Modular Integration Model of Electronic Document Management in Local Authorities

Aim. The presented study aims to develop a modular integrated model of electronic document management in local authorities.

Tasks. The authors analyze the current state of the public sector in the context of digital transformation and electronic document management systems in local authorities; substantiate the practicability of implementing electronic document management systems based on the conducted analysis; reengineer the administrative processes of a local authority; develop a model of the electronic document management system; propose a modular integration model for the implementation of electronic document management in local authorities.

Methods. This study uses general scientific methods of cognition, comparative analysis, and reengineering of business processes to present the results of the development of a modular integration model of electronic document management in local authorities.

Results. The proposed modular integration model for the implementation of electronic document management in local authorities supports the following functions: standardized document flow, transmission, and processing procedures based on the existing business logic rules; import, accumulation, storage of documents and their registration cards; populating data fields in registration cards and searching registration cards by any details; end-to-end supervision of document execution by competent persons and notification of the worker and the supervisor about the approaching supervision deadlines and overdue documents; support of templates for creating documents; forming, viewing, and printing analytical data with the possibility of selecting data based on certain criteria; creation and support of archived data for previous years; functioning business logic (workflow) that enables automated formation of the document processing flow between the responsible workers of local authorities; automatic processing of citizen appeals submitted via the official website.

Conclusion. The authors develop and test a modular integration model of electronic document management in local authorities, which makes it possible to technologically connect a large number of modules to enhance the functionality of the system while also being open to improvement both in terms of interaction with the external environment – electronic document management systems of other local authorities, state authorities, and their territorial divisions (through appropriate technological software gateways), and by tweaking internal communication, i.e. by adding new modules (provision of services in electronic form, processing of e-petitions, public relations, formation of management solution projects) and setting rules for the processing of documents by means of the built-in business logic.

1. Babkin A.V., Burkal’tseva D.D., Kosten’ D.G., Vorob’ev Yu.N. Formation of the digital economy in Russia: Essence, features, technical normalization, development problems. Nauchno-tekhnicheskie vedomosti Sankt-Peterburgskogo gosudarstvennogo politekhnicheskogo universiteta. Ekonomicheskie nauki = St. Petersburg State Polytechnical University Journal. Economics. 2017;10(3):9-25. (In Russ.). DOI: 10.18721/JE.10301

2. Vertakova Yu.V., Tolstykh T.O., Shkarupeta E.V., Dmitrieva V.V. Transformation of management systems under the influence of digitalization of the economy. Kursk: Southwestern State University; 2017. 156 p. (In Russ.).

3. Panchenko V.E., Sirotkina N.V. Development of an innovative environment in the digital economy: Features, problems, prospects. Organizator proizvodstva = Organizer of Production. 2019;27(4):61-68. (In Russ.). DOI: 10.25987/VSTU.2019.51.18.005

4. Plotnikov V.A. Digitalization of production: Theoretical essence and development prospects in the Russian economy. Izvestiya Sankt-Peterburgskogo gosudarstvennogo ekonomicheskogo universiteta. 2018;(4):16-24. (In Russ.).

5. Polozhentseva Yu., Klevtsova M., Leontyev E. Effects of the economic space digitalization in the context of modern society transformation. Ekonomichnii chasopis-XXI = Economic Annals-XXI. 2019;(11-12):78-87.

6. Vertakova Yu.V., ed. Institutional transformation of socio-economic systems in the context of digitalization: State, trends, problems and prospects. Kursk: Universitetskaya kniga; 2020. 294 p. (In Russ.).

7. Semiletov S.I., Solov’ev V.Yu. Legislative framework of electronic document management in the Russian Federation. Informatsionnoe pravo = Informational Law. 2011;(3):7-13. (In Russ.).

8. Polyanin A.V., ed. Public administration in the context of digital globalization. Orel: Central Russian Institute of Management –RANEPA Branch; 2020. 268 p. (In Russ.).

9. Vertakova Yu.V., Koz’eva I.A., Kuz’bozhev E.N. Management decisions: development and choice. Moscow: Knorus; 2005. 352 p. (In Russ.).

10. Plotnikov V.A., Fedotova G.V. Indicators of strategic regional planning. Finansovaya analitika: problemy i resheniya = Financial Analytics: Science and Experience. 2014;(17):21-33. (In Russ.).

11. Minaeva A.A. Problems of the introduction of electronic document management in public authorities. Akademiya pedagogicheskikh idei “Novatsiya”. Seriya: Studencheskii nauchnyi vestnik = Academy of Pedagogical Ideas “Innovation”. Series: Student Scientific Bulletin. 2019;(1):104-107. (In Russ.).

12. Mogzoev A.M., Ozhigov M.A. Improvement of document circulation in the office work of municipal authorities. Munitsipalitet: ekonomika i upravlenie = Municipality: Economics and Management. 2018;(1):97-105. (In Russ.).

13. Milashchenko A.A. Electronic document flow as a factor in increasing the efficiency of the provision of electronic services. Perspektivy razvitiya informatsionnykh tekhnologii. 2016;(33):122-127. (In Russ.).

14. Galushkin A.A. On the issue of information security in the provision of state and municipal services through the global information and telecommunications network Internet. Pravozashchitnik = Human Rights Defender. 2015;(1):5. (In Russ.).

15. Maksimova G.V., Tikhonova I.V. Development of document flow in terms of information economy. Izvestiya Baikal’skogo gosudarstvennogo universiteta = Bulletin of Baikal State University. 2019;29(2):253-261. (In Russ.). DOI: 10.17150/2500-2759.2019.29(2).253-261

16. Kurchenkov K.B. Electronic document management. Criteria for the development of electronic document management systems. Vestnik Voronezhskogo instituta vysokikh tekhnologii = Vestnik of Voronezh Institute of High Technologies. 2014;(12):102-106. (In Russ.).