Letograf Solution for workflow automation and archive

LETOGRAF is the ready-made centralized expanded solution for workflow automation and archive of the geographically distributed organizations.

A system includes a unique set of functionality for comfortable daily work. In a system the innovation approach to automation reducing terms and costs for implementation and development is implemented. In a basis LETOGRAF is applied the powerful technology platform ensuring fast and reliable functioning. The customer who made the decision on system implementation pays only for the fact that he uses.

Scalable failsafe solutions based on the platform LETOGRAF are established on a centralized basis on a server cluster and implement in practice the management concept "Big Data". Users work with a system in the interface of the web browser and get an information access online from stationary or mobile devices.

A system LETOGRAF unifies work with all electronic and paper documents of the organization (entering outgoing, internal, personnel, archive, agreements, accounts, requests and so forth) and also can be integrated with corporate and external systems. The functionality and reliability of a system are checked by implementation on tens of large projects

The developer company LETOGRAF in the market and during this time passed more than 10 years a way from small projects on 5-10 of the jobs allowing to perform registration and document retrieval to large-scale solutions in which several thousands of users execute all operations on work with documents. Using the platform LETOGRAF all tasks of management of documents can be solved: from "classical" document flow and archive before corporate content management (ESM).

In August, 2016 Letograf company, the developer of the product of the same name for creation of document management systems, sent the letter to the Minister of Communications Nikolai Nikiforov, requiring to review the decision on inclusion of the product in the register of the Russian software. In more detail - according to the link.

What problems are solved by LETOGRAF

LETOGRAF allows to automate the following key directions:

• Electronic archive
  • Transfer to an electronic form of archive of the organization
  • Management of electronic archive, classification and document retrieval, files and media information
  • Management of paper documents of archive

• Business process automation on work with documents, files and tasks
  • Management of incoming documents, internal and outgoing documents
  • Preparation and approval of documents
  • Control of execution of instructions according to documents
  • Exchange of electronic documents between divisions and the organizations
  • Personnel document flow
  • Management of meetings
  • File management
  • Task management

• Integration with corporate systems
  • Providing information
  • Obtaining information
  • Information exchange

Traditional approach to information representation in document management systems assumes use of "a registration card and the attached file" and "a tree of instructions according to documents". LETOGRAF expands this information representation and allows to work directly with files, tasks and electronic messages. Users can work in LETOGRAF as in file storage, to use it as an e-mail client or to organize task management in the system interface.

Systems capabilities

The basic version of a system LETOGRAF provides process automation of management entering (including mass input and recognition of the arriving correspondence), outgoing and internal documents, preparation and approval of documents, ensuring legally significant document flow (use of the EDS), control of execution of instructions (including the messages delivered in other organizations), formation of specialized reporting materials for the top officials of the organization and regulatory authorities and also some other opportunities.

• Expedition – separation of the arriving documents into flows, document registration, mass scanning of documents.

• Management of incoming documents – receiving and document registration, arrived by mail, e-mail, from external systems, on MEDO. Primary consideration, consideration, transfer of the document for execution, control of performance of a document and instructions according to documents, maintaining magazines.

• Management of internal and outgoing documents – preparation and approval of draft documents, formation of documents on a template, signing of documents (including using the EDS), document transfer for consideration, acquaintance or sending to other organizations.

• Control of execution of documents and instructions according to documents – determination of responsibles for control of the document in general and for personal errands, support of multi-point documents, report generation for operating and precautionary control, removal of documents from control, prolongation of terms, periodic instructions.

• Management of paper documents of archive – management of the location information of paper documents, maintaining the nomenclature of affairs, documents acceptance in archive, issue of documents from archive on the basis of requests, accounting of especially important documents, carrying out EPK, selection of affairs to destruction.

• Management of electronic archive, classification and document retrieval – reliable storage, quick access to documents taking into account access rights, grouping of documents on the signs determined by the user (formation of electronic folders with documents), providing access on requests, information search in details, full-text search, the reporting under document flow, performing discipline and processes of any complexity.

• Transfer of archive of the organization in an electronic form – mass loading of the scanned images of documents, automatic creation and attribution of registration cards, automation of indexing and control of indexing.

