Elar automated the processing of agreements received by RFFI

2021: Automate agreement processes

On September 22, 2021, ELAR announced the automation of the processing processes of agreements received by RFFI.

As part of the transition of the Russian Foundation for Basic Research to electronic interaction with individuals and legal entities, it is necessary to sign agreements in paper form with all counterparties. Only after the signing of such an agreement will the use of an electronic signature be equivalent to the signing of documents in paper form. Starting in 2020, RFFI began to receive agreements signed by individuals and legal entities - 2-4 thousand pages each day. After the signing of the agreement, its image must be entered into the KIAS and attached to the corresponding card, after which the exchange of documents with the RFPI can be carried out using an electronic signature.

Since the decision to introduce an electronic signature in the RFFI, the task was immediately set to automate the process of processing agreements and provide the opportunity to work with electronic copies of these documents. There were several good reasons why it was necessary to quickly create electronic copies of agreements and provide them to employees: a separate room of 15-20 square meters would be required to accommodate 350 thousand documents; an average of 10 - 20 minutes is required to access the paper document; When an agreement is received in the RFFI, each of the five processing stages must be recorded in the system, while the total processing time should be minimal to allow bidders to submit applications electronically.

Manual conversion of one agreement to electronic form can take from 5 to 15 minutes, despite the fact that it is necessary to perform, at first glance, three simple operations: scan the agreement, extract the personal number from the agreement and attach the electronic image to the granter card in KIAS.

Manual execution of such operations inevitably leads to human-related errors, the number of which is on average 1 error per 100 documents. A simple calculation showed that even with error-free processing of 350,000 agreements, the existing staff would take several years. In this situation, only the introduction of automation of all processes can reduce the processing of all agreements received per day (from 3 to 5 thousand pages) to several hours.

To solve this problem, ELAR Corporation developed and implemented the Consent information system based on domestic software intelligent information processing. ABBYY FlexiCapture Customized ON processing allows you to recognize scanned completed consent forms, agreements, applications for changing personal data users of KIAS RFFI, extract the necessary ones information and generate the resulting ones, files PDF which are sent to KIAS and electronic archive of RFI. The system, when retrieving the necessary data from the symbol for identifications the grantee, checks their correctness at the same time. If an error occurs, the system sends a message to the operator, who finds out the cause of the inaccuracy and makes manual changes. After debugging the system for every 3-4 thousand agreements, there are no more than 1 error.

The information resource is formed taking into account the possibility of full-text search of all recognized text of documents. Scanned documents are recognized and the following data are extracted from the images: full name, citizenship, date of birth, SNILS, degree, date of award, personal number extracted from the QR code, full name of the organization, presence of signature of the grantee, presence of signature of the certifying body, etc.

If we imagine that after scanning, each consent was processed and saved manually to a certain directory for further processing, then it would take the operator 5-10 minutes for one document, while working in the System reduces this process to 5 -10 seconds, reducing the number of errors tenfold, - Viktor Korotkov, head of the department for work with scientific organizations of ELAR Corporation, explained.

Thus, the system allows you to reduce the labor costs tenfold when introducing electronic signature into business processes, increases the productivity of RFFI employees, accelerating the process of transition to electronic document management as a whole. RFFI, trying to be at the forefront of digitalization of state activity, almost completely switched to electronic document management as of September 2021. The majority of the organization's documentation is digitized and promptly placed in electronic form in corporate systems for further use by the Fund's staff.

2013

ELAR Corporation completed the project "Work on the creation of the electronic document management system RFFI and integration with the electronic archive system" for the Russian Foundation for Basic Research on the platform of the software solution, ABBYY FlexiCapture of the press service of the corporation said on July 12, 2013.

Great features

The electronic document management system project has several key features:

• automation of routine process of ORD processing on the basis of AMPS FlexiCapture and use of SEA Saperion as integration platform for 1C and SED.

Reality

The work of the Russian Foundation for Basic Research (RFFI) in electronic document management in the part of the ORD looks like this:

• two Canon scanners receive paper documents for digitization,
• further processing of electronic images is carried out using, ON FlexiCapture which imposes a flexible template on the document, finds and recognizes fields (date, subject, addressee, signatory, etc.) and transfers the recognized values ​ ​ to, 1C
• electronic copies are automatically uploaded in PDF format with a text substrate to SEA Saperion.

Superiority

The functionality of the solution provides the customer with a number of advantages:

• by uploading documents to the SEA Saperion electronic archive, it is possible to constantly maintain a high speed of operation "1C," which decreases with an increase in the number of documents in the system,
• minimizes the number of manual operations when processing paper orderings
• provides full-text search capabilities.

Thus, with a minimum number of paper document processing operations, the maximum speed and comfort of working with electronic copies is achieved.