DocSpace

DocSpace is a management system for electronic documents and workflows on the MS platform of SharePoint 2013. DocSpace belongs to the class of the ECM systems (Management of corporate information content or Electronic document management systems) / BPM (Business performance management).

Full electronic document management:

• The entering, outgoing documents and letters.
• Organizational legal documents.
• Administrative documents.
• Directory documents.
• Memos.
• Full stroke of management of contract activities.
• Requests for payment of accounts.
• Resolutions and instructions (individual and collective).
• Control of execution of instructions and documents.
• Archive of the normative reference information.

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

• The centralized storage of electronic documents.
• Convenient daily work of users (personal jobs and individual information representation).
• Access through popular web browsers and work from the iPad tablet.
• High level of data security (differentiation of user rights, possibility of application of stringent scenarios of document handling, confidential data protection).
• The movement of documents (workflow) with accounting of specifics of work of the separate enterprise. Existence of flexible and tough routes. Easy creation of new routes.
• Support of all lifecycle of documents (receiving from different sources, registration, preparation, approval, signing (with a possibility of use of the EDS), the resolution, appointment responsible and groups of contractors, mailing, execution, destruction or transfer to archive).
• Support of the documents and files containing different content (a text and tabular style, audio, video).
• Collective work with documents.
• End-to-end document flow (branches, groups, etc.).
• Easy integration with any accounting systems, project management systems and so forth.

The following processes can be in addition automated (on the basis of ready configurations):

• Analytics: data analysis on different cuts, using the data warehouse (Data Ware House) and OLAP cubes, unloading of data in DWH and OLAP, special reports.
• Management of requests (HelpDesk): stationery; negotiation; admission; couriers.
• Management of meetings: preparation of a meeting; approval; notifications; minutes of a meeting; instructions.
• Archiving: reference books; libraries of the general files.
• Management of project activity: a uniform node with information and documents on the project.
• Corporate portal: contacts of employees; ph. reference books; news; forums; calendars; blogs / wiki page; knowledge bases.

Other business processes can be automated on demand.

Advantages of an EDMS/ECM system of DocSpace

• The present – a system is created using the most advanced technologies and organically supplements rich basic functionality of SharePoint, without breaking its architecture.
• Simplicity and customizability (customizations) – a system is available to independent installation and setup by the Customer. The EDMS/ECM system of DocSpace is configured without involvement of programmers.
• Flexibility in differentiation of the security levels – a system considers features of the SharePoint platform and gives unique opportunities on management of access rights.
• The modularity and expansibility – a system is modular, and the new functionality can be added to a system without influence on a stable core. A system offers open interfaces for creation of additional expansions by developers

Cost and implementation time

The implementation project of a boxed EDMS/ECM system of DocSpace, as a rule, proceeds 1.5 months, and the result completely corresponds to a request of the modern corporate Customer: "Immediate solution with individual approach". Cost of licenses of DocSpace: 400 thousand rubles on 100 jobs.

Result

• effective control of performing discipline
• productive work of employees, without routine
• cutting of costs for development of management decisions due to minimization of time for document handling and their search
• safe, long-term document storage
• expansion of functionality "on demand" without involvement of the contractor

2015: EDMS Dosspaceteper is available in a cloud

DocSpace SED/ESM-sistemy developers released the cloud version of the solution in February, 2015, as infrastructure Microsoft Azure is used

In "cloud" the full-function version of the boxed DocSpace system which provides management of all document types is available: organizational and administrative, internal (including memos), entering and proceeding, requests for payment and agreements.

The cost of a monthly subscription to one employee is 260 rubles.

In comparison with a traditional acquisition method, implementation of cloud document flow in Microsoft Azure on 50 employees will allow to reduce the total cost of ownership (TCO) the software within 2 years by 42%.