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Government electronic document management system (EDMS)

Government electronic document management system (EDMS)

Auriga participated in implementation and deployment of the new EDMS for administration of one of the regions of Russian Federation. The EDMS system functionality includes the document workflow between several government agencies and real-time processing of citizens’ claims and requests submitted online or via government clerks’ workplaces at government branch offices. Each claim/request creates appropriate document cards and cases and initiates a business process of case processing.

The system contains modules for worklow automation, scanning and recognizing paper documents, case status tracking, e-mail and web status notifications, report generation, and secure documents storage. Implemented functionality included import capabilities from several legacy and archive systems into the unified EDMS.

Product features:

  • Document workflow between several government agencies
  • ŸReal-time processing of citizens’ claims and requests submitted online or via government clerks’ workplaces at government branch offices
  • ŸHigh-load system – tens of thousands cases/1500 government employees in multiple locations
  • ŸMeta-data repository for storing the documents and case cards
  • ŸAllows to make appointments, allocate facilities, make requests for additional services
  • ŸCase pre-assessment, plan of work with the case, capture notes, send e-mails, create electronic documents

The tasks assigned to Auriga as a part of this project included: adding functionality to the document workflow module, refactoring report generation module, creating migration mechanism from the legacy document management systems and archives to the new EDMS, migrating the data, testing of the entire system. The implemented solution allowed optimizing the work of over 1500 government employees in multiple locations.

Project Features:

  • Add functionality to the document workflow module
  • ŸRefactor report generation module
  • ŸMigration mechanism from the legacy document management systems and archives to the new EDMS
  • Ÿtesting of the entire system
  • ŸData migration system (from legacy EDMs to the new unified EDMS)
  • ŸBusiness process schemes for document management reflecting all legislations and regulations

Functional highlights:

  • Cases submitted by citizens through various channels (online, scanned forms, etc) are entered into the system and are provided in unified format for case workers
  • The system allows to make appointments, allocate facilities, make requests for additional services
  • The system pulls and reports to the case worker previous cases associated with the same citizen during case processing
  • The system makes case pre-assessment and develops the plan of working with the case
  • The system allows to capture notes during communication with the citizen, track progress and adjust the case action plan
  • The system allows to send out e-mails and generate electronic documents
  • The system uses meta-data repository for storing the documents and case cards

Tools and technologies: Java, J2EE; JSP, JSF; BEA Weblogic, IBM Websphere, Oracle, Documentum, ASP.Net

Name: Government electronic document management system (EDMS)
Tags: case study, project, software development, data migration, database, enterprise, workflow, document-management system, DMS, government, storage, Java, .Net, DB, Oracle

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