• The reporting under document flow and performing discipline – formation of interactive reports, with a possibility of detailing to the document, export of reports in the MS Excel format.

• Contract management – preparation, approval (including using typical circuits), creation of agreement revisions, signing, vising, transfer for consideration and acquaintance, maintaining magazines and control of obligation fulfillment under agreements.

• Management of meetings – formation of the agenda of a meeting, the notification of its participants, formation of the draft of meeting minutes, approval and the signature of meeting minutes, issue of instructions on protocol points, control of execution of instructions under the protocol.

• Personnel document flow – accounting of employees, administrative processes, personnel recruitment, training and advanced training, accounting of sick leave notes, accounting of employment contracts and results of a probation period.

• The organization of work of technical support service – the organization of work of specialists of the first and second levels of escort service, support of work of groups of escort service, registration of wishes and proposals of users, report generation for work of technical support service.

• File management, tasks and messages – an opportunity to work in LETOGRAF as in file storage, to use LETOGRAF as an e-mail client or to organize task management in the system interface.

• Integration of systems – integration of the systems of the organization, integration with external systems, integration with MEDO, exchange of electronic documents between divisions and the organizations (automatic formation of the incoming document on the basis of proceeding at document transfer between the organizations using LETOGRAF), exchange of documents by e-mail.

Description of the platform

In 2003 when development of the complex platform of document flow LETOGRAF was begun, the decision to create "designer" who it will be possible to configure on any logic of document flow by simple configuring – without programming was made. It was required to find a technology platform which will provide the highest speed of work with data – and will correspond at the same time to a number of additional conditions: fault tolerance, performance at high loads, scalability, simplicity of service and low cost of technical support (and also support of mobile devices).

Analyzing advantages and shortcomings of different databases, specialists LETOGRAF paid attention to an object relational database of Caché of the company with history 25-year (at that time) – InterSystems. It was almost only system providing to the developer tools for work with data directly without the need for their conversion to a tabular form, providing at the same time all necessary functionality of databases, including flexible mechanisms of storage, indexation, search, management of synchronous and asynchronous data processing and independent management of hierarchical and bit indexes.

For creation and application solutions, and the complex platform of InterSystems technology are suitable as well as possible, allowing to develop for Customers the high-loaded, fast applications with rich functionality and the accessibility from different types of devices which are not requiring excessive costs for maintenance.

Important advantage of InterSystems technologies which in the last several years gain the increasing popularity is the platform for InterSystems Ensemble application integration having connectors to more than 200 different information systems, supporting a large number of methods of interaction with the systems of higher level. It in the way, also convenient for development, allows to integrate information flows around the workflow system and automates the end-to-end processes covering several information systems.

To experience of application of the integration Ensemble platform in solutions LETOGRAF more than 10 years. With its use a number of large projects, including consolidation of 47 external information systems for state bodies on condition of ensuring smooth operation more than 20 thousand users is implemented.

System deployment options

Failover cluster. The solution is deployed on two servers united in Windows Failover Cluster (WFC), and uses two independent storage systems (DWH) for basic data and for backup copies.

Scalable failover cluster. The solution is deployed on a server group, Web servers, application servers, database servers, integration servers, servers for the organization of a video conferencing (VIDEOCONFERENCING), servers for recognition of electronic images of documents and servers for work with web documents are selected separately. Data are placed on two DWH: the main and reserve.

Disaster-proof cluster. The configuration assumes deployment in each data center of a scalable failover cluster. Work is performed with a server cluster in one data center, in case of its failure automatic switching to a cluster of the second data center is made.

Advantages of a system

Maximum indicators of some projects: more than 78 million requests, more than 18 million documents, more than 7 million resolutions, more than 21 thousand users, more than 820 points of implementation and more than 45 integrated systems.

The ready-made centralized expanded solution for workflow automation and archive of the geographically distributed organization:

• A system is ready for workflow automation
• Work with documents in one or groups of the organizations is automated.
• Exchange of documents between divisions and the organizations.
• To start work it is enough to enter accounts and data on an organization structure.
• All functions of a system are available in the form of a cloud service.
• Work in one system in different languages according to specifics of the country or region.

