Implementing solution on document management 5

Since 2008 the Malahit company by request of ChTPZ performs the Malahit project: Documentum directed to systematic failure from paper document flow for benefit of electronic. After orders and orders, passed all organizational and administrative documents into an electronic form. Creation of the unified control system of performing discipline within a uniform information field became the following purpose that would allow to keep the analysis of sense of duty of employees at the different levels. Such system was developed by specialists of Malahit within the solution Malahit: Documentum and in 2011 was begun its implementation on ChTPZ. Those instructions that were led up to the contractor by means of paper documents earlier, and are more often in an oral conversation, passed into a format of an electronic control card with the detailed description of tasks. Completion dates and also their violation or transfer are accurately fixed in a system, the system of reminders helps to provide an adherence to deadlines. Except the author and the contractor of order, in a card the controller – the person who traces the course of accomplishment of order is specified. Function of delegation of tasks allows the contractor to distribute tasks in division for optimization of their accomplishment.

What advantages to the head? Process of execution of instructions becomes transparent: statistics of execution on each employee as far as terms are observed is visible, it is possible to keep track of complexity of execution of tasks, etc. Control of performing discipline became not just the assistant to the management, and the tool allowing to analyze business processes of the enterprise for further optimization. To the non-management employee work in a system, first, helps not to miss important tasks, secondly, gives confidence that its work is estimated by the head objectively, on the basis of studying of reports on performing discipline.

Leaving from the mass of paper protocols and memos became the next big step in 2011. Now all exchange of similar documents happens in the Malahit system: Documentum. The receiver is obliged to accept or reject the memo, at the same time the receiver will not be able to send the document to archive, without having filled out the resolution. The sender receives the notification on actions of the receiver. Minutes of meetings are filled out directly during the meeting, using an electronic template in Malahit: Documentum that considerably saves time of participants of the meeting, does not require additional approval, instructions automatically form according to protocol points.

Automation of control of performing discipline and organizational and administrative documentation is a major step on the way of increase in efficiency of workflow of the enterprises. Since the beginning of the project until the end of 2011 the number of the documents processed in the Malahit system: Documentum increased by 15 times and on the volume of paper carriers as much decreased that confirms convenience and efficiency of electronic document management in terms of modern enterprise management. Besides, at the end of 2011 specialists of Malahit company implement and bring into trial operation the project on creation of uniform archive of the project documentation with access through the Malahit system: Documentum, is also conducted development of the version of Malahit: Documentum for use on mobile devices (tablet computers, smartphones) with any operating system (IOS, Android, Windows Mobile). Purpose of project data: provide users with the reliable assistant in the form of the solution Malahit: Documentum, which always near at hand.