RS: Electronic document management system

Product "RS: The electronic document management system" represents the complete solution on the organization of corporate electronic document management, provides a full stroke of paperless office-work and performs standard functions of classical electronic document management, such as:

General office-work:

• Registration of different document types.
• Formation of the electronic document revision or the scanned copy of the paper document.
• Storage of different sets of attributes of documents in the structured document form.
• Formation of resolutions (tasks on execution or document handling).
• Performance of resolutions and documents.
• Delegation and redistribution of tasks for contractors.
• Collection of information about execution of documents.
• Control of performing discipline at the different levels.

Archive office-work:

• Maintaining nomenclatures of affairs.
• Accounting of formation of volumes, affairs and their inventories.
• Fixing of the facts of transfer and issue of affairs.
• Formation of the necessary reporting.

Approval of documents (agreements):

• Formation of a registration card.
• Automation of different processes of approvals.
• Formation of resolutions on the final document
• Execution and control of resolutions.

Feature of a domestic product "RS: An electronic document management system" the cross-platform, use as the providing servers applications and databases software products based on open source or the programs entering in Unified register of the Russian programs (Ministry of Telecom and Mass Communications Russia) and also the ample integration opportunities implemented through built in API based on web services and support LDAP- directories are. Besides, a system supports work from mobile devices, including access on VipNET.

A system provides support of work of users in the distributed structure of the organization (branches) and with connection to the state information systems MEDO SSTU (). Allows to use qualified electronic signature for ensuring legally significant document flow. Besides, the solution has the built-in module of stream scanning of documents with use barcodes, the module of reports and the module of processing of citizens' appeals.

The built-in search system, with a possibility of formation of difficult search conditions on all attributes of a registration card of the document, increases convenience of work with documents.

The structure of windows also has information representations classical, verified for years, style. It allows even to the beginning user to understand as fast as possible the interface of the program and to effectively use all arsenal of the implemented and available functionality.

The program has the full-function web interface of the main application and several standard roles of users:

• The head – decision making on the arriving documents and quick access to relevant documents.
• The controller – control of performing discipline.
• The registrar – creation of registration cards of documents at a preprocessing stage, registration and the direction of documents to destination.
• The operator of scanning – maintenance of processes of stream scanning of images.
• The contractor – performance of resolutions and instructions.

Besides, there is a possibility of formation of specialized roles due to connection of additional folders, reports, setup of a type of cards of documents and magazines.

Operational informing users on receipt of documents or approach of events is performed by an output of messages using a special informer and by e-mail.

Architecture

A system is based on three-unit architecture, as the basic servers of applications is used Apache Tomcat. Storage documents and the additional information it is provided DBMS relational type. Now there is a possibility of full-function use of DBMS PostgreSQL IBM DB2 Oracle DB. At the same time adaptation at the expense of adapters with almost any DBMS of relational type of the SQL queries supporting the standard is possible.

History of emergence of competence

The competence on automation of the document focused processes of the company exists and actively develops since 2006. A number of the interesting solutions transferring to the area of automation of techniques of the Russian documentary ensuring management (or office-works) which were implemented at the enterprises of power, military industrial complex, public institutions was during this time created and implemented. The practices of methodological and technical character received during this time formed the basis of a new product – "RS: Electronic document management system".

Product introduction "RS: The electronic document management system" allows to solve the following problems:

• Organize complex end-to-end accounting of all documents in a single system.
• Provide access for contractors within the set powers to all documents and resolutions.
• Reduce costs for administration and support due to failure from local EDMS in divisions.
• Organize formation of the consolidated statements on performing discipline.
• Provide a possibility of storage and transfer of documents, including the scan images.
• Create uniform archive of documents.
• Receive the general statistics and the analysis of document flow in general on the organization.

The expected effect of implementation:

Straight line:

• Reduction of terms of work with documents on the main processing stages of documents.
• Reduction of time and labor costs on an access to the information of documents and instructions, obtaining statistics of DO and the formalized reports on control of execution of instructions.
• The organization of exchange of documents in the distributed structure.
• Reducing costs of paper carriers at transfer of documents.

Additional:

• Increase in transparency of processes of work with documents and their executions in structural divisions of the organization.
• Quality improvement of preparation of documents.
• Unification and process optimization of office-work.