Details about an EDMS Docsvision implementation project in "The All-Russian society of disabled people"

2018

Details about the project based on Docsvision

The All-Russian Society of Disabled People (ARSDP) managed to optimize work with correspondence and processing of internal documentation. Works on project implementation of automation in the Docsvision system were performed by forces of staff of Smart-Docs company. All work with the citizens' appeals entering as outgoing letters and organizational and administrative documents completely happens in an electronic document management system, reported in DocsVision company on May 7, 2019.

Different platforms and solutions for automation were considered by a project team of the customer. A choice was made for benefit of the Russian Docsvision 5 platform based on which specialists Smart-Docs presented an optimal solution and showed possibilities of further development of a system.

After audit of the existing processes of VOI by experts Smart-Docs the main requirements were collected and systematized, the technical specifications are prepared and approved, tuning of the solution in the customer's infrastructure then testing and training of employees in work in a system is provided is performed. At a stage of trial operation warranty support was given.

The project was fully completed in 2 months. Following the results all internal document flow is conducted in the Docsvision system: accounting and consideration of incoming correspondence, preparation and approval of outgoing letters, preparation, approval and tracking of execution of ORD (orders, orders, memos).

The document retrieval problem since the Docsvision system contains information on all documentation consigned to the past, terms of approval of documents were reduced, intermediate document revisions are not lost. Processes of acquaintance of employees with orders or accomplishment of instructions became transparent.

Terms of consideration and preparation of answers to the addresses coming to VOI were considerably reduced that is an important point taking into account the large volume of the arriving letters from citizens and the organizations. For May, 2019 addresses arrive in the form of paper documents, by e-mail and also from the website of VOI from the section of Citizens appeal therefore integration of the website into the Docsvision system was made.

The quality of performing discipline in all divisions increased, the role of the controller of accomplishment of the delivered tasks or instructions undertakes EDMS on the Docsvision platform in time.

VOI and Smart-Docs plan further cooperation on a part of connection of EDMS Docsvision in regional departments of public organization.

EDMS Docsvision implementation project

Staff of Smart-Docs company conducted an interview with representatives of business divisions of the customer in the course of which data on features a job with main types of documents are got. Document flow transactions which accomplishment needs to be automated in EDMS first of all since accomplishment manually led them to considerable time expenditure were revealed and did not exclude the errors connected with a human factor. As documents, work with which the decision to automate is made, were defined: organizational and administrative documents (Order, Memo, Order) and correspondence (Incoming letters, Outgoing letters). Further processes of preparation of the main requirements to implementation of the listed document types, preparation and approval of terms of reference, setup of the solution in the Customer's infrastructure, testing of the developed functionality, training of employees of the Customer in work in a system are started, support at a stage of trial operation was given.

After project completion of implementation in VOI the following processes of office-work are executed automatically (and not manually as was earlier):

• Accounting and consideration of incoming correspondence, preparation and approval of outgoing letters.

• Preparation, approval, tracking of execution of Organizational and administrative documentation (Orders, Orders, Memos).

Results of an implementation project of an electronic document management system in VOI:

• the problem of document retrieval consigned to the past since EDMS contains information on all organizational and administrative documents and the arriving or sent correspondence
• terms of approval of documents were reduced, intermediate document revisions ceased to be lost.
• Processes of acquaintance with orders or accomplishment of instructions became transparent
• terms of pronouncement of the resolution and preparation of answers to the addresses coming to the organization were considerably reduced that is an important point taking into account the large volume of correspondence coming to public organization
• The performing discipline in all divisions became better that the role of the controller of accomplishment of the delivered tasks or instructions undertakes EDMS on the Docsvision platform in time.