Vostokgeologiya (DocsVision (EDMS/ECM system))

Situation

Situation against which lawyers of Vostokgeologiya — the tightened approval of agreements came up and impossibility to trace who and at what stage slows down this process.

Tasks

• Organization of accounting of agreements;
• Consolidation of information on each agreement;
• Safe storage and possibility of quick search of information;
• Tracking of a route and terms of approval of agreements;
• Providing data on partners.

Within one month specialists of RKIT Group developed the solution on the Docsvision platform taking into account specifics of activity of the Customer.

Feature of the project was the fact that because of geographical remoteness of the Customer — Vostokgeologiya LLC is in Zabaykalsky Krai, and RKIT Group in Irkutsk — development of EDMS was conducted remotely. Under the terms of the agreement, the RKIT Group company transferred the ready-made solution to the Customer for independent implementation, and then far off performed methodological support and technical support of the project.

For this purpose specialists of RKIT Group developed the detailed instructions on system deployment training videos for the staff of customer company and also conducted consultations on phone and e-mail. Departure of the specialist of RKIT Group was required only on a closing stage of the project for carrying out user training and preparation for further development of a system.

The electronic document management system on the Docsvision platform in Vostokgeologiya LLC company is brought into commercial operation.

Results

• The solution allowed to accelerate document flow in legal service and approval of agreements of other divisions of the company.
• A system informs at what employee what is the time the agreement is being approved.
• The packet of accompanying documents is attached to each agreement.
• Quick search allows to create easily reports on interaction with partners.
• Function of an automatic reminder provides control over completion dates of contractual commitments.
• Thanks to harmonious work of specialists of RKIT Group and a project team of Vostokgeologiya LLC, the solution was brought into trial operation within 2 weeks.
• Remote interaction allowed integrator to reduce development time, and to the Customer — to save on implementation.