The government launches a « pilot » on digitalization of document management of departments

The White House began the new stage of work on improving electronic document management and control of the executive discipline in federal ministries and departments. We are talking about the development of uniform rules for “digital” interaction for state bodies, for which from June 2, a special “pilot” will start with the participation of the Ministry of Natural Resources, the Ministry of Industry and Trade, the Ministry of Construction and the Federal Tax Service. The experiment is based on the experience of the government apparatus to optimize internal bureaucracy. The authorities expect that the complete transition of government agencies to a modern “figure” will release officials for informative work.

Prime Minister Mikhail Mishustin signed a government decree on the launch of a “pilot” on the formation of uniform standards for working with digital documents and instructions, including the rules for preparing the relevant documents and the exchange of them. An experiment with the participation of the Ministry of Natural Resources, the Ministry of Industry and Trade, Minzifra and the Federal Tax Service will be held from June 2, 2025 to June 30, 2026. The pilot will be a continuation of the White House work over the improvement of electronic document management and control of the executive discipline in federal ministries and departments. The experiment is a broadcast on the vertical of the executive branch of the five-year internal experience of the government apparatus on the digital transformation of the workflow (it is supervised by the Deputy Prime Minister, the head of the White House apparatus Dmitry Grigorenko).

So, if in 2019 only 40% of the White House documents were presented in electronic form (at the same time in the main format of scanned paper originals), now this indicator has increased to 90%.

The new electronic document management system (EDMS), the transition to which completely ended at the end of 2023, allows you to create documents immediately in electronic form without duplication on paper, and they may contain digital structured data, due to which it is possible to automate the processing of such documents (registration, control over the progress and terms of execution, preparation of reports, etc.). Since 2023, the execution of all instructions has been controlled in the PED (See “Kommersant” from April 29).

Key regulatory acts governing the electronic interaction of federal executive bodies were adopted from 2005 to 2011 and do not take into account modern realities and needs, the government notes.

Within the framework of the “pilot”, it is supposed to prepare an actualized regulatory framework.

In addition, the experiment provides for the creation of documents in a digital structured form, the formation of uniform requirements for electronic document management systems of federal executive bodies (additionally considers the possibility of establishing key performance indicators for the heads of digital transformation of departments – they will have to reflect the degree of compliance of the EDMway with new requirements), Kommersant told the official. It is also supposed to mutually mutual preparation of documents and execution of instructions, information about which is simultaneously contained in the departmental EDMS and in the state information system « Norma -making » (see “Kommersant” dated September 12, 2024).

“The government consistently improves the system of work with documents in public administration. Now our key task is to scale this experience for all processes and all federal executive bodies. The ultimate goal is the complete transition of state bodies to digital document management, when the documents are created in a single structured digital format and practically do not require manual processing, ”said Dmitry Grigorenko. “Pilot” is the first step to completely digital document management, when neither the government apparatus, nor the departments will need to send traditional “informal” letters, which will allow officials to engage in “day” work instead of the bureaucracy, added to the Deputy Prime Minister’s secretariat.

Venus Petrov