Archives of Rostelecom

For operating time of any enterprise huge paper archives of financial, technical and other documentation collect. These documents are demanded as the divisions creating them and other related services. Universal implementation of electronic document management predetermined other task — to provide not only reliable document storage, but also their quick search. To solve these adjacent problems, to optimize the business processes connected with management of documents it is possible due to implementation of the systems of electronic archives.

Work of telecommunication companies is specific as it is connected with service of a large number of subscribers and processing of huge volume of financial documentation. Its untimely providing in tax authorities can entail serious sanctions. For example, in 2006 when checking Dalsvyaz interregional company employees of tax authorities demanded to provide more than 14 million finance documents in five days and, without having received them in time, fined the company 700 million rubles. It is clear, that it is not possible to solve a similar problem (to manually collect and prepare millions of copies of documents) without electronic archive.^[1]

Need of optimization of management of primary accounting documents led to creation of specialized archive at the national operator of telecommunication — JSC Rostelecom. The big geography of presence of the company, supervision from nearly 800 regulatory authorities, more than one million monthly generated primary accounting documents, high costs for their storage and processing dictated need of automation of archiving. Telling about experience of implementation of electronic archive in Rostelecom, partners of ELAR company — representatives of GMCS company noted that the solution used in this project based on the ELAR SAPERION platform solved a number of complex problems — it helped to organize necessary differentiation of access rights, to synchronize access rights to documents with sections of works in an ERP system and also to guarantee safety of original document revisions. The created electronic archive was integrated with a billing system and the accounting system of Microsoft Dynamics AX where primary financial statements arrive. Creation of archive provided to Rostelecom big transparency — all primary documentation from branches accumulates in general bookkeeping department, it became easier to book internal audit, expenses on business trips of employees to regions were cut down. Besides, if earlier internal financial checks were performed selectively, then now responsibles have a continuous access to all accounting documentation. As a result, the overall effectiveness of management of transactions grows in the company. Participants of a seminar paid special attention on a possibility of differentiation of access rights to documents, up to their separate parts and also on security issues. The ELAR system is certified by FSTEC by the code of security 1G and allowed to work with personal data on the first class.

Creation of electronic archive becomes one of the major corporate tasks, and today in the market many special products and services in this sphere are offered. But 18 years ago, when in ELAR only began the activity, it practically had no competitors.

"Till 2004 practically nobody seriously was engaged in problems of archiving and reliable document storage — Hakhamov Sergey, the associate director on marketing of ELAR company claims. — Today there are already many players in this market, some of them offer services in scanning, creation of electronic resources, others — on implementation of the systems of the class ECM and creation of electronic archives. However the companies which could as we to offer all range of services and solutions, unit".

Notes