On Hakasvzryvprom summed up the results of semi-annual use of EDMS Case

2019

Results of semi-annual use of EDMS Case

Since the beginning of 2019 of JSC Hakasvzryvprom, the enterprise specializing in drilling-and-blasting works uses the CASE system for workflow automation. Implementation of the software product was carried out by KC-Consulting company, the partner of EOS Group in the territory of Siberia. The operating experience of the solution within half a year validated the choice of EDMS: already there are notable results and benefits from its implementation. On August 8, 2019 the EOS Group company reported about it.

The basis of a document flow of JSC Hakasvzryvprom is formed by ORD, business correspondence, agreements, acts, accounts. The CASE system is used at the enterprise for support of the centralized document flow.

"BUSINESS" became the first experience of implementation of professional solutions for management of documents in this organization. A system allowed to depart from the journal registration form at the which proceeding, entering, internal documents were fixed on paper. Now these processes are implemented in EDMS.

The standard functionality is involved (registration, search in the database, passing control, etc.), work with mailings is automated. Originally the customer was interested only in accounting and registration functions and work with envelopes, but during implementation decided to purchase also the additional option "Scanning" (it is used for digitization of paper copies).

For August, 2019 EDMS covers all main document groups. The electronic images (both scanned, and received by e-mail are attached to registration cards). Document flow is arranged contractual: using a system receipt in the organization of originals of agreements, invoices, etc. is monitored. From EDMS "DELO" envelopes and mail registers are printed.

For those several months that the CASE system is used at the enterprise, it proved to be as a reliable and qualitative product. Effect of work with professional solution otsenivayetsya positively, in particular, as a result of implementation of the program time expenditure was reduced by document retrieval implementation. Also the convenience of registration in EDMS of correspondence which arrived by e-mail is emphasized.

End of the initial stage of implementation of EDMS Case

On February 20, 2019 the KC — Consulting company reported that in December, 2018 it completed the initial stage of implementation of EDMS "DELO" in JSC Hakasvzryvprom. The customer uses standard functionality of a system for management of documents, possibilities of EDMS on work with mailings and also an option for digitization of paper copies.

According to the company, it is possible to call structure of document flows of JSC Hakasvzryvprom classical for the enterprises of this type: the main array organizational and administrative documents, business correspondence and contractual make document flow. Work with documents is conducted on a centralized basis – all accounting and registration transactions are concentrated at the clerk.

Before implementation of EDMS in JSC Hakasvzryvprom there was only a journal registration form. All the outgoing, entering, internal documents were fixed in paper magazines. On correspondence requiring the resolution, the head manually took out instructions then originals were transferred to contractors with a mark in the magazine. For formation of mail registers and printout of envelopes in the organization used the separate special utility.

Implementation of EDMS "DELO" became for the enterprise the first experience of use of professional solutions for management of documents.

On start of the project of the customer only accounting and registration opportunities of EDMS and automation of work with envelopes interested, but during implementation the decision to expand functionality using the additional option "Scanning" for digitization of paper copies was made.

Within the project specialists of KS-Consulting company conducted document flow examination, software installation and the EDMS setup (creation of a DB, reference books, registration of users, etc.). At the final stage in the remote mode (means of the Team Viewer program) was trained to work in EDMS "DELO".

In general within the project the following tasks were solved:

• Automation of registration of the main document groups with attachment to an accounting form (a registration card) of an electronic image of the document.
• Streamlining of contractual document flow: tracking receipt in the organization of originals of agreements, invoices, etc.
• Automation of work with mailings (printout of envelopes from EDMS "DELO", etc.).
• Minimization of time for document retrieval.

Since the beginning of 2019 in JSC Hakasvzryvprom of EDMS "DELO" operates normally. The base of electronic documents (the registered copies are scanned) is gradually filled, the search module is actively used, there is mastering and other functionality of a system.

Further the customer considers the possibility of the solution using EDMS "DELO" of additional tasks and increase in number of the automated document processes.