"The Middle Volga gas company" carried out an EDMS Directum update

One of priority tasks of SVGK – permanent improvement of the technologies increasing reliability of operation of objects of gas economy. At the same time it is important to comply conditions of constantly improved industry regulating documentation: the large-scale list of instructions, provisions, regulations which is regularly updated. Until recently work with such documentation was complicated by the fact that all documents were submitted in paper form and to inform of them responsibles, it was necessary to make a set of copies.

As a result in SVGK the need for system implementation which would allow to automate completely document flow and interaction in the company ripened. The department of business process optimization as on it responsibility for coordination of work with the regulatory base of the enterprise lies acted as the main customer of the solution. The additional complexity of document flow in this division consists in close interrelation of documents, i.e. any change in one of them attracts changes in all accompanying.

As a result by company management it was headed for the choice of an ECM system. The head of department of information technologies of SVGK Sergey Blinov tells: "Among the main selection terms of a system there was a ratio the price quality and also its flexibility – i.e. an opportunity to adapt it for the solution of constantly changing tasks. And of course, special attention was paid on presence in Samara of the manufacturing partner with appropriate level of competence. The ASCON-Samara company (IT-Consult group), our old partner who already implemented at the enterprise of a system of design met all requirements. For implementation of the necessary functionality the electronic document management system of DIRECTUM which at that time was already used in a number of divisions was selected".

Implementation of DIRECTUM began in May, 2010. Basic modules and the module Office plus became a core of the implemented functionality the internal portal on the SharePoint MS platform was unrolled.

At a stage of preparation of the project solution the organizational chart according to which all documents created using DIRECTUM at first go to approval of all necessary divisions was developed, then automatically arrive on a statement to heads of services and, finally, the CEO. It is important that the made changes at all levels of approval are fixed. After a statement the document is registered. That employees traced new standards in time, a system in the automatic mode checks whether there are again approved documents, and publishes them on the portal for all employees. It is possible to find the necessary information by different criteria, for example by the form the document, approval date, etc.

At the moment in a system about 100 people work. In plans of SVGK – further work on improvement of work with the regulating documentation, for example, by some types of regulations which are not subject to a public inspection, but should be published for the limited group of people. The possibility of automation of providing an information access is necessary for such documentation, and IT-Consult is going to integrate already implemented DIRECTUM and SharePoint with the Active Directory that will allow to spread documents on the server according to access rights.

As Blinov Sergey reported, the head of department of information technologies (UIT), implementation of DIRECTUM at the enterprise allowed not just to solve separate problems of workflow automation in its different divisions, but also actually formed a basis for a single corporate system of electronic document management and interaction management. Today there is an understanding of further development of a system, there are precise plans and priorities of implementation.

Project Completion

The implementation project of archive of contractual and constituent documents on the platform of a scalable solution for electronic storage DIRECTUM Storage Services was completed by Infoservice company (IT-Consult Group).

Georgy Onishchenko, the deputy CEO for operation of SVGK LLC, noted: "System implementation of electronic document management of DIRECTUM in SVGK LLC was begun in June, 2008. Since 2000 we densely cooperate with Infoservice company and implemented large projects in several directions. Need of creation of electronic storage of documents arose long ago. Our company needed the system providing reliability of document storage, confidentiality and differentiation of access rights, tracking of history of use of the document, convenience and sweep rate".

In the course of implementation optimization and automation of process of placement of the arriving documents in a common information space of the enterprise is performed, the organization of quick search of documents for the set details, full-text search on text contents taking into account all language word forms is adjusted.

Upgrade of EDMS

On August 24, 2015 the IT-Consult company announced the project of updating of EDMS on the current version.

At the beginning of 2015 the company made the decision on work on updating. Prepared the plan of transition of the enterprise on EDMS Directum taking into account the planned changes of IT infrastructure of the organization.

Main requirements to migration:

• lack of losses of information and uninterrupted operation of work of staff of department of office-work and organizational work regarding conducting the current office-work;

• uninterrupted operation of work of staff of legal department regarding control over contractual processes;

• preserving of all completeness of functionality EDMS DIRECTUM of the archive of precontractual and constituent documents operating on the platform;

• preserving of functioning of the existing integration solution on maintaining library of the normative and claiming documents on the platform EDMS Directum and MS SharePoint Server.

According to the work plan 400 users of a system are transferred to use of the upgraded version.

Specialists IT-Consult finished the system interface, modified and added it taking into account new opportunities of functionality.