The Analytical Center's Methodological Approach to Creating a System of E-Document Flow in Organizations

16 september 2015

The Deputy Head of the Department for Information Technologies of the Analytical Center Anatoly Karpenko took part in the III Russian Enterprise Content Summit 2015 (RECS 2015) with a report on ‘Strategy for Making Choice on and Implementing Corporate EDMS (Electronic Document Management System) for Public Institutions: Approach of the Analytical Center for the Government of the Russian Federation’

"This issue is timely due to two reasons: firstly, there are several dozens of software platforms in the EDMS market, so an optimal choice is quite a challenge; secondly, the public sector’s share in the total annual output of the e-document flow in Russia accounts for nearly 25% or (according to various estimates) even 30-40% of the total financial investments in the sector. In comparison, the share of the second financial sector accounts for 10%," said the expert.

Mr. Karpenko presented the approved methodological approach, designed and implemented in the Analytical Center within the case selection for the e-document flow implementation in organizations.

The approach involves making the incremental choice of software platforms for corporate EDMS, which is based on the implementation of a system of quantitative criterion and indexes, which boosts the relevance of choice of a sound variant, the cautious management decisions making in automation of activities.

"When choosing a software platform for corporate EDMS, one should answer ‘What platform is the most suitable for this organization?’ instead of answering a seemingly obvious question ‘What platform is the best?’ said Mr. Karpenko.

The expert also noted that the increase of the validity of the optimal EDMS platform variant crucially contributes to prototyping - the creation of a draft of the future system, which allows implementing the most typical document flow technology cycles in automatic mode for the organization.

Answering the question ‘What are the obstacles for the widespread transition to electronic interaction between citizens and the state?’ the expert pointed out several reasons, of which the low level of computer literacy, especially among the older generation, insufficient infrastructure for providing public services electronically, which is especially important for remote and rural areas.

Within the Summit the expert also took part in the discussion on 'Electronic interaction of the state with organizations and citizens: strategy and practice'.