Document management system as the basis of the electronic services. Paperless city government in Tartu Kalev Pullonen, Toomas Aas Tartu City Office IT.

Document management system as the basis of the electronic services. Paperless city government in Tartu

Kalev Pullonen, Toomas AasTartu City Office

IT Services

Document management31.03.062

Agenda

• Short overview of Tartu City Government, IT services and infosystems

• Web-based services• Document management

● history● overview of GoPro● cases: correspondence, e-forms, legal acts● publishing on the Web● benefits● future


The City of Tartu

• 100 000 inhabitants• 18 000 pupils• 3 000 employees• 300 local government officials


IT Services

• 13 workers• Head of service• 8 head specialists

• Network – 2 • IT Projects• Web• GIS• FIS• SIS• Databases (Domino)

• Tech support – 4 specialists


IT Services, tasks

• IS management• IS development• End-user support• Hardware/software acquisition• Network administration


Tools for officials

• Integrated groupware and document management• Lotus Notes/Domino• GoPro Case • Smaller document registers based on Lotus

Domino

• GIS• Central application for all users• Special applications

• Land information system• City property database• …


Tools for officials

• Financial infosystem• ASP solution for 60 book-keepers and

Department of Finances

• National registers• Residents register• Building register• Land register• Business register• X-road

• Special applications• Social Welfare infosystem


Legal basis

• Public Information Act• Information that hasn’t been classified as

internal must be available to citizens• Web page is the easiest way to make this

information available

• Digital Signature Act• Digital signature is equal to manual

signature

• ID Documents Act• ID card is mandatory starting age 15• More than 900 000 cards issued.


Evolution of web pages

• 1996 – first web page of Tartu• Information portal - bringing information to

people

• 1999 – Internet-accessible databases• Information created by officials becomes

automatically accessible on the Web• Getting feedback

• 2003 – receiving digitally signed documentsDemonstration of home page


Development of web pages

• Specific sub-pages• Events in Tartu• Bus Information• Digital books• Mapserver

• Campaign pages• City of Good Colours• Keep The City Clean• Hanseatic Days• …


E-services

• Procedure guides• Downloadable forms• Electronic forms

• Unsigned • Participation in campaigns• Questions & Answers

• Signed via the KIT portal• Requests of information

• Events newsletter


Beginning of document management

• 1989 – First PCs in City Government

• 1993 – Database of legislative acts (incl. full texts)

• 1994 – LAN solution• 1997 – public solution needed

• seadus.ibs.ee• in-house development


Document Management using Domino

• 1998 – Domino first installed in City Government• databases developed by ourselves• publishing on the Web• scanning of incoming documents

• 2001 – GoPro introduced• 2001 -2002 – public tender

• IBM Estonia• development, deployment• base licenses


Document Management using Domino

• 2002 - GoPro in use• 2003 – linking to KIT portal• 2004 – extending to subordinate

offices • 2004 – new custom assembly

system• 2005 – upgrade to version 4.1


Main ideas of DMS

• DMS is official's main working tool• All officials use DMS• All users do the necessary work

themselves• User activities are traceable• All activities are done once, public

information gets published automatically

• Public information and management system are kept separate


Users

• 500 users• 300 from City Government• 200 from subordinate offices

• Schools• Kindergardens• Museums• Library

• All users create/edit documents themselves

• Entries considered as being digitally signed


GoPro case

• Document registry• Document processing

• Forwarding incoming documents• Creating new documents• Approval of draft documents

• Short-term preserving of documents (until archived)

• Document publishing


Types of documents

• Cases• Correspondence (23 500 cases, 65 000

documents/year)• Urban planning (125 cases/year)• International projects• design criteria for construction projects (600

cases/year)• Permissions (public events, deforestation etc.) (600

cases/year)

• Legal acts (5500 acts/year) • drafts (8500 drafts/year)

• Protocols of assemblies and meetings• Contracts (8500 documents/year)• Directives (17 000 documents/year)


Managing correspondence

• Incoming paper documents are registered and scanned by receiver - 80 employees - secretaries etc.

• Incoming e-mails are registered if considered neccessary by the addressee.

• Document moves electronically from one official to another, gathering resolutions and notes. Notifications are also sent by e-mail.

• Response document is created in the document management system and goes through approval cycle if necessary.

• Executor is notified about the response document being ready, executes the document and presents it for signing.

• Response is sent on paper or electronically.


Managing e-forms

• Citizen fills in the form at KIT portal.• Document gets forwarded to Tartu City Government's

document management system.• Document is automatically assigned to responsible

official (according to document type). Sender's contact record is created and linked to the document.

• Document is processed by the official. Changes in document's status and some response documents are sent to the citizen via KIT portal.

• Citizen can send additional documents related to the same case.

• Final response is sent to the citizen via KIT portal.


Managing legal acts

• Draft is created by the official.• Author sends the draft to approval

cycle.• Members of approval cycle are notified

about a document waiting for approval.• Members of approval cycle can add

notes to the document. If allowed by the author, they can also change the original text.

• Author is notified about notes being added to the document or document being rejected.


Managing legal acts

• Approved drafts are collected to view 'ready for assembly'.

• Chair of assembly creates the agenda for the assembly.

• City government reviews the drafts and makes decisions.

• Passed drafts are made into legal acts and sent for execution.

• Acts are published on the web.


Publishing

• Depending on document type, status and classification, documents are published on the web.• Registry records about all documents• Full texts of legal acts

• Publishing process runs twice a day• www.tartu.ee/dokumendid


Benefits

• Increased speed of processing.• Decreased loss of documents.• Compliance with legal

requirements.• Creating a basis for e-services. • Better informing of citizens.


Future development goals

• Decreasing the amount of incoming paper documents.

• All documents can be sent electronically.• City Government accepts all digitally signed

documents, according to law.

• All necessary forms are added to KIT portal.

• e-forms are pre-filled using data from national databases.

• Linking with the upcoming national document exchange service.

• Full integration of digital signature.