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Sector

Government

Year

2008

Objective

The rationale of the creation of the FTSEDCM was to facilitate the operational and administrative work of divisions of the Russian Ministry of Internal Affairs by enhancing the efficiency of their document and content management operations, a goal which was to be compassed by creating an integrated geographically distributed system for the automation of the operations of the administrative divisions of the Ministry of Internal Affairs

Customer

The Ministry of Internal Affairs of the Russian Federation

Area

Electronic document management

Technologies and products involved

  • Yevfrat-Workflow

Results

There was designed special software informed by the requirements of law enforcement agencies. There was attained processing capacity close to 1,000,000 documents per year;

A version of the Yevfrat-Workflow system was certified for the handling of confidential data. The whole suite of subsystems passed testing successfully;

The software was installed at 15 facilities located in Moscow and 30 facilities located in other regions;

The combined volume of data stored totalled 2 TB, while room had been allowed for further growth;

The system was designed for a total of up to 10,000 users and up to 100 concurrent users

Methods

The electronic document and case management subsystem (EDCM) was implemented on Yevfrat Kripto, which is a version of the Yevfrat-Workflow suite certified by the Federal Service for Technical and Export Control (FSTEC). Yevfrat Kripto was updated to meet the specific requirements of the law enforcement agencies with respect to document and business process management

The successful development and introduction of such a complex and large-scale project give witness to the high bar of professional excellence kept up by Cognitive Technologies' employees
Alexei Arlazarov
Division Chief

The Ministry of Internal Affairs of the Russian Federation

Development of components of an integrated information and communications system for the administrative offices of the Ministry of Internal Affairs comprising a functional and technological system for electronic document and case management (FTSEDCM), an integrated system for functional management and control (ISFMC), a subsystem for the organization of a common information space (SOCIS)

About the customer

The Ministry of Internal Affairs of the Russian Federation (the MIA of Russia) is an executive body of the Federal Government responsible for policy making and execution and for legislative regulation in the field of law enforcement, as well as for the making of immigration policy.

About the project

The FTSEDCM system was designed to automate work with documents bearing no higher stamp than "for official use" at the reception desks of the Minister's Deputies and the Administrative Office of the Russian Ministry of Internal Affairs' Administrative Department, as well as to facilitate the automation of office work at all subdivisions of the MIA of Russia by providing them with additional electronic services.

The system’s benefits are

  • better information support for and effectiveness of management and organization (administrative) operations through the use of modern information systems and user techniques;
  • greater efficiency of work with legislative drafts, incoming and outgoing documents, appeals from citizens and organizations and their consolidated storage in electronic form;
  • greater scope and better timeliness of decision support for the management of the Headquarters (HQ) of the MIA of Russia;
  • greater public confidence in the law enforcement agencies, as well as enhanced public safety and government security, less social tension, and improved quality of life as a result of the MIA of the Russian Federation becoming more effective in its work of combating crime and maintaining the public order, also as a result of providing citizens and organizations with instruments for submitting electronic appeals to the internal affairs organs and other law enforcement agencies of the Russian Federation, and of setting up functionality for their due processing within the MIA of Russia on the federal, regional, and local level using uniform procedures for MIA of Russia documents.
  • A list of main technical characteristics and their conformance to the specification

    The FTSEDCM is a distributed workflow system having a separate storage for documents and spanning four levels of the organization hierarchy of the MIA.

    The FTSEDCM is defined by the following functional capabilities:

    • workflow management;
    • planning and control of the execution of documents, orders;
    • work with citizens' appeals;
    • work with non-departmental and departmental draft legislation;
    • creation of reference collections of legal documents;
    • generation of standard reports and reports conforming to parameters set by the user;
    • uniform search using standard metadata as well as complex logical requests;
    • management of electronic document storage with functionality for contextual search over the data stored.

    The FTSEDCM meets the specified requirements

    The rationale of the design and technology solutions employed and their description

    The figure below shows the structure of the FTSEDCM. The structure and the proposed design and technology solutions enable workflow interaction between all levels of the internal affairs bureaucracy binding them in an integrated geographically distributed automated information system which provides the functional wherewithal for the case management departments of Russia's internal affairs bureaucracy.

