The administration of the city district Syzran saturates functionality of the operating EDMS

The lack of effective tools and technologies of work with documents was a basic reason of making decision on system implementation of electronic document management that negatively affected both labor productivity of employees, and at work of Administration in general.

The office work processes existing before implementation look as follows:

• Document registration happens in the outdated program of accounting where all data, (including and a document number) are entered in the program "manually", without automatic filling of fields of registration cards. The program is not supplied with reference books and a full-fledged search mechanism.

There is no accurate typification of documents at the time of registration, for example, if the document in response to outgoing came to the General department, then it is registered in the magazine of Outgoing correspondence (instead of entering which is).

There is no opportunity to trace the history of correspondence (fixings of two-way thematic communications between documents). Thereof employees have no opportunity to monitor document flow by a single correspondence with the individual or the Organization.

• Processes of registration, drawing resolutions and document transfer on acquaintance and execution are ineffective, non-technological, have the low speed and a nadzhnost, for example: several employees of the General Department participate in transfer of the paper document. The document after registration is located in folders. Daily in certain time the specialist of the general department responsible for registration of entering provides folders of receivers to the chief of the general department for viewing correctness of preprocessing. Then it takes away folders and carries on receptions of receivers (heads).

The assistant administrator (the receiver of the document) browses the documents received from the general department regarding correctness of the choice of the receiver, sorts documents depending on urgency of consideration. After viewing documents the assistant submits the folder with documents to the head.

• There is no centralized and structured storage, means of quick search and the notification. With respect thereto the staff of other divisions has no opportunity for search implementation, creation of an otchtnost, tracking of processing stages and location of documents. Besides, it increases the probability of loss of documents and not dat opportunities to have operational information about parameters of the current processing stage of the document.

• There are no effective instruments of control of performing discipline — both in divisions, and in General department. Weak opportunities for operational and detailed providing otcht about execution, besides otchta are executed manually.

• Onto completion dates of resolutions it is controlled by means of the paper magazine. There is no opportunity to trace resolutions of the second and more than a level.

• There is no possibility of tracking and effective control of terms of approval of documents and also the automatic choice of expired documents, and automatic tracking of documents on other important processing stages.

Main objectives of system implementation of document flow following:

• process automation of registration, storage, search and processing of the entering, outgoing and organizational and administrative documentation;
• reduction of search time and processing of necessary documents;
• increase in process performance of management due to reduction of time of passing of documents, automation of control of performing discipline and performance improvement of work of employees.

In the course of implementation:

• necessary types of registration cards of documents are developed and configured;
• osushchestvln the automated transfer of information from reference books existing earlier in Administration of the accounting program in reference books of DocsVision with preliminary normalization of data retrieveds;
• the centralized and structured storage of correspondence and administrative documents is created, maintaining full reference books of Administration is provided;
• online access to documents for the staff of the enterprise within job responsibilities is organized;
• storage of history of correspondence is organized (fixing of two-way thematic communications between the entering and outgoing documents);
• the possibility of losses of documents is prevented during office work processes;
• function of creation of specialized reports on controlled documents is implemented.

Creation of a control system, maintenance and execution of complaints and proposals of the population and also organizational and administrative documentation will become the next important step in increase in efficiency of activity of Administration of the city district Syzran. Now the electronic document management system covers 25 employees, the complete scope of all structures of administration (about 100 employees), including inclusion in a circuit of automation of territorially remote divisions is planned in the nearest future.

• The project - licenses: 25
• The project - users: 25
• The distributed solution: NO
• Office-work: YES
• Process management: YES
• Administrative office-work: NO
• ServiceDesk: NO
• Development on the DocsVision platform: NO
• The gateway to 1C: Enterprise: NO
• The gateway to Microsoft Office SharePoint Server: NO
• The gateway to Microsoft Dynamics AX: NO
• Other gateways: NO
• Electronic digital signature: NO

Within the first stage in the General department of Administration process of registration of the entering, outgoing and administrative documentation is automated: specialized types of registration cards are configured, the automated transfer of information from cards existing earlier in Administration of the accounting program in reference books of DocsVision with preliminary normalization of data retrieveds is performed. Within the subsequent stages of implementation process automation of processing of organizational and administrative documentation, execution control system implementation, increase in quantity of jobs is planned. Version: 4.0 Number of users: 25 people. Solution type: setup of the Office-work and Process management applications.

Docsvision in legal department of administration of the city district

The individual solution on the Docsvision platform is developed for legal department of administration of the city district Syzran, the company integrator reported on June 11, 2013.

The Samara system integrator ACS-group Group completed the project on automation of process of judicial office-work and control of actions of preparation and participation in listenings for legal department of administration of the city district Syzran. The project is executed on the Docsvision platform.

Development without expansion

As well as other divisions of administration, management Docsvision since 2009 uses. As duration of procedural actions and volumes of the associated documentation are quite big, management needs the separate solution providing automation of process of judicial office-work.

Involved the available computing powers, jobs and licenses in project implementation. The new solution is completely integrated in the operating EDMS, but significantly differs in functionality.

Users of the Docsvision system are 200 employees of management personnel and structural divisions of administration of the city district Syzran, including territorial and remote divisions.