KS-Consulting implemented the EDMS in "Service of the Uniform customer" of Zabaykalsky Krai

2020: Implementation of EDMS

On January 18, 2020 the KS-Consulting company announced a request for system implementation of electronic document management from GKU "Service of the Uniform Customer" of Zabaykalsky Krai. For September, 2020 in the organization already used 1 workplace of EDMS Business for work in base of the Government of the region. The management and technical specialists were already familiar with opportunities of the solution developed by EOS Group company therefore decided to use Case for transfer of document flow to an electronic form.

Prior to the beginning of the project the reception was a point of "input" and "release" of all documents in the company. Secretaries registered several types of the entering and outgoing correspondence in paper magazines.

One of methods to adjust performing discipline there was a finishing incoming documents under painting to employees. The employee, having received the document and having got acquainted with it, had to put down a mark. But such method was inconvenient, and did not allow to control contractors timely.

The organization of paper document flow which always involves time costs at first for copying of documents, and then — on search of their paper copies was one more problem.

Project Objectives On start of the project several objects were set for our specialists:

Transfer agreements and other documents which should be approved with several employees to an electronic form. Organize electronic archive for storage of all these documents with simple and the clear principles of search. Control completion dates of documents, accelerate process of acquaintance with them of all employees. Project Progress All works, from inspection and setup of base before commissioning, took only 2 months (September-October, 2020).

For training of employees broke into several groups, proceeding from their roles during the work with EDMS. Separately was trained registrars and system technologists, and then conducted courses for users and the management. Then within 10 days there took place designer's service during which all employees under the leadership of specialists of KS-Consulting mastered systems capabilities in practice.

Distinctive feature of the project was the fact that purchase of software licenses was made after start of a system in trial operation. Such approach allowed to create "packet" from different license types which will close completely requirements of the organization, and at the same time not to be beyond the budget designated earlier competently.

The following actions with documents are transferred to an electronic form:

• registration;
• acquaintance;
• execution control;
• approval of agreements, supplementary agreements, auction documentation.

Memos with information requests between departments also transferred to a paperless type.

To facilitate work of clerks, 2 options "Scanning without Recognition" are purchased. 4 licenses for Electronic signature enciphering the option "and" also purchased. It will allow to begin gradation from the scheme "the signature on paper carrier and scanning", having replaced normal signatures with electronic and also to use the EDS for signing of outgoing documents during the work with base of the Government of Zabaykalsky Krai. Licenses of the Monitoring of Documents application for 30 jobs were in addition purchased. This application developed by KS-Consulting traces events in a system Case and timely notifies the user on them.

In plans of the customer to establish cooperation with the Government via "Server of Electronic Interaction" (SEI) for automation of exchange of documents between the participating organizations of electronic document management and also for ensuring transparency of document handling in these organizations.