RIVTs "Simplex" implements EDMS

On March 13, 2014 the company EOS GROUP announced implementation in structure of settlement data processing center "Simplex" EDMS "CASE".

Project Tasks

In RIVTs Simpleks Municipal Unitary Enterprise a huge number of agreements, letters, citizens' appeals and other documents is daily created and processed. Permanent growth of "paper stock" required transition to the new level of management of documents: it is necessary to arrange and structure document flow, to cut inefficient processes, to simplify routes of the movement of documents, to increase "an electronic component" in document flows, to adjust execution control and also to create a common information space.

The Westcomp Consulting company suggested the management of municipal unitary enterprise to hold the presentation of systems capabilities "CASE". A demonstration result - the decision on implementation of EDMS.

Project Progress

The project began in August, 2013. The first stage automates work of office and contractual department.

All entering and outgoing documents are broken into 16 main types (with further division into subtypes) according to algorithms of their processing.

On points of "input" and "release" of documents the options "Scanning" for transfer to an electronic form of a large number multipage entering and proceeding are implemented.

At the second stage (October-November, 2013) the CASE system is implemented in other divisions of RIVTs Simpleks Municipal Unitary Enterprise. Each structural division set jobs of EDMS and new users actively got into gear.

That users could estimate all advantages of automation, updating of EDMS to version 13.1 is made.

The third stage - growth of number of functions of a system. Work with citizens' appeals is automated.

In the organization there are reception hours of citizens for giving explanations on these or those questions (for example, recalculation of payment of hot water). In spite of the fact that these issues should be resolved by management companies, citizens often address to RIVTs Simpleks Municipal Unitary Enterprise.

Not to disregard any address, the decision - to equip department of operation with an opportunity to adopt statements is made: the workplace of the registrar of addresses with the option "Scanning" is set. All employees were trained on registration and further work with citizens' appeals in EDMS "DELO".

Project Results

In the organization processes are automated:

• registration of the entering and outgoing documents, OAD (organizational and administrative documentation), agreements and so forth;
• it is adjusted according to structure and maintaining instructions and reports of contractors is fulfilled;
• control of execution of instructions and documents is fulfilled;
• help work with documents is automated.

At the end of 2013 in RIVTs Municipal Unitary Enterprise "Simplex" as a result of cooperation with Westcomp Consulting LLC implementation is complete EDMS "CASE". At the enterprise which is actually the consolidating center for all resource supplying organizations and management companies of the city the modern document management system is implemented and electronic document management is organized.