Irkutsknefteprodukt (DocsVision (EDMS/ECM system))

Situation

Irkutsknefteprodukt Ltd is a part of PJSC Rosneft. Owns extended network of gas stations (about 75 gas stations) in the territory of the Irkutsk region.

In 2009 heads Irkutsknefteprodukt addressed to RKIT Group company to solve problems:

• bring order to documents,
• it is easy to find documents
• control the business processes connected with documentation.

Same year RKIT Group created and brought into operation the automated control system for documents on the Docsvision platform.

Solution

Specialists of RKIT Group automated:

• accounting of the entering and outgoing correspondence, internal documents of the organization, setting of tasks according to documents and control of their execution;
• contract management;
• management of claims and claims;
• management of powers of attorney;
• management of the local regulating documents (LRD) of library. object management of the real estate.

Solutions were carefully worked and ground under requirements of Irkutsknefteprodukt Ltd.

Results

Clerks register the incoming document, in electronic form send it to the head. The head on the screen of the monitor creates tasks the subordinate and in real time sees their reports. Employees in electronic form register, direct memos, organizational and administrative documents and report on execution. Clerks in a system keep account of traveling sheets and work with the agenda and minutes of meetings.

Lawyers create agreements on the basis of templates. Responsible specialists and heads will approve the agreement in electronic form, a system reminds them of approval terms. Lawyers create tasks, supplementary agreements to the signed agreements, attach to them acts and accounts. Keep account of partners and instantly check existence of constituent documents.

Specialists of department of the regulating documentation in Irkutsknefteprodukt Ltd automatically make registers of the regulating documentation, start discussions. Approve LND in time, trace the put into operation and become invalid regulating documents.

For object management of the real estate of the Customer — for example, gas stations in property or in lease — the RKIT Group company created the specialized solution. This tool traces all documentation on a real estate (cadastral numbers, agreements with the servicing organizations, the documents confirming registration of the property right or lease agreements), controls payment due dates for lease, in advance reminds of the end of validity.