Implementation of an electronic document management system in the Rubezhansk City Council

Q: Was the Rubizhne City Council project funded by an international organisation?

Yes. The project was implemented within the USAID-funded Democratic Governance in Eastern Ukraine (DG-East) programme — a $57 million initiative supporting transparent governance and digitalisation in eastern Ukrainian municipalities.

13 August 2020

soft Xpansion successfully implemented the softXspace Government electronic document management system (EDMS) in the Rubizhne City Council — a key milestone in the digitalisation of local government services in eastern Ukraine.

Project Background

The project was implemented within the framework of the “Democratic Governance in Eastern Ukraine” (DG-East) programme with financial support from the United States Agency for International Development (USAID). The goal was to replace paper-based document workflows with a modern electronic document management system that meets government standards and supports transparent, accountable governance.

What Was Delivered

soft Xpansion’s team adapted the softXspace Government system to the organisational processes of the Rubizhne City Council. The implementation included:

System adaptation — configuring the EDMS to match the council’s organisational structure and document routing rules
Custom approval workflows — developing functionality for the institution to set up and manage its own document approval routes
Staff training — comprehensive training programme for executive committee specialists on using the EDMS in daily operations
Documentation and certification — preparing all necessary documentation for building the Comprehensive Information Security System (CISS) and conducting certification
Integration — connecting the EDMS with existing government information systems

Results and Impact

Following the implementation, the Rubizhne City Council transitioned to fully digital document management. Key outcomes include:

Elimination of paper-based workflows — all incoming, outgoing, and internal correspondence processed digitally
Faster document processing — automated routing reduces document handling time from days to hours
Full audit trail — every action on every document is logged for transparency and accountability
24/7 access — authorised staff can access documents from any location, supporting remote work capabilities
Compliance — the system meets Ukrainian government standards for electronic document management

This project marked another step towards the digitalisation of the state, and we are proud to have contributed alongside our partners at USAID and the DG-East programme.

Frequently Asked Questions

What is an EDMS and why do government institutions need one?

An Electronic Document Management System (EDMS) digitises all document workflows — incoming, outgoing, and internal correspondence — replacing paper-based processes with automated routing, digital signatures, and structured storage. For government institutions, an EDMS ensures transparency, accountability, faster citizen services, and compliance with national standards.

Was the Rubizhne City Council project funded by an international organisation?

Yes. The project was implemented within the USAID-funded "Democratic Governance in Eastern Ukraine" (DG-East) programme — a $57 million initiative supporting transparent governance and digitalisation in eastern Ukrainian municipalities.

Does soft Xpansion have other government digitalisation projects?

Yes. soft Xpansion has implemented EDMS solutions for Mariupol City Council, Chortkiv City Council, and the Vulyk Information System for the Ministry of Digital Transformation of Ukraine. The softXspace Government product is specifically designed for local and national government institutions.