How Documentolog Transformed the Work of Government Agencies into an Online Format

On March 15, 2020, during the Covid-19 pandemic, the President of the country announced the introduction of a state of emergency, implementing quarantine and movement restrictions. It became necessary to organize the work of government employees, ensuring their safety while not halting the activities of the state. The government tasked the Ministry of Digital Development, Innovations, and Aerospace Industry (MDIAPI) with organizing remote work for civil servants as quickly as possible.

To achieve this, it was necessary to automate the work of 74 central government agencies and about 1,500 regional offices, uniting more than 80,000 employees. All of them were working in a unified electronic document management system (EDMS), implemented on the IBM Lotus Notes platform, which was outdated and required complex configurations to operate.

The Documentolog team managed to implement a highly complex project in just 2-3 weeks, the likes of which had never been seen before. It would not be an exaggeration to say that considering its importance to the Government and the level of responsibility, this project is unique and will rightfully enter the history of our country's digitalization. I am confident it will serve as a good case study for other countries. It is also unique because such a large project was executed by a Kazakhstani company using a domestic IT product.

Baizhan Kanafin

CEO of Documentolog

To transition to a new platform that allows work through a browser, it was necessary to ensure compliance with all regulations, train thousands of employees, and enable integration with other systems.

On March 16, 2020, Documentolog began implementing this task, understanding its importance in the context of the emergency, as well as the need for 24/7 involvement in this process for two months. We mobilized all resources of Documentolog and JSC "NIT".

Just five days later, on March 21, 2020, the Ministry of Energy, the Ministry of Industry and Infrastructure Development, the Ministry of Trade, and the Ministry of Ecology of the Republic of Kazakhstan were transitioned to Cloud Document Management (CDM) on the Documentolog platform, thereby ensuring remote work for their employees. We also addressed issues of information security and code verification. By April 1, 2020, another 14 ministries connected to the CDM system.

Thus, in 2-3 weeks, we implemented a unique project that will enter the history of Kazakhstan's digitalization and serve as an example for other countries. The uniqueness of the project lies in the fact that it was completed for free and without a contract, by a Kazakhstani company using a domestic IT product.

Today, over 100,000 users from central government agencies and more than 50,000 from regional offices across Kazakhstan are using the Documentolog system.