Ministry of Emergency Situations - Electronic Document Workflow and Records Management System

About the project

An electronic document workflow and records management system was developed for the Ministry of Emergency Situations of the Republic of Azerbaijan. The system runs in a web browser. Documents that the Ministry receives, sends and prepares internally are registered, assigned for execution and archived in one system. The system operates in accordance with the legislation of the Republic of Azerbaijan.

The system's sections:

• Incoming documents — documents from organizations and citizens' appeals. A repeat appeal is linked to the previous one.
• Outgoing documents — documents sent to organizations and citizens, certificates and powers of attorney.
• Internal correspondence — correspondence within the Ministry.
• Directive documents — orders on core activities, personnel and leave, as well as decisions.
• Resolutions and execution — a resolution names the executors, the lead executor and the deadline. Non-working days are taken into account when the deadline is calculated. A document can be placed under control, including special control. The system also has "Control" and "Reports" sections.
• Approval and signature — a document is sent for approval (endorsement) and for signature. The signature is applied with SİMA.
• Sending via IDDA — a signed document is sent electronically to other organizations via the Innovation and Digital Development Agency (IDDA).
• My documents — each employee's incoming and sent documents, drafts ("My folder") and archive.
• System administration — staffing structure, non-working days calendar, reference book, document templates and registration numbers.

Each document card shows the main details, resolutions, approvers, the electronic version and the document's route. The route shows to whom and when the document was sent and when it was viewed, with date and time. Related documents can be linked to a document. PDF and DOCX files open in the browser, inside the system. Each user sees the sections that match their role and permissions and receives browser notifications from the system.

Purpose

The goal of the project is to run the Ministry's records management and document workflow in one electronic system: every step, from a document's registration to its execution and archiving, should be in one place. Each step should show who did what and when. Documents should be signed electronically with SİMA and sent to other organizations electronically via IDDA.

Result

The system is in use at the Ministry. An incoming document is registered, receives a registration number and is sent for a resolution. It then goes to the executors named in the resolution. An outgoing document is prepared in the system, goes through approval and is signed with SİMA. Documents are sent to other organizations electronically via IDDA.

The document's full route — to whom and when it was sent and when it was viewed — stays on its card. The stage each document is at and its deadline are visible in the system.