Institute of Mathematics named after S. L. Sobolev translated the document flow into the EDMS "Delo"

2022: Implementation of EDMS "Delo"

Institute of Mathematics named after S. L. Sobolev translated the document flow into the EDM "Delo." The company ECM Systems EOS announced this on July 20, 2022.

The project was completed by KS-Consulting in early 2022.

Due to the large number of internal documents in the organization, there was a need to translate document flow into electronic form and establish control over the execution of orders.

Before the start of the project, document registration was implemented in paper journals and divided into 2 streams. Incoming documents received by e-mail were registered by the secretary, and the office was engaged in the registration of the remaining documents. Further, the entrants, depending on their importance and urgency, were sent for initial consideration to management.

This approach to document management complicated both the prompt search for the necessary information and the tracking of the execution of orders. Therefore, the customer began searching for a software product that will solve the following problems:

• Move from paper registration of inbound and outbound to electronic to simplify and speed up both the process itself and subsequent search.
• Save employees from the need to work with paper originals and transfer the entire route of documents to the EDMS, from receipt and registration before execution.
• Be able to track the history of the movement of the document and its "fate" at all stages.
• Establish control over the execution of orders.
• Use an electronic signature to approve some document groups.

The electronic document management system Delo was chosen as the optimal solution most suitable for the processes already existing in the organization.

An important argument in favor of choosing this particular EDMS was the opportunity to save the budget thanks to the Academic License program.

At the preparatory stage, the specialists of KS-Consulting, together with the documentation support department, drew up a "document flow map" in the organization. Based on the results of the survey, the total number of jobs that need to be connected to the EDMS was determined, the base was set up and filled. At the next stage, all users were divided into groups, taking into account their roles in the system and conducted training.

The introduction of the electronic document management system allowed the institute's management to solve the tasks set before the start of the project:

• Electronic document registration
  Incoming documents are still divided into 2 flows, depending on the path of receipt into the organization. But now the secretary in the reception is configured to register and send documents to the EDMS by e-mail. The office employee responsible for registering documents received through other channels uses the "Scan without recognition" option to speed up work.
• Transferring the "movement" of EDMS documents, tracking the route
  After registration, the document moves further along its electronic "path" and goes to the manager's personal account for consideration and entry of the resolution. Then it is redirected to the heads of departments or directly to the employees responsible for the execution of the order on the document.
• Control over the execution of orders
  After the execution of the order, the user enters a report on this in the EDMS. The control of deadlines is carried out by the department for documentation support of management.
• Transition from manual signature to electronic
  Electronic signature for July 2022 is not used en masse and is applied only by management when signing some types of documents.

To make the system more convenient and efficient, several licenses for additional options have also been purchased: EOS Desktop Service for editing text documents, Document Monitoring for prompt notification of new events.