OCS (financial archive, management of requests)

2018

Project finish

The project is complete in November, 2018.

The chief contractor of the project on development of EDMS is selected

The project based on Directum (EDMS/ECM system)

Contractor: Directum

Project terms: March - November, 2018

2013

Start of Project

The project implemented in OCS company won a victory in DIRECTUM Awards 2011 – tender of IT projects of DIRECTUM company under the terms of which the vendor awarded participants for innovations based on the DIRECTUM system.

The project of a system of electronic archive of primary documentation implemented in OCS became the winner in the Large projects nomination. It was implemented with assistance of the Avis Expert company specializing in implementation of electronic document management systems, business process automation and portals.

Project implementation of electronic archive of primary paper documentation started in distribution company from scratch - before implementation of a new system in OCS of the automated processes in the field did not exist. Rapid growth of business and the increase in number of paper documents following it led to awareness of need of implementation of electronic archive. IT specialists of OCS stopped the choice on the DIRECTUM system, proceeding from a number of criteria.

The crucial role was played by a possibility of customization of a system and its functionality in the field of document handling, existence of rather worked solution on this platform at Avis Expert company. The ratio price/quality became an important factor. Interest in the project of integrator – existence of a feedback, activity was also of great importance.

In the course of implementation of a new system of electronic archive of primary documentation integration with corporate information systems of OCS was the main objective: Microsoft Dynamics AX and 1C. Regarding DAX integration was made according to outgoing documents, in Part 1C – on entering. Based on implementation of electronic archive each paper document is allocated with the special barcode entered in the DIRECTUM system.

Scanning and recognition of documents using solutions of ABBYY company allows to place a card of the document and its scan image in electronic archive. Thanks to a new system any document (both the original in archive, and its electronic scan image) can be found as fast as possible as all information on it is catalogued and recorded in electronic form.

System implementation of electronic archive of primary documentation went slightly less than half a year to OCS companies: from March to August, 2011. In active work the project was started on the first of August. The OCS command consisting of the staff of different divisions and Avis Expert implementation team was engaged in its implementation. Today the project was already beyond the central office of the distributor and is scaled in regional branches of the company. The first process of upgrade joined office in Novosibirsk, after it in the project branches will take part in Krasnoyarsk and Perm. According to plans of OCS in the future each office of the company will receive own installation of a system.

"Technologies of creation of electronic archives not innovation in the market, but in Russia they began to be implemented rather recently. Our project is unusual the fact that it was developed especially for primary documentation. Plus to everything, it is most hi-tech: modern high-speed stream scanners which process hundreds of pages per minute; radio-scanners which allow the employee to move freely on archive; technology of barcoding; a full integration with corporate information systems. Thus, thanks to system implementation of electronic archive work of the manager actually comes down today only to detachment of documents from paper clips", – Novikov Sergey, the Chief information officer of OCS company says.

Project Continuation

In OCS Distribution company the project on consolidation of databases of the DIRECTUM system implemented by forces of specialists of Avis Expert company is complete.

The electronic archives installed at the central office and three regional business units (RBU) were united in uniform base which will be scaled further on other RBYu on a centralized basis.

System implementation of electronic archive of primary documentation in OCS company began in 2011. At the first stage a system was installed at the central office St. PetersburgMoscow (/). The command consisting of the staff of different divisions of OCS and Avis Expert was engaged in the project. After the termination of the first stage forces of staff of IT service OCS Distribution carried out independent installations in regional business units of the company in Novosibirsk, Krasnoyarsk and Yekaterinburg. Independence of installations was caused by the tasks facing the company at that time. Now systems installed earlier are united in uniform storage.

During the project of consolidation the staff of Avis Expert company should solve a problem of preserving of local uniqueness of data within the uniform centralized storage. This task was caused by the developed independent system of assignment of unique identifiers in each RBYu. Therefore these identifiers did not answer uniqueness within all company. Also it was necessary to carry out reconfiguration of a configuration of products of ABBYY using which in the company the system of stream input and recognition of documents is implemented.

The solution of such task was implemented by the staff of Avis Expert company in two stages. On the first the uniform centralized configuration taking into account features of architecture of each separate branch OCS was designed. Transfer of filial data (more than half a million documents in each branch) in uniform storage became the second stage. Specialists of Avis Expert coped with an assigned task perfectly, without having affected efficiency of employees both the central office of OCS company, and the branches which are in different time zones.

The project on consolidation of databases was implemented in only two months and completely met requirements and the customer's tasks.