"Радеж" passed to electronic document management based on the Docsvision platform

On April 9, 2018 it became known that the Radezh company at the end of 2017 passed to electronic document management based on the Docsvision platform.

Prerequisites of the Project

The strategy of active development of network, intensive exchange of documents between shops and partners resulted in need to increase efficiency of this process. When choosing a system such factors as flexibility of modification, a user-friendly interface, successful experience of implementation of EDMS in other companies of Volgograd, the final project budget and the predicted costs for further support of a system were considered.

Retail chain stores of Radezh. Photo: bloknot-volgograd.ru

Project Progress

After the analysis of offers the choice was stopped on the Russian Docsvision platform, and in the project the Erker company assisted. The project developed step by step: after development and approval of detailed technical specifications implementation of Docsvision 5.4 began fall of 2017. Input of a system in operation took place in 5 stages, after everyone user training and adaptation of a system was provided during trial operation. A system in 4 months was completely customized, access for more than 200 employees of head office of the company is provided.

Project Results

Processing of the entering and outgoing letters, orders and orders, memos, agreements is transferred to an electronic form. Difficult routes of the movement of documents are implemented during approval. Clear split of documents into categories (more than 150 categories) and installation of compliance of the approving persons considering, contractors, controllers, authors, with the subsequent technical implementation of all this in EDMS was one of the most labor-intensive project tasks. Depending on the selected category of the document participants of approval, contractors and the considering persons are autocompleted and the document template becomes attached. Terms from creation were reduced to full completion of approval of documents, the transparency of execution increased. For several months more than 12,000 documents, 30,000 tasks were created, 6,000 approvals are carried out. For convenient analytics and control more than 20 reports with a possibility of filtering by different parameters are configured.

As a result: losses of documents were reduced, control of their movement, control of compliance to standards became more transparent, there was a uniform base, the history of approval remains. Economy by the company of funds for paper became one of the expected positive effects.

Among important project deliverables – not only transfer to an electronic form of processes of document flow, but also additional convenience of interaction during workflow. Due to leaving from a set of routine transactions employees productivity grew.

Special attention was paid to work with tasks which are put in EDMS. Thanks to specially configured mailing process, employees more than 100 shops and productions even if they do not set Docsvision in a workplace, receive tasks from EDMS in mail. And considering need of joint discussion of draft documents, the separate application chat which allows in the single interface of a message discussion of several documents, without need to open their separate cards in EDMS is specially developed and configured.

In plans at the company – further development of a system and its integration with the accounting systems and programs which function in the company separately (1C, Microsoft Axapta).

"Earlier all documents were printed or copied on paper and transferred to approval, signing and storage in printed form. These are hundreds of documents a day. A large number of paper registers for document transfer from division in division was maintained. Daily control of the movement of documents was required – and all the same there were losses and delays. On project deliverables economy of working time of employees on creation, transfer, reconciliation, document retrieval is obvious. Employees quickly enough mastered a system and effectively in it work. Besides, a system flexible – if we optimize business processes, it is possible to make to EDMS quickly the necessary changes". Anastasia Yunda, the head of department of corporate policy of Radezh LLC, the project manager on implementation of electronic document management