The first task completed by the Digital Design team for the Ministry of Economic Development was implementing new ways of interacting with the public in 2006. Our team developed a web portal with reference and legal materials, a personal account to make an application and track its status, search and subscribe to newsletters. The portal allowed the employees to update the content, manage the applications from citizens, analyze citizen satisfaction.
- Improving the information transparency of the Ministry;
- Improving the quality of services provided by the Ministry;
- Increasing citizen satisfaction when interacting with the Ministry;
- Receiving and processing of electronic applications from citizens;
- Providing legal information;
- Enabling citizens to monitor the status of their application and to participate in surveys;
- Enabling employees to manage the content of the portal with no involvement of technical specialists;
- Integrating the applications processing system with the electronic document management system (EDMS).
In 2006, the Public Reception automated system was developed. The system included a web portal, a set of services to integrate with an electronic document management system, and a subsystem for working with applications from citizens.
The automated system consists of the following components:
- Public Reception, the web portal for citizens to interact with authorities and to get access to legal and organizational information;
- Administrative console for managing the portal;
- Services to maintain the interaction between the portal and the transport subsystem for transferring and registering the applications to the EDMS;
- EDMS services to monitor the status of registered applications;
- the portal was developed using Microsoft ASP.Net 2.0;
- the portal services and EDMS services were developed using Microsoft .Net 2.0;
- the EDMS was based on the Docsvision 3.6 platform;
- the portal’s database was based on Microsoft SQL 2005.
The “Recognize Text” feature was introduced based on OCR plugins for Docsvision in 2012. Automatic text recognition allowed to proceed to the implementation of auto-registration of documents and file search. In 2017, a search engine based on Elastic Search was configured for document data. The “Smart Search” feature allowed to find the necessary documents in the EDMS quickly by words and word combinations.
In 2015, the Digital Design team implemented the EDMS for other divisions of the Ministry. The system was based on the Docsvision platform and aimed at creating teamwork mechanisms and infrastructure to agree on resolutions and monitor plan execution.
At the first stage, the main task was to establish an infrastructure for working with electronic documents: to configure access to incoming correspondence, to set up the document transfer to a responsible executor; to coordinate outgoing documents. At the same time, the employees of the Ministry had been taught to work with a new system and expressed their wishes on it.
At the second stage, a full cycle of the document workflow was transferred to the system. It also included a subsystem to monitor employees’ activity and create operational reports; electronic digital signature subsystem; reminder services. It made possible to analyze the effectiveness of the Ministry’s employees based on the data from the EDMS.
In 2019, Digital Design developed a mechanism for automatic registration of internal documents and generation of resolutions for incoming documents under certain conditions (auto-registration of documents).
The Public Reception system provided citizens with a simple way to find the necessary regulatory information and appeal to a public authority. Citizens could monitor the status of their application and measure the quality of the Ministry’s work by participating in polls and surveys. The Ministry’s employees could use it to analyze applicants’ problems and improve the quality of services provided.
The document management system currently has more than 1,500 users in the Ministry; more than 1000 documents are registered daily and about 3000 resolutions are imposed; total document flow is estimated to be 200 thousand documents per year.
All levels of the Ministry’s staff work with the system, including the Minister of Economic Development, deputy ministers and their assistants; directors of departments and their deputies, assistants and secretaries; department specialists.
The EDMS project automated the following processes:
- reception and registration of incoming documents;
- stream-based scanning;
- imposing resolutions and assigning an executor;
- reviewing incoming and internal documents;
- preparing and approving draft outgoing and internal documents;
- registering outgoing and internal documents; transferring documents to the archive;
- monitoring the execution of resolutions and documents.
After the EDMS was put into operation, the efficiency of document management at the Ministry of Economic Development was increased: the average time for executing orders decreased by 1.5 times, the number of overdue orders decreased by more than 5 times; submitting the task to the executor decreased from 19 to 2 days; the number of orders in the Ministry available electronically has increased from 10% to 100%; the number of incoming documents available electronically increased from 30% to 100%.
Digital Design continues supporting and developing the EDMS for the Ministry of Economic Development.