Agro-Siberia automated work with documents based on EDMS Case

On July 11, 2018 the Elektronnye ofisnye sistemy LLC company reported that since the beginning of spring of 2018 specialists of management personnel of Agro-Siberia LLC work with documents in automated information system "CASE". The project is implemented by the Barnaul company "KS-Consulting".

Prerequisites

Before workflow automation document registration in Agro-Siberia was conducted in a traditional paper form in special magazines. Documents it is centralized were registered in a reception, then paper copies were transferred for work to the relevant departments. Onto tasks of the director it was controlled in the MS Outlook e-mail client.

The main document flow of the organization is made by accounting documents. In accounting each specialist works only with the part of agreements that imposes certain difficulties on process of tracking of receipt and execution of documents. This fact dictated need of acquisition of an electronic document management system "CASE", capable to make transparent accounting of documents and work with them.

Project Tasks

In addition to document registration in electronic form, the customer expected from the software product as well ensuring the further movement of an image of the document, its execution, implementation of control functions and sales opportunity of other office work transactions in the electronic environment. Existence of mechanisms of implementation of legally significant electronic document management became one of the main requirements to EDMS.

Tasks which faced the implemented software product:

• automation of registration of the main document groups and attachment to forms of accounting of electronic images;
• tracking of receipt in the organization of originals of agreements;
• ensuring timely preparation of accounting reports (using functions of creation and control of tasks in EDMS);
• maintaining in EDMS of data on correspondence according to documents (using the tool of sheaves between documents).

Project Progress

Works on system implementation "CASE" started in February, 2018. Within the project jobs of a system and additional options were purchased. The project provided the analysis and inspection business of processes, installation and the EDMS setup according to specifics of document flow of the company and also training of users.

Having carried out the analysis of the operating document flow, specialists of KS-Consulting configured EDMS according to the results received during inspection. Wishes of each user on individual preferences of work in a system were considered.

Project Results

According to the company, having carried out the analysis of the operating document flow, specialists of KS-Consulting configured EDMS according to the results received during inspection. The secretary ("CASE"), the director and the chief accountant of the firm ("DELO-Web") became regular users of EDMS. On a workplace of the secretary the full-function rich-client of an electronic document management system "CASE" and also the additional option "Scanning" was set. To provide to the director and the chief accountant of the enterprise an opportunity in a convenient format to trace and control completion dates of instructions, licenses of the Monitoring of Documents application were purchased, the competitive license of the subsystem "DELO-Web" which gives the chance to users to work in EDMS in turn, without acquisition of additional licenses was also purchased.

Besides it was reported that interaction of specialists of the company in EDMS "DELO" in processes of work with documents looks as follows: the arrived agreements are registered the secretary in a reception and are sent to EDMS to the chief accountant which, in turn, distributes documents on the subordinates. At the same time, for each accountant the personal account where he can find the supervised agreements is brought to EDMS and monitor receipt of originals. In other departments each employee also has the office where tasks from the director mainly arrive.