Moscow Canal (1C: Document Flow of public institution)

Main objectives of implementation of EDMS

Ensuring control of documents and instructions, reduction of time for document retrieval, creation of electronic archive of documents.

Product Selection

"1C: Document Flow" is the popular platform which has the open code and well proved in the Russian market of IT systems. Use of a system based on 1C for accounting served as an additional argument for benefit of the choice of this system.

Organization of work

For a project work the project technology of implementation was selected. In total in a work progress 11 modules are implemented: the NSI setup (normative reference information), "The nomenclature of affairs", "Storage of files", "Registration of the entering and outgoing documents", "Organizational and administrative documents (orders)", Memos, "Control of performing discipline", Powers of attorney, "Accounting of agreements", the EDS (electronic digital signature), "Differentiation of access rights".

Description of implementation

1) Document types are configured;

2) Templates of document types are configured;

3) The processes put in standard delivery of software such as are used: registration, consideration and execution of incoming documents, approval, statement, registration and sending outgoing documents, preparation, approval, statement and registration of internal documents;

4) User rights on groups of access, on document types, on access signature stamps are differentiated;

5) Reports are configured: the reference on performing discipline of the top management, the status report on execution of incoming documents, the status report on execution of internal documents;

6) Instructions of users for work with a system are prepared;

7) Training of 10 users is provided.

Results

All documents created or registered in an electronic document management system are stored in uniform information base that guarantees safety of documents, a possibility of quick search and access to documents. Processing of documents accelerated (approval and others). The transparency of accounting of documents and tasks (on any processing stage of the document it is possible to see the status and course of execution of tasks and documents) increased. Time for work with documents was reduced, for heads there is a possibility of control of assigned tasks and performing discipline of employees.

The additional information about implementation

Work option: Client-server (database server: Microsoft SQL Server) Quantity of document types - 20 pieces. The number of the entered documents in day - up to 10 pieces. Median number of lines in one document - 30 lines The volume of information base - 12.69 (GB)