Designing and Implementation of the Electronic Document Management

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 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

Historical routes Today Permian system and Perm period are the only periods with Russian names in geological calendar Information Intelligence Group Serge Diaghilev, entrepreneur Doctor Zhivago, a (31 March 1872 – 19 August famous novel by Boris 1929) Pasternak, first published in 1957

State power structure Federal level - The Russian Federation Regional level Municipal level - 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

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

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

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

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

Three-phased implementation of the system 2. Operational testing Process development 2007 1 body 5 bodies 33 bodies - Testing of work processes - Staff training 2008 Regional level (2500 users) 2006 2009 1. Elaboration - Process observation - Process standardization - Identification of implementation spheres 3. Commercial operation - System modernization - System scaling Municipal level (3000 users) Federal level (100 users) 2010 2011 Information Intelligence Group

Information Intelligence Group Scanning Archive Content management Reports Data import Letters of citizen Contracts automation Managing of data holding Data protection Digital signature Assignment of executor Extension date of performance Enclosures Filling systems Local order Executive order Governor's order Monitoring and verification Citizen letters Contracts Internal documents Outgoing documents Incoming documents System structure

User adaptation Managers Subordinates For Transparency Manageability Mobility Efficiency Simplicity Against Mobility Efficiency Transparency Manageability Information Intelligence Group

What’s the way out? «I don’t work with paperbased documents any longer!» Oleg Chirkunov, the Perm Krai governor Information Intelligence Group

Results Before Information Intelligence Group After

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

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 2 nd place in the Russian Federation, as a region with a high rate of socio-economic growth Information Intelligence Group

Thank you This presentation will also be available online via www. momentumeurope. com after the conference!