Electronic archive (Local archive Diadoc)

2013: Electronic Archive Product Release

The Electronic Archive solution provides automated creation of a centralized hierarchical archive of documents, including electronic cards and scanned images of legally significant documents.

The product was announced by the developer - ENSOL on July 16, 2013.

The electronic archive is indispensable in the work of the accounting service, providing the possibility of instant formation of the necessary collections of primary documents at the request of tax authorities, for example, invoices for the counterparty, with the possibility of printing scanned images of selected documents. The use of the Electronic Archive is especially effective for the operation of a geographically distributed and holding company, allowing you to centralize the accounting service and provide transport for the transfer of documents to the parent company in electronic form.

Benefits of use

• Dramatically reduce the time required to find and receive the necessary documents by company employees
• Release significant time of expensive qualified personnel when working with documents
• Avoid copying and duplicating paper documents repeatedly
• Elimination of risks of loss and loss of documents
• Interaction with geographically remote subdivisions within document management processes
• Control over the availability of original primary documents and their physical location
• Automated generation of document collections at the request of tax authorities
• View document scans from relevant accounting system transactions (1C, Mirosoft DAX, etc.)

Platform

The Electronic Archive solution is based on the Microsoft SharePoint Server 2010 software platform. The Microsoft SharePoint platform is based on WEB technologies. The Microsoft SharePoint-based system helps to organize the work of all departments of the company with a single information base, regardless of their territorial location.

Routing and Structure

• The system automatically generates a hierarchical structure for storing documents in the archive based on their details. An individual storage structure can be configured for each document type, for example, for contracts it can be a hierarchy including: Year\Central Federal District\Contract Type.

• In the process of work, documents are automatically placed by the system in the corresponding archive directory based on their details, which excludes possible errors in the placement of the document.

Document Cards and Scan Images

• The system provides the possibility of setting up an unlimited number of document types with individual sets of details, which provide the possibility of filtering documents by an arbitrary set of values.

• In addition to the electronic card, each document in the system is represented by a corresponding scanned image of the document in its original form (with seals, signatures, etc.).

• Scan images of documents placed in the system are automatically recognized using the specialized ABBYY software, which allows you to work with scan images as electronic documents, including the ability to copy and context search the contents of the document.

Selection and printing

• Based on the details of electronic cards, the system allows you to instantly form the necessary collections of documents and print the corresponding scans. Quick selection of a document allows, for example, to drastically reduce the time for preparing documents at the request of tax authorities by selecting invoices for a certain counterparty for the period.

• A quick selection of documents by details also allows you to control the availability of original primary documents in the event of an initial receipt of electronic copies of them. To do this, it is enough to select documents by the status of the original availability, after which, according to the documents not provided, it is possible to automatically send reminders to the responsible managers.

Contextual morphological search

• In addition to selecting the necessary documents by identity, the system provides the ability to search full-text by document content. When entering into the system, scan-braces are automatically recognized and indexed by the search service. This allows users to use searches in the same way as in Yandex or Google search engines.

• The results of the search query are displayed in accordance with their relevance of the query, after which the system automatically generates refinement criteria based on the details of the documents included in the search results. With one click, the user can additionally select documents of a certain type, for a certain counterparty, Central Federal District, etc.

Document Relationships

• The system provides the ability to manually and automatically link documents into logical packages that allow you to work not with individual documents, but with their interconnected packages. For example, a register of the relevant source documents is displayed in the contract master record, an invoice is displayed in the invoice master record, and so on.

• Using document links, you can group documents on any desired basis. Examples are Project, Unit, Cost Item, etc.

Architecture

The Electronic Archive solution includes a subsystem for automatic recognition of document scans, which provides full-text recognition of document content and, as a result, the possibility of full-text morphological search of documents by their content. Using the search services of the solution, the user has the opportunity to quickly and efficiently find documents in huge amounts of information without knowing their formal details (date, number, contract, etc.).

• The solution uses the development of ABBYY, which is one of the world's leading developers of software for recognition and entry of documents, linguistics and translation. Document recognition is provided in a fully automatic mode and does not require any additional actions from operators and users of the Electronic Archive.

Corporate directories and NSI management

• One of the important technological advantages of the Electronic Archive solution is the ability to use external identity guides. This feature allows you to integrate the solution with almost any external system used to manage regulatory reference information, such as a 1C-based accounting system, Microsoft Dynamics, or any other ERP and MDM-class system.

• The use of external reference books ensures that the online help information is up-to-date without requiring any support or synchronization of the help information. The solution "sees" the reference books of the external system as its own and allows them to be used in the formation of document cards. Typical examples of the use of external directories are the directories of Legal Entities, Central Federal District, Counterparties, etc.

Integration with external systems

• The Electronic Archive solution includes a number of services that provide integration with any existing customer information systems. The use of solution services allows you to view the scanned image of a document located in the Electronic Archive directly from an external system. The most common use of Electronic Archive integration services is to allow you to view documents when working with an accounting system, for example, the 1C: Enterprise family. For example, by viewing the implementation transaction in 1C: Accounting, you can open the invoice or act corresponding to it in their original form at the click of a button.
• The solution "Electronic Archive" includes an integration module with the system of exchange of legally significant electronic documents DIADOC from SKB Kontur. Currently, the DIADOC system is one of the market leaders, ensuring effective interaction of legal entities without duplication of documents on paper. The use of the Electronic Archive solution together with the DIADOC services makes it possible not only to ensure reliable long-term storage of company documents, but also to simplify and speed up the document flow processes with the company's counterparties as much as possible.