  5. Documents cirulation standard situation - governor - managers - governing bodies - clerical offices Information Intelligence Group

  6. Disadvantages • The responsibility belongs to office clerks • Drawing up reports by office clerks • Misunderstanding of the document route • Inside work • A standard documentation process takes 30 calendar days • 9-10% of all the staff are office clerks • 30% of all documents are processed with delays Information Intelligence Group

  7. Our system requirements • Process transparency • Process automation • Shifting responsibility on bureaucracy • Symultaneous work of concurrent users • Simplicity of implementation • Document relevance in law • Staff reduction Information Intelligence Group

  8. EMC Documentum is our choice! The company which provides us with the opportunity of the objectives achievement Information Intelligence Group

  9. Three-phased implementation of the system 2.Operational testing - Testing of work processes Process development - Staff training 20071 body 5 bodies 33bodies 2008 2006 2009 1. Elaboration 3. Commercial operation - Processobservation - System modernization - Processstandardization - System scaling - Identificationofimplementationspheres 2010 2011 Regional level (2500 users) Municipal level (3000 users) Federal level (100 users) Information Intelligence Group

  10. System structure Scanning Archive Content management Reports Data import Letters of citizen Contracts automation Managing of data holding Data protection Digital signature Information Intelligence Group

  11. Useradaptation Information Intelligence Group

  12. «I don’twork withpaper-baseddocumentsanylonger!» What’s the way out? Oleg Chirkunov, the Perm Krai governor Information Intelligence Group

  13. Results Information Intelligence Group

  14. We have • reduced the clerical office staff by 30% • increased the volume of documents processed by our office clerks by 50% • reduced the average document processing times by 65% • reduced the number of documents processed with delays to 2% Information Intelligence Group

  15. Future perspectives • The system is recommended for distributing in all the regions of the Russian Federation • There is a basis for the development of electronic citizen services in Perm Krai • The system is open for cooperation between the government and society • The development of an EDMS and other IT innovations makes it possible for Perm Krai to take the 2nd place in the Russian Federation, as a region with a high rate of socio-economic growth Information Intelligence Group

  16. Thank youThis presentation will also be available online via www.momentumeurope.comafter the conference!

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