Alee Software: Electronic archive of the regulating documentation

At modern rates of development of standardization the number of the regulating documents used at the enterprise annually increases several times. There is a need for effective search and updating of information, and existence of industry and subject directories of standards considerably facilitates work of departments.

Whether the listed below problems are familiar to you?

1. in the course of a company performance a huge number of regulating documents, thousands and tens of thousands is used. How to be guided in such volume, to find necessary documents, to do selections and to analyze results?
2. Not all regulating documents which are available for you are necessary for each employee. How to organize the differentiated access for different staff of the company to different sets of documents?
3. the Same documents can enter the different thematic selections interesting to a narrow circle of specialists. How to create different cuts according to documents in electronic form, without duplicating data in a system?
4. Regulating documents tend to change and be supplemented constantly. In such conditions it is rather difficult to monitor changes and to enter them at a large number of regulating documents, especially considering features of work of the specifications and technical documentation different producers. How to support the regulating documents and current status and to simplify the procedure of support of the specifications and technical documentation, without giving the employees such routine full-time job?
5. the Company has an extensive network of branches and representations, each of which buys the specifications and technical documentation independently, thereby twice or paying for the same documents three times. None of branches and representations know what documents the neighbor has, are not present the system of providing multi-user access to such documents, there is no opportunity even to have data on their existence. How to organize the specifications and technical documentation uniform base of documents on all branches and representative offices of your company with the accessibility of a large number of employees?
6. Sometimes it is necessary to have the historical specifications and technical documentation, for example, in case of technical support or hardware upgrade, created according to old standards. How to support in one base historical and acting with the specifications and technical documentation, without entering confusion and without complicating work of people?
7. How to trace statistics of work with documents: the most required documents, access rate and other data?
8. How to organize work on creation of own documents based on the international or national standards of other states? How to enter marks to the text of documents? How to connect among themselves document groups?

If you in the activity had to face such problems, then the complete solution from Alee Software company in the union with Normdoks company (the authorized reseller of a large number of foreign standards) will allow:

1. to Have the specifications and technical documentation uniform relevant base necessary for a company performance;
2. to Organize the distributed and secure access to all documents to the interested staff of all divisions of the company;
3. to Receive timely changes and additions for the specifications and technical documentation, without spending huge amount of time for this work;
4. to Run for search in specifications and technical documentation base and to receive different selections (cuts) of data;
5. to Create communication between documents of the company (projects, technical documentation, etc.) and regulating documents: internal and external (Russian and foreign requirements, regulations and standards.

As the specifications and technical documentation electronic archive comprises both internal documents of the company, and external, entering of documents into a system can happen in several ways. Internal documents are entered into the system by the staff of the company: documents in electronic form are entered to electronic archive, regulating documents in paper form at once – scanned, and only then are entered to archive. The structure of regulating documents can be under construction according to the international qualifier, with qualifiers of producers of standards and also according to needs of the company. The same data can be presented in a system in the form of different structures that does not involve duplication of data and inflating of information volumes.

Fields of descriptions of regulating documents are defined by long-term practice of work with such documents. When forming the specifications and technical documentation electronic archive the Alee Software company delivers not only ready data structures, but also fields of the descriptions (attributes) of documents determined by producers of these documents. Fields of descriptions for own documents can be created and entered into the system by in addition standard means of electronic archive STOR-M 3. The specifications and technical documentation electronic archive can be delivered to the company already with the complete texts of documents of external producers entered to it. The relevance of the delivered documents is maintained by Alee Software company. Works on updating of the delivered documents are performed from once a month to once a year, depending on contents of base and the scheme of a company performance. Works on updating include:

1. Updates of bibliographic data;
2. Data on new documents and new collections;
3. Changes on contents of thematic collections and selections.

Access to the regulatory and technical information is provided to the staff of the company both in a local network, and on the Internet. If remote branches and representations have no accessibility for technical or other reasons, then for them selection of electronic archive can be made and the collection on CD in the form of the specifications and technical documentation interactive directory is created. Thus the staff of remote division can work with a part of data or with all data of electronic archive locally, browsing the interactive directory created on CD. The company can independently create such disks, expanding or narrowing their contents at discretion.

Thus the company receives the effective tool for work with regulating and technical documentation accelerating and saving company funds due to reduction:

1. Expenses on maintenance of several programs and databases on regulating documents;
2. Expenses on maintenance of documents in current status;
3. Expenses on search and acquisition of new documents;
4. Time for search and formation of selections of necessary documents.

Main advantages of electronic archive

For end users

1. Quick search of necessary regulating and technical documentation;
2. Access to relevant regulating and technical documentation from a workplace (through web or via the special interface);
3. the Search capability and creations of selections by different criteria;
4. Simplification of formation of specifications and technical documentation base and its support in current status;
5. Simple work with a system and its fast mastering at the expense of simple and usual interfaces.

For the organization

1. Reducing costs for support of several programs and databases on regulating and technical documentation;
2. Simplification of maintaining classical paper archives of regulating and technical documentation;
3. Cutting of costs for search of necessary information;
4. Performance improvement of work and improvement of quality of work;
5. Consolidation of documents: the ordered centralized storage of all regulating and technical documentation, including documents of branches and representations;
6. Storage of all documentation in the protected repository and a possibility of fast reservation of information.

For administrators

1. deployment of software and its updates;
2. Simplicity of administration of a system which allows to release IT resources and to provide administration functions to heads of departments or divisions;
3. Reduction of load of IT personnel due to work of the browser system interface;
4. Simplicity of monitoring of system operation directly from the browser.