EDMS DocSpace

The main articles are:

• Business Process Management
• EDMS (more)

DocSpace is a EDMS system for managing electronic documents and workflows on an automation platform. business processes iSpace DocSpace belongs to the class of systems, and ECM BPM EDMS.

2015: DocSpace EDMS now available in the cloud

The developers of the EDMS/ESM system "DocSpace" released in February 2015 a cloud version of the solution, Microsoft Azure is used as an infrastructure

A fully functional version of the DocSpace box system is available in the cloud, which provides management of all types of documents: organizational and administrative, internal (including service notes), incoming and outgoing, payment requests and contracts.

The cost of a monthly subscription per employee is 260 rubles.

Compared to the traditional acquisition method, the introduction of cloud document management in Microsoft Azure by 50 employees will reduce the total cost of ownership (TCO) of software over 2 years by 42%.

2014: Features and features of DocSpace

According to information for 2014, DocSpace is a system for managing electronic documents and workflows on the MS SharePoint 2013 platform. DocSpace belongs to the ECM (Enterprise Content Management or Electronic Document Management Systems )/BPM (Business Performance Management) class of systems.

Full electronic document management:

• Incoming, outgoing documents and letters.
• Organizational and legal documents.
• Administrative documents.
• Information and reference documents.
• Memos.
• Full cycle of contract management.
• Invoice requests.
• Resolutions and instructions (individual and collective).
• Control over the execution of orders and documents.
• Archive of regulatory reference information.

DocSpace combines the advantages of a boxed system, where there is already all the necessary functionality (document templates and work scenarios) and the advantages of the SharePoint platform, providing:

• Centralized electronic document storage.
• Convenient daily work of users (personal workplaces and individual presentation of information).
• Access through popular web browsers and work from the iPad tablet.
• A high level of data security (delimitation of user rights, the possibility of using tough document processing scenarios, protection of confidential data).
• Document movement (workflow) taking into account the specifics of the work of an individual enterprise. Availability of flexible and rigid routes. Easy creation of new routes.
• Support of the entire life cycle of documents (receipt from various sources, registration, preparation, approval, signing (with the possibility of using the EDS), resolution, appointment of responsible and groups of performers, distribution, execution, destruction or transfer to the archive).
• Support for documents and files containing various content (text and table view, audio, video).
• Collective work with documents.
• End-to-end document management (branches, groups of companies, etc.).
• Easy integration with any accounting systems, project management systems, etc.

Additionally, the following processes can be automated (based on ready-made configurations):

• Analytics: analyzing data from different sections using Data Ware House and OLAP cubes, uploading data to DWH and OLAP, special reports.
• Application management (HelpDesk): stationery; negotiations; passes; couriers.
• Management of meetings: preparation of the meeting; approval; notifications; minutes of the meeting; errands.
• Archival business: reference books; Shared File Libraries.
• Project Management: a single node with project information and documents.
• Corporate portal: contacts of employees; tel. Reference books; news; forums; calendars; blogs/wiki pages; knowledge bases.

Other business processes can be automated upon request.

Advantages of the EDMS/ECM system DocSpace

• Modernity - the system is built using the most advanced technologies and organically complements the rich basic functionality of SharePoint without disrupting its architecture.
• Ease and flexibility of settings (customization) - the system is available for self-installation and configuration by the Customer. The DocSpace EDMS/ESM system is configured without involving programmers.
• Flexibility to differentiate between security levels - The system takes into account the features of the SharePoint platform and provides unique access rights management capabilities.
• Modularity and extensibility - the system is modular, and new functionality can be added to the system without affecting the stable core. The system offers open interfaces for creating additional extensions by developers

Cost and timing of implementation

The project of introducing the DocSpace boxed EDMS/ESM system usually lasts 1.5 months, and the result fully complies with the request of the modern corporate Customer: "Immediate solution with an individual approach." Cost of DocSpace licenses: 400 thousand rubles for 100 jobs.

Result

• effective control of the performing discipline
• productive work of employees, without routine
• reduction of costs for development of management decisions due to minimization of time for processing of documents and their search
• safe, long-term storage of documents
• expanding functionality "on demand" without involving a contractor