At "The international university "MITSO"" the eDocLib ESM-system is implemented

At "The international university "MITSO"" (Republic of Belarus) the eDocLib ECM system 2.5.3 developments of Electronic Office Systems (EOS) company is implemented. The project was performed by Electronic DELO company - the partner of EOS Group in Republic of Belarus.

"The international university "MITSO"" - organization of formation of Federation of trade unions of Belarus. It is the modern and dynamically developing higher education institution performing training of specialists of a managerial, economic and legal profile. The higher education institution locates branches not only in the capital of Belarus, but also in the regional centers.

From 2009th year "The international university "MITSO"" uses an electronic document management system "CASE" which implementation was also carried out by specialists of Elektronnoye DELO LLC. The staff of service of documentary ensuring management highly appreciated the huge potential and convenience of using of the CASE system.

Practically all documents at the moment are registered by the CASE system, beginning from incoming correspondence and finishing with personal cards of students and their statements. Naturally, every day in a system more and more documents, and their total quantity are registered and also the sizes of the database grow quicker and quicker. Over time the number of relevant documents becomes only a small part of what is stored in an electronic document management system. A large number of inactive documents are an inevitable result of record keeping within several years irrespective of, document flow in a paper or electronic form is conducted. At record keeping in paper form it is recommended to place the documents which appeared active use in archive. It is natural to use similar technology of work and in case of electronic document management.

Despite simple problem definition, a method of the solution it can be uncommon. All the matter is that the system of archive storage should have so powerful functionality in search span of the stored documents, as well as full-fledged EDMS. But the requirement to automatic registration of large volume of documents without loss of significant information is more important. This task was implemented using the eDocLib 2.5.3 platform.

The eDocLib platform provides all necessary functionality for content management: creation, export/import, change, safe document storage, version control, multilevel systematization. And also the control over processes exercised using tracking of the change history, recording of actions of users and access restriction to information and functions. The main advantage of this software product to the solution of an assigned task was the possibility of easy integration with other systems. In particular, for loading of documents process was constructed of the CASE system as follows:

• selection and preparation of documents for unloading and subsequent removal;
• export of documents to xml a format and also the documents of files attached to cards means "CASE 8.10";
• import of information exported from EDMS to the eDocLib 2.5.3 system.

The corresponding instructions were developed and user training to work on this technology is provided. At present all documents which lost the importance, or documents which can be transferred to archive storage can be transferred to storage to the eDocLib system. As a result of the executed project, all wishes and needs of the client regarding the organization of document flow were successfully implemented.