Svyazstroy - 4 (1C: Document Flow 8)

The Svyazstroy - 4 trust is a group of companies, engaged in design, construction and operation of different means of modern telecommunications. The field of activity of trust is not limited to the Nizhny Novgorod region — 14 "subsidiaries" of trust work in 10 regions of the Volga Federal District, but also there are regional representative offices in Rostov-on-Don, Krasnodar, Volgograd, Astrakhan, Saratov, Ufa and Moscow. Annual volume project and installation and construction works is made by more than 1 billion rubles, total number of collective — about 1200 employees. Thus, the project orderer — large geographically distributed structure, with extended ways of circulation of documents and the big needs for the plan of workflow automation. Before implementing solution of 1C accounting of the entering and outgoing correspondence was performed by means of spreadsheets, paper documents with "live" signs and seals. Execution according to documents on a centralized basis was not controlled, control was made only in each division. Documents in electronic form were stored on local computers and the general network server. At the total amount of electronic documents (at the time of the beginning of the project — 100 GB) and rather high rates of a gain (about 20 GB a year) the network resource reminded more and more general "garbage can" in which it was difficult to find the necessary document or a template so for preparation of new agreements old templates were used often.

"Large volumes of internal and external documents which needed to be systematized, brought into accord to internal regulations of trust became basic reasons of implementation in trust of the project of automation of office-work — Godnev Egor noted. — Now regional representatives of the company on all of territories of Russia can approve agreements, accounts, memos and other documents. And the most important — to trace documents at any stage. Top managers had an opportunity of accurate control of internal documents, adoptions of operational solutions worldwide where there is an Internet access".

System implementation was performed on project technology. Preproject examination was conducted in August of last year, by its results the report on inspection was made and limits of the project are defined — what departments will be affected what documents are involved in future workflow system. Then requirements to EDMS were defined (September-October), it is made by terms of reference and the project team is created. Delivery and the software installation is made in December, and completion of a system on site and user training — in January new, 2011. Start of an electronic document management system in trial and then — commercial operation took place in February of the current year.

One of the main results of project implementation — the end-to-end centralized control of passing of documents on all chain. On each document type tough routes of the movement are registered and EDMS controls its passing. Today access to a system is issued at 130 employees of trust, at the same time in a system 25 — 35 users work. The daily volume of document flow — about 100 documents, apart from the entering and outgoing correspondence. In a system requests for payment of accounts, memos, orders, orders, agreements, directory documents address. At the same time legally significant agreements are signed traditionally — on paper.