Rosgeo: the organization of document flow and confidential information protection in fast-growing holding

Customer

JSC Rosgeo is the most large-scale on presence geography the prospecting company in Russia. The enterprises of holding work in eight federal districts and 40 regions of Russia. The holding performs a full range of the services connected with geological exploration: from regional researches before parametrical drilling and condition monitoring of a subsoil. During operating time the enterprises of holding find more than 1000 fields, including a hydrocarbonic raw material and solid minerals. The enterprises of Rosgeo have a rich experience of project implementation abroad: dozens of found fields in the countries of Asia, Europe, Africa and Latin America. 100% of the capital of Rosgeo are owned by the state.

Situation

The Rosgeo holding is founded in 2011 by the Decree of the Russian President and included in the list of the strategic enterprises. For rather short term of existence the company managed not only to achieve impressive results in the field of activity (investigation of a natural subsoil), but also it is essential to grow in sizes, and growth rates of the company were prompt. As of 2016 the company contains already 63 child divisions.

Before implementation of EDMS in all holding the traditional paper document management which is not limited to uniform regulations was performed. Besides, in a company performance the confidential documents containing a trade secret were used.

For this reason there was a need for workflow automation and office-works based on EDMS in Rosgeo. However, the specifics of development of the company meant that future electronic document management system should keep up with growth rates of holding and adapt quickly to constantly changing business needs.

Alexey Petrov, the Chief information officer of JSC Rosgeo, selects the following premises of workflow automation in the conditions of fast integration of the company:

• rapid growth of the organization;
• lack of the uniform standard of document flow on holding;
• need of introduction of the effective instrument of control of execution;
• the increased load of the Corporate center;
• need of establishing effective horizontal communications between divisions.

The specified problems, according to JSC Rosgeo, required implementation of the following problems of workflow automation:

• workflow automation of the Corporate center;
• control of orders of company management;
• work with the documents containing a trade secret;
• work of all divisions of the organization with internal documents of the company;
• the isolated document flow of each organization;
• exchange of documents between the organizations;
• end-to-end processes of approval of documents and agreements;
• control of activity of divisions.

Solution

The head office JSC Rosgeo in Moscow organized the tender for purchase of EDMS for the purpose of the subsequent distribution of a system on all holding. The electronic document management system of TEZIS from Haulmont company became the winner of competition.

Basic reasons of the choice of the THESIS system became:

• scalability;
• possibility of creation of the centralized and hostless system;
• opportunity for work on weak communication channels;
• user-friendly and simple interface;
• support of different time zones;
• possibility of flexible configurations and considerable modifications by own efforts;
• broad functionality of the standard solution;
• compliance 223-FZ.

Implementation of EDMS THESIS in JSC Rosgeo was decided to separate into two stages: implementation at head office and the subsequent replication of the solution on child divisions. At a stage of implementation of EDMS THESIS in the Corporate center JSC Rosgeo problems of workflow automation of the Corporate center, the organization of control of orders of company management, work with the documents containing a trade secret were solved.

At the first stage in head office of the company in Moscow the project manager from Haulmont company left. Within ten days the specialist Haulmont and the working group from the customer conducted preproject examination of workflows in the territory Rosgeo, and then approved the functional specification in which necessary settings and completions of EDMS under needs of the customer were designated. The following settings and completions were provided in the functional specification:

• workflow automation of the Corporate center: the organization of processes of work with the entering, outgoing and internal documents; the organization of the processes of preparation and approval of the documents which are requiring and not requiring approval by the CEO;
• automation of control of orders of company management: the organization of process of problem definition, periodic tasks on providing data, requests in department of IT;
• the organization of work with the documents containing a trade secret.

Implementation of completions to a system had to be executed no later than May 31, 2015. At the second stage of the project, within seven months, specialists Haulmont executed them.

Workflow automation of the Corporate center

In the course of completion in a system the automated business processes of acquaintance with documents, processings of the entering, outgoing and internal documents were configured.

Development of two different processes for work with two document types became the main task for Haulmont developers in this case: those which require approval by the CEO of JSC Rosgeo (regulations, orders and orders, memos on purchase, protocols of procurement commission and many other things) and that which do not require (internal documents of the company are memos, various requests, letters, reports and protocols). Processes of the movement of both document types were implemented by means of the standard designer of business processes of TEZIS. For the CEO of JSC Rosgeo the convenient form of imposing of the resolution on documents was implemented. Process of work with requests in department of IT was separately implemented: feature of this process is that it combines process of approval of the request and problem definition on execution of points of the request for the staff of divisions which heads receive on approval the application in OIT.

For the working group from the customer, in turn, development of uniform regulations on work with a system became the main problem.

At the time of acquaintance with Rosgeo it was the young and fast-growing organization with holding structure. Earlier in the company EDMS was not used, and there were no regulations reflecting creation of internal processes of document flow. Because of it there was rather heavy load on the Corporate center which we should lower — Ilya Gumenchuk, the specialist in sales to Haulmont company comments.

