Nergeoprom selected a system Case for internal document flow

2020: Implementation of internal electronic document management

Nergeoprom selected the CASE system. The Electronic Office Systems (EOS) reported about it on October 1, 2020.

System deployment "PUT" in Nergeoprom company – one of projects implemented by the customer independently with consulting support of the regional partner of EOS Group. In this case the Barnaul company "KS-Consulting" acted as software supplier and the consultant, and all works on installation and setup are executed by specialists of Nergeoprom LLC. Despite rather small budget, the customer managed to solve problems, priority at the time of start of the project: provide access to EDMS to the employees involved in document processes and optimize internal document flow.

The organization made the decision on transfer of internal document flow to an electronic format in 2019. Having considered the offers which are available in the market, the company made a choice for benefit of EDMS "DELO".

Originally a system was tested in the demoversion. After detailed studying of functions of a system representatives Nergeoprom appealed to KS-Consulting to count project cost in different options of its implementation. Two methods of deployment of EDMS were offered at choice: standard (installation and setup by specialists of integrator with training of employees of the customer) and purchase of licenses with independent implementation with consulting support.

The second option was selected that allowed to save on services of integrator. Besides, it was succeeded to reduce the project budget due to partial purchase of competitive licenses for a subsystem of "Delo-Web" in addition to licenses of the guaranteed service. The competitive type of licensing determines number of the users who are at the same time working in EDMS, and specialists in this case can use a system in the "time sharings" mode. Also the option "Scanning without Recognition" and the Monitoring of Documents application developed by KS-Consulting was set. "Monitoring" notifies the user on events, and he "takes" a workplace in EDMS only when relevant documents or instructions for it appear.

Specialists of KS-Consulting advised the customer during installation and setup of a system and also helped to resolve some practical issues. The similar scheme of implementation of EDMS can be applied, as a rule, in the organizations with rather small amount of users and in the presence at the client of personnel of necessary qualification. Besides, business processes should correspond to "boxed" opportunities of EDMS without special completion under specifics of the enterprise. At Nergeoprom LLC there were all these conditions that allowed to implement a system with the minimum costs.