NOTA-Bank (DocsVision (EDMS/ECM system))

Irkutsk branch of JSC "NOTA-Bank"

Situation

NOTA-Bank addressed to RKIT Group with a task to vent outdated documents from the active database (entering, proceeding, memos, requests).

Optimization purposes:

• achieve high-speed performance of a system in general;
• accelerate processing and search of the existing documents by 3-4 times;
• lower finance costs on ensuring stable system operation of Docsvision.

At the same time it was necessary to save continuous quick access to archive documents. Archiving needed to be carried out, without stopping active business processes and tasks, taking into account incomplete tasks, a sheaf between documents and other conditions.

Based on assessment of analysts of RKIT Group company the total amount of data for archiving was 60-70 Gb (about 35% of the general size of the EDMS database).

Project Description

RKIT Group executed a regulation of processes and implemented the author's solution "Optimization of the Database" based on a software platform of Docsvision. The project was executed on the current version of EDMS Docsvision 4.5 of corporate edition taking into account cross-platform and a possibility of transition to the updated Docsvision 5.x platform.

Optimization of the database and processes of intra bank document flow is implemented from October to December, 2014.

RKIT Group developers were faced by a problem of archiving of cards of documents and files; tasks; the complete tasks connected by one subject of processing.

Specialists of RKIT Group company worked step by step:

• Carried out expertize of the database of the Customer: revealed rules of archiving, lists of cards, data from which are subject to preserving in archive. According to the results of examination developed technical specifications.
• Configured and finished the software for optimization of the NOTE bank database by means of own technology of archiving RKIT Group. Then tested on the customer's polygon.
• Organized access to the archive database to a limited user group.
• Carried out trial operation of a system. Developed instructions for users on work with contemporary records. Instructions for administrators that specialists the NOTE Bank conducted archiving of the database annually independently.
• Trained participants of the working group.

Results

A system is optimized for 500 employees of Head bank, additional offices, and also the NOTE Bank branches. Thanks to movement of irrelevant information the electronic document management system is ready to maintain a high load during the daily work within 16-17 hours. Such operation mode of a system is caused by structure of bank (territorial and spaced branches).

Search and document handling accelerated by 3-4 times.

The customer lowered finance costs on maintenance of operability of a system.