The Altai edge institute of advanced training of educators automated document flow in a system Case

Project Tasks

Priorities of implementation of EDMS "DELO" became:

• creation of electronic archive of documents with a possibility of convenient search;
• process automation of registration and control of execution of documents:
• implementation of process of electronic approval of draft documents;
• ensuring automatic formation of the reporting under performing discipline;
• the organization of electronic interaction with the Government of Altai Krai.

Solution and stages of the project

For the solution of the above-stated tasks the electronic document management system "CASE" developed by Electronic Office Systems company was selected. Implementation took place step by step:

1 stage (2009 – 2017):

purchase of 5 jobs, creation in EDMS "DELO" of base of documents of institute; the automated workplace installation 1, received from superior organization (Head department of formation of Altai Krai), the organization of exchange of documents with ESED of Altai Krai.

2 stage: December, 2017 – March, 2018.

• inspection of document flow of institute for determination of necessary quantity of additional automated workplaces of EDMS "DELO";
• purchase of 5 licenses EDMS "DELO", installation on jobs of users, setup of processes of document flow;
• user training and start of EDMS in trial operation.

Results and perspectives

Total quantity of jobs of EDMS "DELO" in AKIPKRO – 11:

• 2 jobs with access to base of the Government of Altai Krai;
• 10 jobs – local EDMS of institute.

Managerial document flow is completely automated. In EDMS "DELO" of institute all document types are registered, resolutions of the rector are fixed and controlled. Also responsible specialists control internal resolutions of deans of faculties. Preparation of the different office work reporting – statistics on document flow, given about performing discipline, etc. is automated.

Preparation of outgoing letters is partially transferred to an electronic form. Executives in charge will approve their texts with heads of divisions, and then attach files of drafts of letters to a card in EDMS (in the performance report of the resolution or order). The clerk of a reception browses these files, prints them and reports to the signature to the management.

Work with e-mail is also closed on Contras of EDMS "DELO". Directly from EDMS sending outgoing letters is conducted, and entering, arriving by e-mail, automatically arrive on registration.

Interaction with the Government of Altai Krai is organized through the separate workplace of EDMS "DELO" isolated from local base of document flow of institute. Here replies to incoming documents and orders of higher bodies of the power are registered.

The CASE system in KGBU DPO "Altai Edge Institute of Advanced Training of Educators" works in the mode of trial operation. In further plans of institute – purchase of additional jobs for transfer of approval of all draft documents to an electronic form. In particular, it is going to implement electronic approval of agreements, for this purpose it will be required to provide with jobs in EDMS "DELO" of specialists, key for this process (responsible for preparation of agreements and the lawyer).