EDMS "DELO" it is implemented in Administration of Yanaulsky district by Medialux company

On November 12, 2014 in EDMS Administrations of Yanaulsky district automated^[1] document flow of EDMS "DELO". The project is implemented by Medialux company, the regional partner of EOS Group.

Goals and Objectives

Workflow automation went Yanaulsky district to Administrations of MR in two stages. Prior to the beginning of the project of processing procedure of documents in the organization were performed without use of a specialized software. The customer designated by the purpose of implementation of EDMS gradation from "paper" technologies of work with documents to electronic document management. The start was given to the project in January, 2014, and system implementation began with document registration automation.

Project Progress

At the first stage the following tasks were solved:

• automation of registration of correspondence coming to Administration (as in paper form, and by e-mail);
• transition from a paper form of registers to electronic;
• increase in performing discipline due to implementation of the automated system of control providing registration in EDMS of all orders of the top management;
• automation of formation of report forms on document flow (for providing the management of information, necessary for acceptance of management decisions);
• decrease in time expenditure on routine registration procedures and document retrieval and instructions.

For the solution of these tasks and determination of the sequence of implementation of EDMS the analysis of structure and volume of document flow of Administration, inspection of the scheme of the movement of documents in the organization and methods of interaction with partners was originally carried out. On the basis of data retrieveds the software setup on structure of the organization and feature of document flow was made.

The customized system was installed on the server hardware of the customer to which client workstations were connected. Access to a system was got by the Head of administration and his deputies. The first stage of the project was completed within January, 2014.

The second stage of the project started in October. It provided distribution of EDMS on divisions the Administrations subordinated to the organization and more complete mastering of functionality of the CASE system. Within this project stage it was required to solve the following problems:

• further development of a control system of execution through automation of transfer of instructions to divisions and obtaining performance reports;
• transition to paperless interaction between divisions – failure from transfer of paper documents;
• reduction of time for passing and execution of documents;
• optimization of work with remote divisions.

At this stage departments of Administration and the isolated subordinated divisions were connected to EDMS, and to heads (The head and the First Deputy Head of administration) mobile clients of Electrodocs (development of Medialux LLC) for iPad tablets are set and configured.

Result

In separate divisions own registration of the entering, outgoing correspondence was organized. To departments of Administration accounts for receiving instructions and input of performance reports were configured. Users underwent group training and also got individual advice on questions, relevant for them.

Objectives

Further expansion of use of a system in Administration and connection to it of other organizations connected within work with documents and rendering municipal services is planned.

Notes