Management of capital construction of the Republic of Bashkortostan (Directum (EDMS/ECM system))

Implementation of document flow in GKU UKS RB Management of capital construction of the Republic of Bashkortostan is the non-profit organization performing rendering public services, execution of works and (or) execution of the state functions for the purpose of ensuring implementation of the stipulated by the legislation Russian Federation and the Republic of Bashkortostan of powers of the State committee of the Republic of Bashkortostan on construction and architecture.

The purposes of delivery and system implementation of electronic document management were

• optimization of interaction of employees due to reduction of personal addresses to secretaries (clerks), etc. to employees (for search of the necessary documents, for control of work with the document, for removal of additional copies, for review documents);
• reduction of losses of documents for the account: document storages in uniform electronic storage; minimization of transfer of paper documents; maintaining registration cards on the existing paper documents;
• simplification of control over execution of instructions at the expense of a possibility of report generation and search in a system;
• acceleration of document flow for the account:
• automatic movement of documents between employees;
• lack of need of physical reproduction and movement of paper copies of documents;
• possibilities of parallel mailing of the document;
• reduction of volumes of paper document flow for the account:
• mailings of documents to contractors in electronic form instead of copying of documents with resolutions and printings of RK;
• the uniform public storage of documents excluding need of their copying for use by several employees.
• increase in data security due to differentiation of access rights;
• receiving a possibility of the analysis of loading of employees due to existence of the complete information about the tasks issued to each contractor taking into account completion dates and about results of execution of works
• reduction of time for creation and document retrieval due to use of standard templates and earlier created documents and also the uniform structured document storage with a search capability on key fields.

The necessary software was purchased.

Basic processes of workflow automation became

Work with incoming correspondence; Work with outgoing correspondence; Work with internal documents.

For work on the implemented processes instructions were written. The system administrator was trained with the subsequent certification and certification, all other employees listened to the training seminar on the basic modules DIRECTUM. The first employees of the sector of organizational and personnel work with incoming correspondence began to work actively.

To approve the document with several employees, now it is enough to send them the document in a task for approval and to specify the term of its accomplishment, signing is performed using the EDS. The employees who are outside office have an opportunity to work far off with the web access use help.

All deputy chief actively use a system for issue of instructions to the subordinates and can easily control their execution.

As a result of implementation of the above described purposes the effective management of the organization in general increased.