"Baltik-SGEM - the Set" transferred document flow to an electronic form

The Baltik-SGEM — the Set company which is engaged in complex construction of hydraulic engineering constructions transferred to an electronic form approval of agreements, processing of correspondence and the block of claim and claim work based on the Russian Docsvision platform. Implementation and setup of the solution were provided by Smart-Docs Company. According to the results of the project in a system all archive and current documents of the company are loaded, and today employees, including company management, actively use it in daily work.

In the summer of 2017 for the purpose of increase in transparency of document flow in the company work with correspondence, contractual documentation and the separate important block – claim and claim activity (FEAST) was automated. As the initiator of the project the Legal service "Baltik-SGEM - the Set" for which it was extremely important to structure and collect all documents of the company in uniform storage for operational obtaining all information volume and documentation necessary for the activity acted.

The employees working with correspondence, the staff of economic department, and as approving under agreements – other staff of the company, including the management which also actively works in a system with instructions became users of a system.

Use of an electronic document management system helped to arrange processing of documents, it is easier to control performing discipline and to receive the necessary reporting. In addition, due to application of a system processes of the company rose by qualitatively new step of development as practically all risks of loss of documents connected with the decentralized their storage, risks of loss of the changes made to documents at a stage of their approval, all instructions of the management were removed and also operational tasks of employees are completely controlled by a system now. The actual significant decrease in labor input of the processes transferred to EDMS, and, respectively, and costs of these processes became one more key project deliverable that is extremely important in the conditions of permanent need of reduction of operating costs.

Its implementation on the basis of the ready-made solution from Smart-Docs Company which in finished form provides support of 80% of business processes of the company that reduced a project deadline to 1 month became one of key factors of a project success. For so short term a system was unrolled and customized, training of employees is provided (with certification of the gained knowledge) and trial operation of a system is carried out.