SoftExpert implements "1C: Document Flow 8" in Tulaavtodor

At the end of 2014 specialists of SoftExpert group completed the first stage of system implementation "1C: Document Flow 8 PROF" in public institution of Tula region Tulaavtodor.

Tulaavtodor is responsible for repair and improvement of roads of the Tula region. More than 20 branches and sections which are located in different districts of the area are a part of the enterprise. The territorial remoteness of divisions complicates interaction of employees among themselves: on many questions it is necessary to make out letters, requests and memos in other sections or management. Numbering of documents in each remote division was used the therefore the same document could be registered twice or three times: as proceeding in one section and as entering in another. These and other difficulties during the work with documents became premises of creation of an electronic document management system, told in the company.

The main tasks of system implementation of electronic document management (EDMS) were: simplification of work with documents from sections and branches; acceleration of approval of draft agreements and contracts; a possibility of online access to documents taking into account access rights; creation of uniform electronic archive of documents.

At the first stage of the project automation of accounting of memos and letters from branches, the contract activities entering and outgoing correspondence was planned. In the course of implementation it was also decided to use "1C: Document Flow" for exchange of finance documents between management and sections. E-mail, but a number of technical issues was earlier for this purpose used (use of not encrypted link of data transmission, a possibility of cracking of mailboxes of users, a possibility of removal of the letter, etc.) forced to look for other way of document transfer. By means of "1C: Document Flow" the group of people having data access to documents was limited, problems with a possibility of accidental removal of the letter and so forth are solved.

Among the first results of implementation in SoftExpert selected simplification of work with documents from remote divisions: now double numbering of the same documents is excluded, employees of sections and branches at any time can obtain information on that who has their memos and letters, to study resolutions of the management. The secretary of management, being, in fact, the main link between sections and management of Tulaavtodor, has online access to information on the one who and when answers to letters were prepared and executes instructions. The convenient mechanism of communications allows the secretary to move from a card of the document to the connected documents. In many respects the possibility of quick search of documents in uniform base simplified work of the secretary of management, noted in the company.

In the course of work it was decided to update a system to "1C: Document Flow of public institution 8". Such solution is caused by more convenient functionality regarding work with processes and tasks. On a response of the customer, since May, 2015 Tulaavtodor uses for accounting of documents "1S:DGU", and during this time secretaries appreciated convenience of EDMS.

At the moment document registration in management of Tulaavtodor is conducted only in electronic form (it was conducted in paper magazines earlier). In many remote divisions also employees refused document registration in magazines for benefit of EDMS.

In general, by the customer's estimates, a system allowed to simplify work with internal documents of the enterprise, to accelerate interaction between territorially remote divisions, to exclude double document registration and to optimize performing discipline of employees.

In the near-term outlook of development of a system — final failure from manual document registration in territorially remote sections, accounting in EDMS of all documents of the organization, increase in number of the employees working in the program.