As planned, on 3 November a seminar for heads of district state administrations of Kyiv and other cities was held on the topic "Implementing MDCSU priorities: integrated electronic document management systems — positive implementation experience". It was organised by Softline together with the Main Department of Civil Service of Ukraine (MDCSU) with the support of CISCO and Microsoft.
The main task of public authorities is to ensure close interaction with citizens and clear, prompt performance of their functions, that is, to ensure the full-fledged life of their regions.
With the development of electronic communication systems and the arrival of modern technologies in our everyday life, the very system by which government bodies function requires serious changes.
The main topic of the seminar was the presentation of the electronic document management system implemented at the MDCSU. According to Andrii Vyshnevskyi, Deputy Head of the Civil Service Department, the use of this system has increased staff efficiency several times over, significantly improved the quality of processing of incoming and internal documents and reduced the organisation's expenses on paper and ink cartridges, which is an important aspect of a government body's work during the economic crisis. In addition, the system has virtually eliminated the human factor in document handling (loss of documents, delays in processing and decision-making). According to plans, from 2010 the MDCSU will switch completely to paperless document management.
But the MDCSU is not the only authority where an electronic document management system has been implemented. Kyiv district administrations are already adopting this experience, and today the Shevchenkivskyi District State Administration was also able to present the results of using these innovations in its work.
According to Antonina Tymoshyk, Head of the General Department of the Shevchenkivskyi District State Administration, the district administration is already experiencing a qualitative leap in its work. As with any innovation, at the initial stage of implementation there were difficulties in getting people used to the new system, but with the help of Softline specialists, who provided the necessary training, the transition to electronic document management in the district administration was painless.
In addition, the partners presented to the seminar participants the latest communication systems (CISCO), which make it possible to handle interaction with remote structures and units, as well as a corporate information management system (Microsoft). This system (SharePoint) makes it possible to manage both documents and archives, the reporting system, the calendar and the tasks of employees and units in real time, and to automate business processes, which greatly simplifies interaction between units.