"Transit-Oil" summed up the results of use of the Scan Archive program

2019: Results of use of the Scan Archive program

The Transit-Oil LLC company summed up the results of use of the Scan Archive program from the moment of implementation in July, 2018. The project was executed by Gendalf company.

The main office "Transit-Oil" is in Kazan, branches – in Naberezhnye Chelny, Samara and Cheboksary, with the general for all document flow.

Only for half a year through accounting of the company there passed more than 35,000 documents. The paper archive for the last 5 years of work is stored in the small premises about 30 sq.m. Before implementation of the Scan Archive program search, processing and scanning of documents at the request of partners or tax could take up to 3-4 days.

Control of document flow had a number of shortcomings. At verification of waybills the operator manually did a mark about existence or lack of each document. On any request originals of documents were handed out, created the scan copy, it was necessary to control return of originals constantly. Costs of time of operators and impossibility to provide urgently on demand necessary documents strongly slowed down work of the operator and accounting. To facilitate and accelerate workflows, decided to install the Scan Archive program. This development of GENDALF company is intended for control and accounting of documents in electronic archive and became the solution of the collected tasks.

On a withdrawal of "Transit-Oil", in time from July, 2018 to September, 2019 work of the operator became simpler. Time of document handling was reduced almost by 3 times, and preparation for tax audits was as much as possible automated. Process of issue and scanning of documents in separate requests changed: now marks about existence of documents treat automatically and are stored the scan copy of documents directly in to base "1C: Enterprise". All entering and outgoing documents are loaded in base practically right after their receipt or verification of the waybill.

For September, 2019 in "Scan Archive" one person works. The efficiency of document flow and control of return of documents are very important for the company, and implementation of the program solved these problems.

At the program very simple interface, it is convenient to work with it. Document retrieval from necessary magazines manually is organized if documents will not be recognized or recognized incorrectly. Since May, 2019 we added entering to an outgoing flow of documents – recognition of documents on receipts and return. And thanks to technical support we fixed small problems at recognition of incoming documents, tells the operator of department of logistics of Transit-Oil LLC Ekaterina Krylova