"The Russian Academy of Education" passes to electronic document management

"The Russian Academy of Education" in July, 2017 announced project implementation on system implementation of electronic document management based on the solution of Electronic Office Systems (EOS) company — EOS for SharePoint.

Project Steps

Background

Until recently vast majority of documents was used in work and was stored mainly on paper carriers and in the form of analog audio recordings. Document registration was made in specialized registration paper magazines, control of passing of documents and execution of instructions was performed using the registration and control cards (RCC).

After Lyudmila Verbitskaya's election as the president of the Russian Academy of Education, it set the task of gradation on electronic media (replacement of paper registers electronic, the translation of documents on paper carriers in an electronic form, creation of electronic archive of documents, etc.), development of local regulations in the field of office-work and document flow taking into account innovations and system implementation of electronic document management.

Prerequisites

Use of an outdated form of the organization of document flow conducted to an unjustified waste of time on processing, mailing and document retrieval. The increasing volume of document flows, work with paper documents, a progressive tense from the moment of receipt of the document into academy before consideration by the head — all this brought in slow information exchange between workers, an inert feedback "head-subordinate".

"For productive daily work it is necessary not only to send in the shortest possible time for consideration to the head the document, but also to quickly deliver the decision made on it to the contractor irrespective of where at the moment there is a head or the contractor. Here a part of the main aspects in work with documents which did not suit Russian joint stock company and which required radical changes" — told in EOS Group company.

Choosing a Solution

For the help in preparation of technical specifications the independent expert was invited. The following was the main selection criteria of solutions which were reflected in the developed technical specifications: specifics of the Russian document flow and office-work (vertical organization of document flow, compliance to the Russian state standard specifications, etc.); possibilities of joint work; functions of operating control of execution of documents and instructions; simultaneous use of electronic and paper documents; good scalability, modularity of EDMS and a possibility of building of its basic opportunities using the built-in work benches; an opportunity for work with remote users and user groups, etc.

At the initial stage about 10 electronic document management systems which by many parameters approached under requirements imposed by academy were selected. Finally there were 3 most appropriate solutions: Docsvision; EOS for SharePoint; "1C: Document Flow". Only the Russian software was considered. The technical specifications and the invitation to holding the presentations were sent to developers of the specified solutions.

Based on the presentations specially created working group made the decision for benefit of a product of EOS Group — EOS for SharePoint.

On a withdrawal of academy, the product of EOS Group most fully satisfied to requests of Russian joint stock company and that it is important for public institution, the company offered flexible price policy on implementation of the solution.

Project planning

In the long term all employees of Russian joint stock company will be covered by this system, however to speak about exact terms of complete transition to electronic document management early. A main objective at present — soft junction from paper document flow on electronic, carried out step by step:

• the first stage — start of boxed candidate solution with a scope of 1-2 activities of Russian joint stock company and minimum necessary for this number of users;

• the second stage — increase in number of the configured technology processes necessary for a full-fledged work in EDMS, activities of academy and number of users.

Contractor Selection

"The Russian Academy of Education" also held the electronic auction by determination of the company contractor which together with IT specialists of Russian joint stock company will be engaged in implementation. The Unicsoft company became the winning bidder. In technical specifications extents of participation of the contractor and IT specialists of Russian joint stock company in an implementation project were defined.

Project Progress

Now the initial stage of implementation comes to an end, and in the nearest future EDMS will be started in the test mode.

"User training is included into the program of Russian joint stock company for implementation of EDMS. However at the first stages in the test mode it is more reasonable to give to workers the chance with the minimum participation of consultants independently "press buttons", get acquainted with a system, get used to the interface, study instructions. Only after the beginning of the second stage, we are going to involve specialists to user training. Workers will have an idea by this time what there is a speech on occupations about, and it is better to acquire knowledge and abilities" — noted in "The Russian Academy of Education".

Using an electronic document management system in a management activity, the academy is going to accelerate document flow, to optimize control of execution of documents and instructions, interaction between workers, structural divisions.