"Technology" organized automatically created archive of project documents based on DirectumRX

The Tekhnologiya company organized automatically created archive of project documents using an ECM system and improved internal processes: project and contract activities, control of performing discipline and management of internal documents. On January 24, 2019 reported about it in Directum company.

Premises and project tasks

Because of the large volume of project work and lack of up-to-date information on loading of specialists it was difficult to management of Tekhnologiya LLC to make decisions on the current projects and start of new. Incoming documents were often lost, execution of instructions was not controlled — all this led to additional labor costs.

To optimize workflows and to arrange storage of the project documentation, the company management decided to implement electronic document management system. As the solution it was selected ECM- a system DirectumRX for benefit of which played:

• ample opportunities from "box";
• the thought-over logic of business processes;
• possibility of synchronization with MS Project;
• experiment of vendor on implementation of ECM.

Project Results

Specialists of DIRECTUM organized uniform electronic archive of project documents in the company. Its automatically built structure conforms to requirements of the Order of the Government of the Russian Federation of 2/16/2008 N 87 "About structure of sections of the project documentation and requirements to their contents".

The document package on a certain project can be unloaded quickly from a system. For example, for transfer to the customer or on check of Glavgosekspertiza. Before automation the chief project engineer spent for this task to a half of the working day.

Instructions in an ECM system conveniently contact the corresponding project. So, chief project engineers can quickly monitor execution of works, and non-management employees — to group the entering and outgoing instructions. Further it is going to configure synchronization of data on terms and contractors of tasks from diagrams of MS Project Server in DirectumRX.

Time for preparation and holding the general meetings was reduced from 2-3 to 30 o'clock minutes. From minutes of meetings it is possible to issue instructions to several responsible at once.

Using the mechanism of unloading of agreements with all connected documents preparation of sets of documents for participation in tenders was optimized.

For exchange with partners in the company integration of DirectumRX with Synerdocs service is configured. Also documents can be exported quickly from an ECM system together with the file of the unfastened signature and to send to the partners who are not connected to operators of e-document flow.

In total for January, 2019 in DirectumRX 90 employees of Tekhnologiya LLC work — exchange memos, will organize meetings, receive and send correspondence, take out resolutions. Execution of stages of agreements, orders and orders on primary activity can be monitored in a system — instructions are issued in electronic form and is transparent are controlled. Thanks to automation time for search, approval and change of documents was reduced.