Directum RapID

System implementation of electronic document management (EDMS) in each workplace and active use of the EDS allows to reduce considerably the volume of the paper documents moving in the organization. On statistical data automation of the enterprise by means of EDMS is followed by cost reduction on supplies and service of the copy equipment on average for 30-60%.

Nevertheless, transfer of documentary providing to an electronic form is not the panacea allowing to do absolutely without paper. Work of heads, clerks, secretaries is inevitably connected with processing of large volume of paper documents since still precepts of law provide their assurance by the "live" sign and seal. After implementation of EDMS these employees at the same time should work both with electronic, and with the paper document on the following transactions:

• Document retrieval;
• Comparison of the paper and electronic document;
• Vising of documents.

Technology

The technology of fast identification of the document, DIRECTUM Rapid Document Identification (RapID) allows to exclude double work, facilitating search of the electronic document in its paper copy.

The technology is based on marking of paper documents a global unique barcode. Outgoing documents are marked automatically during their creation, on incoming documents the barcode is pasted or surprinted at their registration. Afterwards, using the scanner of barcodes the user has an opportunity to quickly find the electronic document according to its paper version and to work with it, or its details.

Solution

Based on new technology, specialists of DIRECTUM company developed a number of additional expansions for the electronic document management system of the same name. The found documents, for example, can open in the special browser integrating in itself basic functions of work with documents and tasks of the DIRECTUM system.

Similar solutions allow to optimize work with a system on the following scenarios:

• The head works in a system;
• The head partially works in a system, the part of operations in a system for him is performed by the secretary;
• The head works only with paper documents, in a system for him the secretary works;
• The clerk works in a system;
• Any employee works in a system.

For completeness of representation, we will give examples of real work in case of RapID use.

To the head a number of paper documents comes to the signature. As a rule, all of them are in parallel sent to a statement using the standard route used in EDMS. All work goes from a paper copy. For each arrived paper document the head needs to find the corresponding task, to open it, to deliver on the document EDS and to perform a task. It is also necessary to sign paper version of the relevant document.

In this case the head does not need to look for the electronic document and the related tasks to execute them and to send on route further. He scans the paper document the scanner of barcodes then a system, operating with complete key information about the document, automatically finds the document and the related tasks. When signing the document the "live" signature the head right there signs it and electronic and digital. As a result not only time is saved, but also the trust and interest in a system from the management increases.

Speaking about work of the clerk it should be noted first of all need to repeatedly open SRCs connected with the document to note location of a paper copy, responsible persons, to enter the instructions (for incoming documents) appended by the head on the paper document, etc. In this case when obtaining the paper document the clerk scans a barcode then in the opened SRC performs necessary operations.

Qualitative effect

The main effect of implementation of DIRECTUM RapID, undoubtedly, increase in trust and interest in EDMS from the management as the head should not change style of work after system implementation is. The technology of fast identification of documents allows to perform quickly and conveniently necessary operations in DIRECTUM. Thereby:

• Time for document retrieval is reduced – on a unique barcode on the paper document the electronic document can be found in read seconds;
• The unique barcode always allows to identify unambiguously the electronic document on paper and vice versa that leads to risk mitigation of commission of the errors caused by mismatch of electronic and paper documents;
• The number of transactions by comparison of the paper and electronic document is reduced – DIRECTUM RapID use considerably reduces the number of transactions both for the secretary, and for the head;
• Operations on work with the registration and control cards (RCC) accelerate – the clerk does not spend time for search of SRC in the document, and at once can perform necessary operations;
• The transparency of movement of documents in the organization increases.
• In general the DIRECTUM RapID technology facilitates transition to full electronic document management in the organizations of different scale, accelerating processes, increasing trust to a system at the management and clerks, develops practice of application of the EDS.