The regulations on document flow of JSC Rosgeo were created on the basis of a standard template of Regulations on work with a system which is offered to the customer upon purchase of EDMS THESIS. Thus, the company could arrange the office-work and document flow in uniform style.

Control of orders of company management

For the organization of control of execution of instructions in a system the problem definition mechanism during which tasks were classified by types depending on documents which should be created as a result of their accomplishment (the agreement, the power of attorney, the legal conclusion etc.) was finished.

Tasks on providing data, i.e., on drawing up reports became separate type of tasks. Setting of this type of tasks was implemented by means of the mechanism of periodic tasks which is standard functionality of EDMS THESIS. As a result of a task on preparation of reports began to be exposed automatically to employees with the certain frequency necessary for control.

Also process of problem definition included a possibility of adding of Controllers and Observers. If the role of the Controller is added to a task when setting, after its accomplishment the task automatically gets to the controller on check.

In addition the new role of the Collaborator was added to a system. The collaborator receives a task in the Appointed folder and can accept a task in work. He can perform all operations similar to the Contractor. The collaborator can return to the Contractor a task for change of terms and a request of parts. At reassignment of a task on the collaborator in a card the Appoint Me the Controller parameter automatically treats, and the contractor can check process of execution of the order. The collaborator can carry out a task, at the same time the task is carried out so far the Contractor will consider a task executed and will not close it for himself.

Besides, separate process of control of execution of instructions under resolutions of the CEO was implemented. When processing the resolution using tasks, the receiver of the document creates a card of a task and enters the following obligatory data into a system: the text of the resolution, the contractor (contractors), completion date, the controller (or reserves control). Other parameters are set proceeding from specific conditions.

Work with confidential information

Ensuring safe storage and the document handling containing a trade secret became one of important requirements of the customer. This functionality was implemented by means of a security subsystem which EDMS THESIS provides at the level of the platform.

The special attribute which only the employee having the right to work with the documents containing a trade secret can put down is available to the staff of JSC Rosgeo who has the right to work with the documents containing a trade secret in cards of any document. As soon as this attribute treats, the document containing a trade secret automatically stops being is visible to the staff of JSC Rosgeo, except the employee who created the document.

All processes of the THESIS system (approval, registration, the resolution, acquaintance) are available to the documents containing a trade secret. The employees who do not have access to the documents containing a trade secret cannot read the document in a system though they periodically receive notifications that to them such document came. However, when opening a card a system gives the report that the document is unavailable, and it is necessary to address the responsible person to study the document. It is made in order that the user who one-time needs to browse the document containing a trade secret could approach and look at it "from hands".

The employees having a role and group of access for work with the documents containing a trade secret when obtaining such document I can perform operations on process and get access to this document. Thus, the documents containing a trade secret are protected by two types of protection:

• standard security system of EDMS THESIS: the document is visible only to the author, his head, participants of process of work with the document, the system administrator, employees of group of access "Limited + all documents", Clerk, Full access.
• the additional role and group of access for work with confidential documents limiting visibility of the document with everything except employees to whom these role and group of access are appointed.

Already at a stage of the preproject there were requirements which essence was that there are some documents which bear in themselves a trade secret. Only employees with a certain role in a system should see these documents. We made this role, and cards of documents have now an attribute which, besides, is visible only to the people having this role. Respectively, if the document is marked as confidential, it is seen by those employees to whom it is sent and who can browse confidential documents. Even if the normal employee will receive the notification on the document marked as confidential, he will see it, but will not be able to read the document: a system blocks access" — Sergey Klimov, the project manager from outside explains Haulmont.

Result

At the third stage of the project which passed from July to September, 2015, a modifed system was installed at the customer in the Corporate center in the mode of trial operation. Trial operation of the THESIS system took place in the normal mode. Employees registered documents, set tasks, started processes of acquaintance and approval according to documents. In September, 2015 a system turned into commercial operation.

Only for the first month of use of a system in it 800 tasks and 1700 documents from which more than 100 were started on processes (approval, acquaintance) were already registered. In a system more than 200 users worked.

System implementation brought to the company obvious benefit already at a stage of installation of a system in the Corporate center:

• document flow of the Corporate center was accurately regulated in writing, documents were separated into external and internal;
• employees got rid of need of printing of documents and their approval on paper: processes of work with documents became electronic;
• with disappearance of paper document flow and implementation of the mechanism of access restriction on confidential information the documents containing a trade secret became better protected from viewing by unauthorized persons;
• the approval process of documents the CEO became simpler.

Since 2016 replication of the solution on child divisions of the company began. The order of company management use of EDMS THESIS became obligatory for all 63 divisions.

Replication is conducted in process of adjustment of communication channels with divisions of the company, many of which are in remote places with weak capacity of an Internet channel. The processes implemented in EDMS THESIS for workflow automation of the Corporate center and control of work of his employees become end-to-end, providing exchange of documents between divisions and control of activity of divisions by head office.

Thus, EDMS THESIS could arrange and regulate work with documents in fast-growing holding where processes of growth of the company advanced the organization of document management. The processes of work with documents created for the Corporate center easily are replicated on separate divisions, providing a uniform order of document handling in all distributed company.