System implementation of electronic document management BOSS-Referent in PROEKT Management company

The BTLab company successfully completed system implementation of electronic document management BOSS-Referent in PROEKT Management company. Thanks to the organization of a common information space and providing online access to information it was succeeded to increase efficiency of a management activity of the company.

By PROEKT Management Company LLC it was created in 1995. One of the main activities of the company is the professional management of troubled assets including all complex of the works connected with implementation of the rights of the creditor, permission of corporate problems, audit of business and financial examination and also finding of the most effective ways of capitalization and structurization of assets and achievements of the maximum profitability.

Activity of the company means processing of large volumes of documents. For creation of effective internal business processes it was necessary to structure accumulated information, to automate processes of its processing and to increase control of performing discipline. For the solution of these tasks the management of UK "PROJECT" made the decision on implementation in the company of an electronic document management system.

According to the results of the carried-out market research for creation of IT infrastructure the Lotus IBM platform and an ECM system BOSS-Referent most of which met the requirements to functionality and opportunities of EDMS and allowed to solve assigned tasks in reasonable time successfully was selected. As the contractor the BTLab company having wide experience in creation of the similar systems was selected.

Before BTLab companies the following tasks were set:

• create a common information space for joint work of employees with documents;
• organize the corporate mail server meeting modern security requirements of information;
• create uniform electronic storage of documents about a possibility of convenient and quick search;
• automate processing of instructions;
• provide control of execution of instructions of the management;
• automate processing of the entering and outgoing correspondence.

During the project specialists of BTLab company developed the detailed plan of organizational and technical actions and also the project documentation on the basis of which works on installation and setup of software tools were performed. The project team created special document templates and approval routes are configured. Processing of memos, requests and agreements was automated. On a closing stage of the project training of all users and trial operation of EDMS under control of specialists of BTLab company was provided.

The project began in October, 2010 and affected all departments of management company. In May, 2011 EDMS was put in commercial operation. At the moment in a system 110 users work.

As a result of implementation of an ECM system BOSS-Referent was succeeded to achieve the following results:

• automate all processes of office-work and adjust control of all document types in the company;
• create a common information space of office document flow for the staff of the company;
• provide online access to information of staff of UK "PROJECT";
• provide convenient means for quick search of documents on contents and attributes with a possibility of a task of search criterions;
• enter the uniform standard of work with electronic documents providing security, controllability and availability of documents.