Миссия орындалды: Documentolog жүйесі Қазақстан Республикасы Ішкі істер министрлігінде сәтті енгізілді

The Ministry of Internal Affairs of the Republic of Kazakhstan has been using the Documentolog system for more than a year to automate business processes.

As a key central executive body of the country with a branched structure and a significant number of employees, the Ministry needed to switch to an electronic document management system in a short time without losing work efficiency.

In March 2023, the team of JSC "NIT" and Documentolog launched a complex system in one working day, thereby ensuring the continuous operation of all divisions of the Ministry of Internal Affairs.

At the first stage of implementation, Documentolog connected 5,000 employees, including key structures such as the Central Office, police departments of all cities and regions of Kazakhstan, the Committee of the Penal System, and the National Guard.

At the second stage, by December 2023, the number of connected employees increased to more than 44,000. During this time, structures in all regions of the country were covered, even those that were not previously connected to the electronic document management system. Currently, about 50,000 employees work in the System daily. The plan is to connect all employees throughout the Republic of Kazakhstan.

Challenges and Solutions

Scaling the system turned out to be one of the key challenges, as it was necessary to ensure the service of such a large number of users. This could lead to a decrease in the performance of the system and its infrastructure.

We, together with the team of JSC "NIT", did a colossal job. The Ministry of Internal Affairs system is the most heavily loaded. Projects of this scale are unique for our country. We were able to quickly scale the system thanks to a ready methodological and technical base, extensive experience in launching large projects in a short time. Constant monitoring and prompt actions helped maintain system stability under high load

Mariam Amanbekova

Managing Director of Documentolog

Another complexity was managing the large volume of document flow. Each structural unit of the Ministry of Internal Affairs acts as a separate element in the system. Therefore, one original document sent by the Central Office of the Ministry of Internal Affairs could turn into 100 copies and spread across all divisions: each structural unit, in turn, created its own assignments for this document.

To avoid duplication, a document file deduplication technology was implemented, which prevented the creation of redundant copies in various divisions. Optimization of work with subordinate organizations was also carried out, which increased the efficiency and speed of processing assignments and citizen appeals, including due to the wide coverage area throughout the country.

Automation of HR Processes

The presence of a large staff also required optimization of HR processes. For this, Documentolog was integrated with the 1C system of the Ministry of Internal Affairs. The integration allowed for the synchronization of employee data, simplifying the leave process. Documentolog implemented the functionality of an Employee Personal Account. It provides for the online submission of a leave report, as well as the formation of the corresponding order with the accrual of necessary leave payments.

Due to automation, the time for paying leave benefits was significantly reduced, which increased the satisfaction of Ministry of Internal Affairs employees.

As noted by Ministry of Internal Affairs employees: previously, vacation schedules were formalized, and their compliance depended on the decisions of management and the desire of the employee himself. Now, these schedules are controlled online and are systematically distributed quarterly, taking into account the workload on employees. Since the beginning of this year, leave according to the approved schedule has been provided to 98% of employees. This allows employees to plan trips in advance, buy vouchers and tickets cheaper. That is, there is a saving of the family budget.

The work does not stop there but continues in terms of automating other processes to improve work with personnel.

Thus, the project to implement the Documentolog system in the Ministry of Internal Affairs of the Republic of Kazakhstan became an important step towards increasing efficiency and optimizing the work of all divisions of the Ministry, demonstrating the significance and effectiveness of technological solutions in government structures.