The Izvestia publishing house connected employees to work in EDMS "Etla"

2017

On May 23, 2017 the Etla company announced connection to work in the system of several more departments the Publishing Izvestia complex.

At head office of publishing house a number of the key business processes connected with automation of accounting and processing of the entering, internal and outgoing documents is automated. System approach to work with documents of publishing house which the physical distance between divisions of publishing house does not influence is created. The uniform archive of documents of publishing house is organized. There was an opportunity for work with documents at any time and in any place due to use a web of access to a system. Completion dates and approvals of documents were reduced. It is almost instantly possible to get access to the necessary document. A number of business processing of documents which allowed publishing house to solve the current problems more quickly are created.

At this stage the license of use of a system with the purpose to connect some more key staff to work in a system was expanded.

2015

December 03, 2015. The Etla company reported ^[1] about pilot system implementation of electronic document management for the automated accounting and processing of the entering, internal and outgoing documents in the Publishing Izvestia complex.

Choosing a Solution

In the spring of 2015 the management of Izvestia publishing house made the decision on pilot system implementation of electronic document management for the automated accounting and processing of the entering, internal and outgoing documents.

During the choice of a required system specialists of publishing house got acquainted with the leading suppliers of the market and stopped on the Etla system. The main selection terms became: Completely arranging functionality of a system. Existence in an electronic document management system of full-function electronic archive. A possibility of use of a system, without acquisition additional program and the hardware. Impeccable reputation of the company of the developer in the market.

Project Progress

As a result of setup and system implementation by the staff of publishing house reliable document storage was organized and their quick search in electronic archive of publishing house was provided.

Several times approval of all documents including agreements with dealers and suppliers accelerated.

The system administrator independently created structure of document storage, created and filled out all necessary reference books, created user groups and set access rights to these groups to different segments of archive.

Simplicity of independent setup of a system by the customer is in many respects provided with existence in the system of a number of tools:

• The designer of cards of documents allowing to create independently for any document type a card with attributes of this document.
• The designer of business processes using whom the system administrator can create any routes of the movement of the document at its approval or development.
• The editor of document templates – the convenient mechanism of formation of document templates which very much simplifies work with standard documents.
• The editor of numerators – allows to set easily rules of formation of both simple, and difficult numerators for different document types.
• The editor of reports – powerful, but at the same time the simple formation mechanism in use practically any reports on functioning of a system and work of staff of publishing house of employees.
• The administrator's module – a set of the tools which are built in a system using which the system administrator manages structure of archive, users, user groups, access to different places of archive creates and edits reference books and other.

Result

As a result of project implementation more system approach to work with documents of publishing house which the physical distance between divisions of publishing house does not influence is created. For each of documents in a system it is possible to set the term of its approval and execution. The head can estimate urgency of a task at once and check timeliness of its accomplishment by participants of process.

Besides, a common information space of publishing house is organized. There was an opportunity for work with documents at any time and in any place due to use a web of access to a system. Completion dates and approvals of documents were reduced. Now on approval no more than two days while earlier documents were approved for weeks leave.

In publishing house reliable document storage is provided. It is almost instantly possible to get access to the necessary document. A number of business processing of documents which allowed publishing house to solve the current problems more quickly is also created.

Notes