Oil depot Red Yar (1C: Document Flow 8 CORP)

Implementation purposes

• Creation of uniform archive of documentation of the company
• Exception of loss of documentation
• Reduction of terms of document handling (approval of agreements, the adoption of orders, registration of the entering and outgoing documents)
• Ensuring timeliness of execution of instructions

Product Selection

The customer inclined to EDMS on the platform of 1C as in the company systems on this platform are already used (management of manufacturing plants, Oil products) that allows to reduce the cost of ownership of EDMS (client licenses, the server, maintenance, etc.). A final choice was made after holding the presentation for key users where the functionality interesting them was shown. In view of the fact that the customer is in Novosibirsk, and the contractor — in Moscow, the presentation was held far off on Skype.

Description of implementation

1. As a result of automation accounting of the entering and outgoing documentation, memos, agreements, organizational and administrative documentation is adjusted

2. The 1C: Document Flow software product on 50 jobs is installed

3. Initial setup of a system is made: the normative reference information is created: Partners, Contact persons, Bank details, Employees, Divisions

4. Document types are configured: entering (10), outgoing (10) and internal (10), agreements (3)

5. Templates of document types are configured:

• agreements — 20

• orders — 14

• memos — 13

• entering — 1

• proceeding — 1

6. Processing of the entering-proceeding documentation, memos, agreements, orders and orders are configured

7. Accesses according to folders of internal documents, profiles and groups of access are differentiated

8. Instructions of users for work with a system are prepared: on work with entering-proceeding, with internal documents, agreements, according to the nomenclature of affairs, the instruction of administrators, for responsible for NSI, on differentiation of access rights

9. Training of 6 users is provided

Results

Implementation of EDMS allowed to store all documents in unified information environment that ensured safety of documents, a possibility of quick search of documents, reduced document handling terms (approval of agreements, the adoption of orders, registration of the entering and outgoing documents).

The additional information about implementation

Work option: Client-server (database server: Microsoft SQL Server)

The number of at the same time working clients: 50 (thin client)

Quantity of document types — 50

The number of the entered documents in day — to 100

The volume of information base — 227 MB