"The Altai state university" scales an electronic document management system on EDMS Case

2017: Scaling of EDMS

On September 28, 2017 the "Corporate Systems — Consulting (KS-Consulting)" company announced continuation of system implementation of electronic document management on EDMS Matter in the Altai State University (ASU).

On start of the project as one of important tasks transition to electronic document management in those management processes where exchange of documents without participation of paper copies is possible was designated. Gradually mastering functionality of a system and adapting it for again arising requirements, specialists of ALTGU in two last years could fully estimate quality and reliability of this solution. All basic documentary focused processes (except tasks of HR division) were implemented in EDMS, and on a number of documents transition to exchange between divisions exclusively in electronic form was performed.

The direction of evolution of a management system of university demanded transfer of documentary providing to the level providing expansion of a circle of the officials included in ECM processes. In 2017 deans of faculties for which the workplace licenses "Delo-Web" were in addition purchased became participants of electronic document management (this subsystem saves all functionality of "thick client", but works with EDMS base via standard browsers). The web interface was suitable for this category of users in the best way – developers made him the most friendly and available any person to fast mastering having experience of use of the Internet.

In total according to the results of the project in EDMS Case of ALTGU more than 100 users, all divisions are connected to it. In a system accounting of internal documents (orders, provisions, etc.), incoming correspondence (including letters from the Ministry of Education and from other authorities), citizens' appeals, outgoing documents is organized. Instructions are created, execution control is automated, mailing of the registration cards and documents addressing electronically, to all interested persons is performed. A system Case became a necessary element of IT infrastructure of university and is daily used in management processes.

2015: Implementation of systems Case and "Delo-Web"

Automation of office work processes, application of information technologies for the purpose of transition to paperless (electronic) document flow is several years one of priorities in development of a management system of university. The electronic document management system selected from quality of the instrument of automation (further EDMS) "CASE" replaced earlier implemented product of other producer. The need for replacement of EDMS arose when it became obvious that the high price of the software and its functional limitation call into question sales opportunity of development plans for IT structure of the university. As a result, the administration of the department of documentary providing university made the decision to pass to the EDMS "DELO" meeting all requirements, relevant for the university.

The CASE system is the complete solution developed by EOS Group company, intended for automation of office work processes of the organizations of different scale and fields of activity. Today "CASE" takes the leading positions in the Russian market of EDMS / ESM-sistem. The product proved as the most reliable and checked EDMS. More than 300 educational institutions of Russia and neighboring countries use EDMS "DELO" both in educational process, and for managerial needs. The developer of a product provides to universities preferential terms on acquisition of EDMS "DELO" for automation of internal document flow: so, the Altai state university bought over 80 automated system jobs at the special price, at a discount 50% (the academic license).

The implementation project of the CASE system in the Altai State University started at the end of 2014 and came to the end in 2015. Delivery of the software, providing technical support and user training were performed by KS-Consulting company – the partner of EOS Group in Siberia. Implementation and the EDMS setup were carried out by forces of specialists of management of documentary providing and management of informatization of AGU. 82 automated jobs of users, from them 12 jobs of the DELO system, and the 70th subsystem of "DELO-WEB" were in total implemented (gives to users an opportunity to work in a system far off).

A system is completely implemented and is actively operated. The staff of management of documentary providing and also all specialists responsible for office-work in structural divisions (dean's offices of faculties, branches, receiving vice rectors, etc.) became users of EDMS "DELO". At the first stage in a system accounting of internal documents, the entering and outgoing correspondence is organized, instructions are created and issued, control of execution of documents is automated, transfer of the registration cards (RC) to all interested persons, etc. is performed. In further plans – transition to electronic document management and consideration of a possibility of exchange of electronic documents with public institutions of Altai Krai.