iTs-Office

The electronic document management system of iTs-Office is developed by INTERSOFT company on the IBM Lotus Notes/Domino platform and is the full-fledged system of the class ECM (Enterprise Content Management systems is an information management system of the organization).
EDMS iTs-Office has high functionality and can become uniform strategic infrastructure for support of all lifecycle of badly structured information in the organizations of any scale.
The electronic document management system of iTs-Office consists of modules:

• "External correspondence"

The module is intended for process automation of creation, mailing, the organization of control and storage of the entering / outgoing documents. The main functionality of the module is concluded in accurate structuring a document flow of external correspondence.

• "Internal documents (HORDES)"

The module is intended for creation, registration, mailing and storage of normative and administrative documentation and other internal documents.

• "Agreements"

Instrument of effective management of all agreement types (purchase and sale, lease, rendering services and other agreement types). The module "Contract management" of an electronic document management system iTs-Office allows to keep account of all agreements of the organization, to exercise planning and control of stages of accomplishment of agreement obligations.

• "Approvals"

The module allows to approve any document types both on earlier created, and along individual routes, to record all actions of reviewers, to conduct the history of all approvals in the organization.

• "Instructions"

The module allows to issue tasks and instructions and also to effectively control and analyze their accomplishment – it allows to manage qualitatively any organization, public institution or commercial manufacturing enterprise.

• "Requests for payment"

The main destination of the module – control of financial flows of the company and process control of approval of the register of payments using a budgeting system.

• "Knowledge of the organization"

There are documents which cannot be carried neither to external correspondence, nor to internal organizational document flows, nor to financial documentation. Such documents daily participate in the general document flow of the organization of any field of activity. It is about regulating, directory, legislative, certified, regulatory and other documents. This module allows to store and to manage effectively similar documents.

• "Meetings"

Such process as preparation and holding meetings, requires special attention as is one of components of process of development of management decision.

• "Project portfolio"

The module allows to integrate information, knowledge and efforts of group of the people working on project-oriented tasks. The effective management tool the project and group of the specialists involved in its implementation.

• "Contacts, CRM"

The module is intended for effective management of relationship of the organization with partners (partners, clients and other legal and physical subjects).

• "State checks. bodies"

The module is intended for task management of control over scheduled inspections of the organization by the various checking structures, such as: civil defense (at the Ministry of Emergency Situations), fire supervision, nature protection prosecutor's office, a sanepidstantion and other controlling state bodies.

• "Deputy corps"

The module is intended for the centralized collecting and information storage about deputies of regional, city, regional, settlement and village councils and also their assistants, with a possibility of report generation on their activity.

• "Citizens' appeals"

The module for registration and processing of citizens' appeals to the state on behalf of authorities. This module allows to control accomplishment of the made decisions and to keep statistics of processing of addresses. Completely corresponds to normative legal and legal acts of Ukraine and also regulating documents in the field of office-work.

Types of the processed documents (complaints, statements)

• primary;
• repeated;
• duplicates;
• the subsequent;
• requests according to the appeals sent to the external organizations for clarification of circumstances;
• answers to addresses.

Main opportunities of the module "Accounting and Control of Citizens' Appeals"

• accounting and registration of all citizens' appeals (oral, written, collective, anonymous);
• mailing of the document (address) for consideration, acquaintance through the resolution;
• sending requests to third parties for explanation of a question of the address;
• formation of control instructions through the resolution, sending the document (address) for execution;
• the automated control of an adherence to deadlines of execution;
• the analysis of performing discipline on citizens' appeals;
• the operational notification of users about the current tasks of processing of citizens' appeals;
• formation and accounting of answers to the address;
• maintaining history on each citizen ever addressing to public institution or the organization;
• management of documents of archives;
• formation of statistical and analytical reporting of varying complexity.

For storage of details of citizens the module uses Authors of Addresses storage which contains also information on admin units and categories of the questions raised in citizens' appeals.

The flexible mechanism of sorting of documents allows users of the module "Accounting and Control of Citizens' Appeals" to obtain quickly information on citizens' appeals in different cuts.

The special mechanism of the automatic notification of the responsible control document about approach of terms of working off is developed for tracking of the documents which are in work and requiring additional control in an electronic document management system of iTs-Office.

Printed forms

• control and registration card of the document;
• resolutions on the document.

Results of use of the module "Accounting and Control of Citizens' Appeals"

• the centralized information storage according to all addresses to the address of public institution or organization;
• a common information space for collective work;
• documents easily are;
• the operational and differentiated access to documents;
• increase in level of performing discipline in the organization;
• transparency of processing of citizens' appeals;
• quality improvement of provision of services to citizens;
• observance of all regulations and terms regulated by the Legislation of Ukraine.

The module "Accounting and Control of Citizens' Appeals" is developed taking into account the Law of Ukraine "About Zvernennya Gromadyan", "_nstrukts і ї z d_lovodstvo for zvernennyam gromadyan in bodies majestically ї vlad і m_stsevy samovryaduvannya" and other regulating documents regulating an operating procedure with citizens' appeals.

• Other

Add-on service modules: "Registration of arrival time and departure of employees", "Management of traveling sheets", Management of powers of attorney, "Management of letterheads", "Order of transport", "Accounting of the computer equipment", "Sending Sms for mobile phones", Holding of conferences, "Calls accounting to employees".
The electronic document management system of iTs-Offise is a ready-made solution which has potential of setup and completion under specifics of the specific customer. A system allows to automate all main parties of unstructured document flow of the organizations of any scales and fields of activity.

iTs-Office under lease

The Ukrainian company "INTERSOFT" announced in April, 2012 the new scheme of licensing of an electronic document management system iTs-Office. Now a system can be used under lease.

This scheme of licensing of an electronic document management system allows to take all advantages of use of a system at the minimum primary investments. In addition, the client has an opportunity to estimate functionality of a system and efficiency of its use at operation in actual practice, having minimized risks and concerns.

The user has the right to prolong the term of "lease" repeatedly, distributing the IT budget for the scheme which is most acceptable for himself.

The rented version of the iTs-Office system is full-function and includes maintenance services and to updating of a system during all lease term.

The offered scheme of licensing of the iTs-Office system is recommended to the enterprises which aim to invest means in workflow automation systematically, distributing financial loading and gaining economic effect from the first days of operation of a system.