GazNIIproekt (Directum Capture and Transformation Services (DCTS))

In GazNIIproekt Ltd - one of the leading institutes of Russia on design of objects of the oil and gas industry - specialists of IT-Consult Group complete system implementation of electronic document management and interaction management of DIRECTUM.

Implementation of DIRECTUM began in June, 2012. In a work progress all classical document flow of the organization was transferred to an electronic form: the entering, outgoing internal documents, office correspondence, approval of contractual documents and also are carried out the modifications of a system allowing a message in electronic form development and issue of tasks between departments.

Transition of work of office on document registration to the DIRECTUM system allowed to arrange registration of all document types and to depart from maintaining paper magazines of registration. Workers got online access to documents at the expense of the organization of full-fledged archive of all of the documents arriving on the enterprise and descending which are scanned and go to work in electronic form. Need to make additional paper copies disappeared. With input of the DIRECTUM system in commercial operation the risk of loss of information disappeared, time for document retrieval was reduced, control of execution of the issued instructions increased.

The standard route which includes creation, the automated approval in related departments (on a chain from the head of department to the contractor), a statement, registration and issue of a task was developed for issue of tasks between departments. Automation of process allowed not only to reduce an expense of time of contractors on passing of all stages of approval, but also to arrange the scheme of issue of tasks in general.

In GazNIIproekt Ltd the technology of fast identification of the document, DIRECTUM Rapid Document Identification (RapID) allowing to make marking of the created paper documents a global unique barcode was implemented. Now, by means of the scanner of barcodes, according to the paper copy it is possible to find easily the relevant electronic document and to monitor all works on it.

Thanks to implementation of Directum Capture and Transformation Services (DCTS) technology which supports a set of the services facilitating mass input of documents in a system from external sources the labor input of the works on document handling arriving using different means of communication was considerably reduced. The document which arrived on any of faxes of the organization or the official e-mail address automatically appears in EDMS DIRECTUM and is transferred to the clerk to processing already in the form of the electronic document.