"Institute of Nuclear Physics named after G.I. Budker" introduced an electronic document management system

2022: Implementation of the electronic document management system

On April 19, 2022, Croc Code announced the introduction of an electronic document management system for the Institute of Nuclear Physics named after G.I. Budker.

According to the company, the electronic document management system (SED) based on the ATACH solution brought together more than 2,000 employees from 170 departments of the institute and ensured the possibility of safe remote work from various devices. This decision implemented the transition to personnel electronic document management (KEDO), which is allowed by the Labor Code of the Russian Federation and has been introduced in the country since the end of 2021.

In 2021, the institute conducted a procedure for the purchase of a suitable product. The winner was the platform proposed by Croc Code for digitalization of business processes and ATACH documents developed by MMP-Informservice LLC.

SED ATACH covered the organizational and administrative and personnel documentation of the IJF, incoming and outgoing correspondence. Now external documents from e-mail are automatically logged into the system and are sent to the office for further routing. Then they undergo a cycle of processing and coordination in electronic form and can be sent in response to circulation both in electronic form using an electronic signature (EP) and on paper, if necessary.

Prior to the implementation of this SED, after receiving the incoming letter, the staff of the office manually completed the paper card of each incoming document and noted in it all actions performed with the document, also manually. Now the process of processing incoming correspondence and determining the performer for the response takes no more than five minutes. Work with both external and internal documentation is built in such a way that it will soon be possible to abandon paper media.

Specialists of Croc Code and MMP-Informservice have converted into electronic form personnel documents in terms of service notes, reception and transfer of employees, changes in working conditions and rates, vacation. Particular attention was paid to the digitalization of permits for specialized work, since the specifics of the institute involves working at hazardous production facilities with a certain level of employee admission to the sites. This made it possible to expedite the process of obtaining such permission from several weeks to several days.

All actions of the IYF specialists are now performed in one browser window, using several clicks and without switching to tabs. The document received for approval is opened immediately in the card, without additional download. It is possible to work with the full functionality of the system, including signing EP documents not only through a web application, but also through a phone or tablet. The SED also generates reports on the progress of tasks, compliance with deadlines and the total volume of documentation in the employee's area of ​ ​ responsibility upon request. For each document, directly in the SED, you can conduct chat correspondence, which optimizes the approval process.

This project has set up integration with the existing IRMA information system. This is the own development of the IJF SB RAS, which is a database on all projects of the institute, which has been operating for more than a decade. As of April 2022, both information systems complement each other, and users are provided with access to data in accordance with the organizational structure and functions of the employee. This integration allows you to synchronize project information, as well as provide the ability to search for projects according to the classification of the institute when uploading documents to the SED. Similarly, SED ATACH has integrated with 1C products of the institute in terms of counterparty data, which optimizes work with incoming and outgoing correspondence.

Integration with the institute's information systems is an important criterion for us. These ICs accumulate both the research and administrative activities of the Institute over decades. A manual search would negate attempts to digitalize work with documents. It was also important for us that the system be simple, convenient, intuitive and do not require unnecessary actions when working with it. This SED is well in line with our expectations, and we are ready to use it at the Institute. We plan to optimize the labor costs of employees for working with documents, all coordination processes and direct the time released to the development of the Institute. Based on the results of the work, further changes and development of our SED are already planned. said Dmitry Berkaev, deputy director of the IJF SB RAS

MMP-Informservices trained employees of the institute to work in IP, showed the phased completion of all processes in accordance with positions and type of documents.

Throughout the coming year, Croc Code and MMP-Informservice will provide employees with comprehensive technical support. In the future, the institute plans to switch to another version of ATACH and finalize the visual part of the system using dashboards. In addition, in the future - the addition of the electronic archive function, corporate full-text search of documents and the further development of the system.