Bumfa Group automated document flow

On May 16, 2016 the Business of IT company announced workflow automation of three enterprises of Bumfa Group. The system created on the basis of the solution "1C: Document Flow 8" covered more than 50 jobs. All title and right supporting documents of the companies of group are transferred to an electronic form, control of terms of their action is strengthened. Preparation of the tender documentation accelerated.

Bumfa Group LLC (2016)

Project Tasks

Earlier all documents were processed and stored only in paper form. On document transfer between the divisions deleted on hundreds of kilometers a lot of time was spent. Approval of agreements often dragged on. Validity periods of title and right supporting documents were controlled manually, it was not always possible to prolong or renew this or that document in time. Several days were spent for search of the necessary documents for preparation of the tender documentation. Due to the lack of electronic archive to the employees the found originals were necessary to scan again every time. The enterprises not always managed to prepare a complete packet of competitive documents, participation in some tenders broke. The information system which would allow to create electronic archive of agreements, title and right supporting documents became necessary for group, to provide their quick search in electronic archive, to accelerate approval, to organize operating control behind terms of their action. For the solution of assigned tasks the 1C: Document Flow 8 CORP system was selected. Business IT Group became the partner in implementation.

Project Progress

In only one month a system was unrolled in 50 workplaces in legal departments and the receiving three enterprises of group.

Project Results

• The electronic archive of documents, uniform for all enterprises of group, is created. Work with all document types – entering outgoing, internal is systematized. Time for their processing and transfer between remote divisions is minimized. Differentiation of user rights is configured: employees see only those documents which belong to their organization in a system. Documents are reliably protected from unauthorized access.
• In a system routes of the movement of the draft agreements and documents sent for approval, consideration and execution are configured. At registration of the document a system automatically sends to responsible persons the corresponding tasks with terms of their accomplishment. It helps to plan and control work with documents more accurately. All instructions are executed in time. Approval of documents accelerated for 50%.
• Operating control of return of documents is provided. Transfer of the document to the employee of other division is fixed in a system in the magazine of transfer, at the same time the term of return of the document is established. The scanned image of the deed of conveyance of the document signed from two parties is attached to the log entry – the addressee cannot tell any more that he did not receive the document. Besides, a system notifies users on approach of term of return. Thus, documents are not lost and return in time.
• All title and right supporting documents of group are classified and transferred to an electronic form: patents, licenses, permissions. The necessary document can be found in electronic archive in read minutes. It significantly simplified and accelerated preparation of the tender documentation, the company takes part in the bigger number of tenders now. The number of the won tenders increased.

1C: Document Flow 8 allowed us to arrange work with documents of the enterprises of group, to create uniform storage of title and right supporting documents with quick and their convenient search in electronic archive. Processing and approval of documents accelerated, the performing discipline of employees increased, All this helps to react quicker than the enterprise of group to customer appeals, is more active and to participate successfully in tenders". Aslan Shebzukhov, CEO of Bumfa Group LLC