Electronic archive (Local archive Diadoc)

The solution "Electronic Archive" provides the automated formation of the centralized hierarchical archive of documents including electronic cards and the scanned images of legally significant documents.

Announced a product yield developer - ENSOL company on July 16, 2013.

The electronic archive is irreplaceable in work of accounting service, providing a possibility of instant formation of necessary selections of primary documents at the request of tax authorities, for example, of invoices on the partner, with a possibility of an output the scan images of the selected documents on printing. Use of Electronic archive is especially effective for work geographically distributed and holding the company, allowing to centralize service of accounting and to provide transport for document transfer in the head company in electronic form.

Advantages of use

• Cardinal reduction of time necessary on search and obtaining necessary documents by the staff of the company
• Release of considerable time of expensive skilled staff during the work with documents
• Exception of repeated copying and duplication of paper documents
• Exception of risks of loss and loss of documents
• Interaction with territorially remote divisions within document flow processes
• Control of existence of originals of primary documents and their physical location
• The automated formation of selections of documents at the request of tax authorities
• Viewing skanobraz of documents from the corresponding postings of the accounting system (1C, Mirosoft DAX, etc.)

Platform

The solution "Electronic Archive" is based on a software platform of Microsoft SharePoint Server 2010. The Microsoft SharePoint platform is based on use of WEB TECHNOLOGIES. A system on the basis of Microsoft SharePoint helps to organize work of all divisions of the company with uniform information base, irrespective of their territorial arrangement.

Routing and structure

• A system provides automatic formation of a hierarchical structure of document storage in archive on the basis of their details. For each document type the individual structure of storage can be configured, for example, for agreements it can be the hierarchy including: Year \the CFD \Agreement type.

• In the course of work documents automatically are placed a system in the corresponding directory of archive on the basis of their details that excludes possible errors of placement of the document.

Cards and scan images of documents

• A system provides a possibility of setup of an unlimited number of document types with individual sets of the details providing a possibility of filtering of documents on any set of values.

• In addition to an electronic card each document is presented in a system corresponding the scan image of the document in its original form (with printings, signatures, etc.).

• The scan images of documents placed undergo automatic recognition using a specialized software of ABBYY in a system that allows to work about the scan images as with electronic documents, including opportunities of copying and context search of contents of the document.

Selection and printing

• On the basis of details of electronic cards a system allows to create instantly necessary selections of documents and to print the corresponding skanobraza. Fast selection of the document allows to reduce, for example, cardinally having selected a set-up time of documents at the request of tax authorities on a certain partner of the invoice for the period.

• Fast selection of documents according to details allows to control also existence of originals of primary documents in case of primary obtaining their electronic copies. For this purpose it is enough to make selection of documents on the status of existence of the original then on not provided documents automatic mailing of reminders to responsible managers is possible.

Context morphological search

• In addition to selection of necessary documents according to details a system provides a possibility of full-text search on contents of documents. At input in the system of a skano-braza undergo automatic recognition and are indexed by a search service. It gives the chance to users to use search queries just as it becomes in Yandex search engines or Goolge.

• Results of search query are displaid according to their relevance of a request then a system automatically creates the specifying criteria on the basis of details of the documents which got to search results. One click the user can select in addition documents of a certain type, on a certain partner, the CFD, etc.

Interrelations of documents

• A system provides a possibility of manual and automatic binding of documents in the logical packets allowing to work not with separate documents, and with their interconnected packets. So, for example, in a card of the agreement the register of the relevant primary documents is displayed, in a card of the delivery note the invoice, etc. is displayed.

• Use of communications of documents allows to group documents in any necessary basis. Groupings of documents on the Project, Division, the Cost item, etc. can be examples.

Architecture

The subsystem of automatic recognition of skanobraz of documents providing full text recognitions of contents of the document and, as a result, a possibility of full text morphological document retrieval on their contents is a part of the solution "Electronic Archive". Use of search services of the solution the user has an opportunity quickly and effectively to find documents in huge arrays of information without knowing their formal details (date, number, the agreement, etc.).

• In the solution developments of ABBYY company, being one of the leading world software developers of recognition and input of documents, linguistics and transfer are used. Recognition of documents is provided in completely automatic mode and does not demand any additional actions from operators and users of Electronic archive.

Corporate reference books and management of NSI

• One of important technology advantages of the solution "Electronic Archive" is the possibility of use of external reference books of details. The present possibility allows to integrate the solution practically with any external system the normative reference information used for management, for example the accounting system based on 1C, Microsoft Dynamics or any other system of a class ERP and MDM.

• Use of external reference books guarantees relevance of the reference information in a system online without requiring at the same time any support and synchronization of the reference information. The solution "sees" reference books of an external system as own and allows to use them when forming cards of documents. Standard examples of use of external reference books are reference books by Legal entities, the CFD, Partners, etc.

Integration with external systems

• A number of the services providing integration with any existing information systems of the customer is a part of the solution "Electronic Archive".

Use of services of the solution allows to provide viewing the scanned image of the document which is in Electronic archive, directly from an external system. The most widespread option of use of services of integration of Electronic archive is the possibility of viewing documents during the work with the accounting system, for example, of family 1C: Enterprise. So, for example, browsing transaction of implementation in 1C: Accounting it is possible to open a one click of the button for viewing the delivery note corresponding to it or the act in their original form.

• The solution "Electronic Archive" includes the integration module with the system of exchange of the legally significant electronic documents DIADOC from SKB Kontur company. Now the DIADOC system is one of market leaders, providing effective interaction of legal entities without duplication of documents on paper carriers. Use of the solution "Electronic Archive" together with DIADOC services allows not only to provide reliable long-term document storage of the company, but also as much as possible to simplify and accelerate processes of document flow with partners of the company.