    The subsystem is geographically distributed and spans the following four levels of the MIA's organizational structure:

    • The first level comprises the Headquarters of the MIA of Russia. The figure shows the functional structure in detail.
    • The second level comprises the Main Departments of the MIA of Russia for the federal districts.
    • The third level comprises the Chief Directorates of Internal Affairs (GUVD), internal affairs directorates (UVD) for the regions of the Russian Federation, the directorates for rail, water, and air transport (UVDT), internal affairs directorates (divisions) for closed administrative-territorial formations, and those located at sensitive facilities and facilities operating under a special regime.
    • The fourth level comprises city-level and district-level police stations, as well as police stations at transportation facilities collectively known as gorraylinorgany.


    Fig. Functional diagram of the FTSEDCM


    Fig. The functional design of the FTSEDCM at Level One

    At Level One two document and case management systems are employed, Documentum and Yevfrat-Workflow. Documentum is to be used in those divisions of the MIA's Headquarters in which it is already in use or scheduled to be introduced in the near future. The other divisions of the Headquarters are to adopt Yevfrat-Workflow.

    At the remaining levels of the Subsystem only the Yevfrat-Workflow document and case management automation system is to be used. At all levels save the fourth, as well as in all divisions covered by the Subsystem, there are to be installed standardized technological suites Yevfrat-Workflow, each including a workflow server, an archiving server, and automated work places for the Subsystem's users.

    The workflow server enables interaction among the Subsystem's users within the environment of the standardized technological suite, users' interaction with a workflow server at a higher level, users' interaction with a workflow server at a lower level, and the storage of documents of various types together with their metadata. The archiving server enables the management of an electronic archive (for documents placed on file) and provides users with access to it.

    The standardized suite includes the following types of automated work place: (AWP)

    • AWP for a head of territorial office;
    • AWP for a head of case management department;
    • AWP for a head of department;
    • AWP for a clerk;
    • AWP for scanning and recognition;
    • AWP for an employee;
    • AWP for the archivist;
    • AWP for a workflow server administrator;
    • AWP for the archiving server administrator.

    On the fourth level of the Subsystem, depending on the divisions' needs, there may be implemented either a complete standardized technological suite or only an AWP for the head of a territorial office, with the work station being set up either with all its functionality in place or as a thin client.

    In particular cases hierarchical division within one level can be allowed for.

    Users access documents within the environment provided by the standardized technological suite.

    Interaction between the levels of the Subsystem is mediated by the workflow servers.

    The results achieved

    Introduction of the Subsystem had the following consequences:

    • an improvement in the efficiency of workflow coordination among the divisions of the internal affairs bureaucracy;
    • a reduction of the time required for carrying out the standard case management procedures which had been automated within the Subsystem;
    • a reduction of the costs of case management resulting from the substitution of electronic documents for their paper originals;
    • better control of the processing of cases;
    • greater diligence displayed by employees;
    • enhanced reliability and safety of document storage and processing;
    • time savings in searching for documents and the downtime due to waiting for incoming documents;
    • a reduced incidence of loss of workflow documents without possibility of restoration (zero irrecoverable losses for the documents circulating in the Subsystem).

    The system meets the following performance benchmarks (for each standardized technological suite):

    • up to 1,000,000 documents processed per year;
    • 2TB of total data stored with provisions for scaling up;
    • up to 10,000 users;
    • up to 100 concurrent users.

    The degree of standardization and unification attained

    The following level of standardization and unification of the Subsystem's elements was reached:

    • The FTSEDCM makes use of standardized technological suites;
    • users' automated work places are fitted out with standard serially manufactured hardware and general purpose software imported into Russia without restrictions;
    • the Subsystem's servers are likewise standard serially manufactured hardware subserved by general purpose software imported into Russia without restrictions.

    This enables the creation of a standardized functional environment throughout the Subsystem.