EDMS for the largest railway operator of loads in Russia

Digital Design completed in November, 2011 the project on system implementation of electronic document management in Freight One. In EDMS more than 2,300 users in central office and 14 branches of the largest railway operator of loads in Russia work at the DocsVision platform.

Vadim Krushinskikh, the head of the department of the administration of JSC Freight One, comments: "When implementing this project we aimed to solve three main objectives. First, we needed to organize a rapid turnover and safety of documents, since their receipt in the company and finishing with execution that in the conditions of the large volume of documents and a significant amount of involved officials is an important task of any large enterprise. Secondly, to increase efficiency and quality of acceptance of management decisions and their implementation. And at last, the important purpose is decrease in labor costs on preparation, processing, support of documents and also obtaining the reference information about a status of the document and its execution. Now the implemented EDMS answers effective objectives. Nevertheless, a system is in permanent development taking into account increase in functionality both its separate elements, and development and deployment of new modules, opportunities of the solution for the most complete satisfaction of interests of business of the company".

The project on implementation of EDMS in Freight One began in 2009. At the first stage specialists of Digital Design automated basic processes of office-work, including registration of correspondence and internal documents, their delivery to users, approval of agreements. At the same time more than 100 people in central office of Freight One and on several employees from each branch were connected to a system. On the next stages increase in number of the employees who are carrying out work with documents in a system was organized. For this purpose experts of Digital Design connected to EDMS of users of branches — more than 2,000 people.

Now in EDMS schemes of preparation and approval of contractual, internal and organizational and administrative documentation are implemented, the office is automated, control of execution of management decisions at all levels of management is provided. In a system the electronic storage of documentation, including contractual is created.

In development plans for EDMS — integration into corporate programs, including the project on remote approval of rates of partners of the company of the subsequent approval of contractual documentation in EDMS that will allow to reduce significantly terms of its providing to clients of JSC PGK. Besides, implementation of the technologies allowing to transfer internal document flow of the company from graphic copies on text representation using the electronic digital signature is planned.

Oleg Greshnev, the director of the department of corporate systems of Digital Design tells: "JSC PGK is the largest railway operator of loads in Russia and has a big branch network therefore it was very important to increase efficiency of delivery of key business applications to which, including, also EDMS belongs. The electronic document management system based on DocsVision is installed in computer center of Freight One in Moscow, and all divisions work through terminal access. Such scheme provides fast connection to EDMS of remote divisions and simplicity of administration of a system. Besides, the solution promotes high degree of protection as information is stored and processed in the protected center, but not on computers of users".

In 2012 the project was continued and 680 licenses purchased in addition.