"Pareto Print" implements EDMS

On June 5, 2014 the Vizard-S company announced creation of an electronic document management system in the publishing and polygraphic Pareto Print complex implementation of the 1C: Document Flow 8 software product.

Project Tasks

Together with increase in production document flow volume increased. The secretariat of the company daily misses more than 100 different documents, each of which is registered, will be approved, subscribes, duplicated by the copy of the partner signed from his party, storage of signed documents will be organized. The normal agreement signed with the customer should pass not less than five points of approval, and the quantity of such points can sometimes reach till 10-15. Often at signing of the contract it is required to specify a number of the technical issues concerning specifics of typographical production. It not only increases quantity of points of approval, but also requires operational consultations between specialists of different divisions of the company. Certainly, at each stage of a chain of approval of documents there is a risk of unmatched actions which can have negative effects including financial for the company. In particular, earlier it happened that agreements without prepayment were signed with the partners unreliable from the point of view of financial service or a security service.

At the enterprise uniform standards did not affect work with documents. Employees not always knew the approved reconciliation procedures and quite often used outdated document forms. Sometimes, that external partners delayed or lost the documents transferred to them to the signature it complicated reconciliation of settlement and created other problems.

In an analysis result of the existing workflow system at the enterprise formulated the main objectives of its conversion:

• Standardize internal processes of document flow and the document form.
• Provide quick access of employees to the archive documents, necessary for their work.
• Accelerate process of approval of agreements without prejudice to security and financial stability of the enterprise.
• Take return of the paper documents transferred to signing to partners under control.
• Organize the system of internal communication between production and other services allowing to specify and resolve quickly difficult technical issues.

For the solution of these tasks selected the solution "1C: Document Flow 8". As the partner in implementation invited Vizard-S company.

Project Results

For June 5, 2014 more than 100 employees of IPC "Pareto Print" use 1C: Document Flow 8 in daily work. It caused results:

• at the enterprise it is developed and "Regulations on office-work and document flow" are accepted. All work with documents, both paper, and electronic, is regulated now and is conducted in compliance by accepted Provision. It allowed to exclude use of unconfirmed documents or their irrelevant forms and to reduce the financial, legal and reputational risks connected with it.
• the electronic and paper archive of documents is organized. Originals of documents are stored in archive of the enterprise, employees work with electronic copies of documents, and have to them instant access according to the set rights. It allowed to accelerate many times accomplishment by employees of any tasks connected with document handling. At the same time paper originals of documents are not lost and can be submitted within the shortest possible time in the place of the requirement.
• return of the documents transferred to the signature to partners is taken under control.
• considerable part of working time of a managerial personnel was released for the solution of other problems of the current activity of the enterprise.
• using integration of systems "1C: Document Flow 8" and 1C: MANUFACTURING ENTERPRISE MANAGEMENT the production personnel can quickly specify the conditions specified in the agreement and other attendants the order documents by each order now.
• the knowledge base and internal forum on difficult production questions for masters and commercial service are put into trial operation.

Alexey Tuz, the director of information technology of "Pareto Print", noted: "The most important that with system implementation of 1C: Document Flow in the organization there was a new environment in which creation and document transfer happens is structured, by uniform rules. So far, at the first stage, it concerned some basic processes, including creation and storage of agreements, correspondence. And further there is an independent development of a system without significant participation of external specialists. Employees find all new applications for the new tool. On their initiative this Wednesday other documentary chains are involved. We consider that actually there was a quantum leap in development of corporate culture".

Artur Vlasenko, the security director of "Pareto Print", emphasized: "I consider that system implementation of 1C: Document Flow allowed to minimize time of a registration and preparation of documents, their approval and a statement. Also it should be noted that implementation of this software product, allows to increase the personal liability of all persons participating in preparation of documents and to control performing discipline of employees".