A unique set of functionality for comfortable daily work:

• Management of all types of electronic documents and their paper copies.
• Management of electronic and paper documents of archive
• Work with tasks
• Control of execution of instructions according to documents, control of execution of documents.
• Organization of file storage.
• Organization of electronic correspondence.
• Work on corporate social network and online communication.
• Automation of any processes of work with documents and data.
• Creation of a common information space.
• Formation of the configured reports.
• Maintenance of users is automated in a system.

The innovation approach to automation reducing terms and costs for implementation and development of a system:

• Development, change and replication of a system without programming.
• A system is developed on the server, a server cluster or in virtual environment.
• Users need only the web browser.
• The interface is adapted for work on stationary and mobile devices
• Connectivity of remote divisions via the bus.
• Implementation can be begun immediately using a cloud service.

The powerful technology platform ensuring fast and reliable functioning:

• High speed of system operation.
• Horizontal and vertical scalability.
• Server, failover cluster, disaster-proof cluster.
• Any server hardware and broad spectrum of OS

The customer pays only for the fact that he uses:

• Only the number of connections is licensed.
• Low load of IT personnel.
• Easy transition to new versions, backward compatibility.

• The single unified centralized solution, the interface it is optimized for work from stationary and mobile devices.
• Failsafe cross-platform server configurations.
• Integration with corporate and external systems.
• Automation of all functions on document management and archive.
• Powerful built-in system of formation of analytical reports.
• Simplicity of development and making changes without programming.
• The certified protection against unauthorized access to information and also lack of not declared opportunities.

LETOGRAF provides the uniform intuitive interface and the unified rules of work of all organization and also allows to implement interaction of all corporate and external information systems.

Based on LETOGRAF the most various solutions which are easy for developing and adapting then are quickly created. The configuration LETOGRAF is executed only using settings, without programming. The built-in integration platform allows to implement the difficult solutions integrating several systems in the shortest possible time. A possibility of deployment LETOGRAF on cross-platform failsafe server configurations allows to implement the concept of "private clouds" in practice.

The experience got when implementing large projects successfully is put into practice at deployment and replication of the solution and also is considered when implementing functionality of a system. In a system the mechanisms allowing to organize smooth operation of thousands of users are implemented. Use of industrial DBMS and failsafe server configurations allows to work with millions of documents (there are no restrictions for volume and the number of the processed information). At implementation of the project the technologies of implementation and replication of the solution checked in practice which allow to perform works in the minimum terms are used.

In LETOGRAF all "standard" functions on management of the entering, outgoing and internal documents are implemented. With the help LETOGRAF tasks of management of documents which expand the list of the "standard" directions of automation can be solved, namely: personnel document flow, contract management, management of requests, management of financial and economic documents of archive, management of the file of clients, management of technical documentation of archive, organization of work of the multifunction centers (providing public and municipal services) and so forth.

Now based on LETOGRAF the large geographically distributed organizations successfully work.

The following maximum indicators for a number of the centralized solutions are reached:

• The number of users – more than 21 thousand.
• The number of addresses (requests for provision of services) – more than 78 million.
• The number of document transfers in electronic form – more than 156 million times.
• The number of documents – more than 18 million, including: incoming documents and addresses - more than 11 million, internal and outgoing documents – more than 7 million.
• Quantity of instructions – more than 7.5 million.
• The number of daily created reports - more than 180 thousand in 35 standard forms.
• The number of correspondents – more than 2.5 million.
• The number of territorial subdivisions – 829.
• Quantity of external systems with which integration – 47 is executed.

Features of the solution

Simplicity of settings

The configuration LETOGRAF is executed by the specialists who completed a three-day course "System Technologist LETOGRAF". Skills of programming for this purpose are not required. A configuration employees of internal group of implementation of the Customer or specialists can execute LETOGRAF. All elements and information objects in LETOGRAF are created on the basis of templates. The changes made to a configuration become available at once (without additional compilations). A system allows to increase easily quantity of types of registration cards, reference books, reports or routes, to create registration cards with an unlimited number and structure of fields, reference books of any structure, routes of the set complexity, reports of the necessary structure and so forth. Also a system allows to connect among themselves registration cards of documents, to configure summary statistic reports on work of users with documents and data of a system, shows location of the document and a status of its processing.

Mobile access

The system interface is completely adapted for work on stationary and mobile devices of a different format. Users for work in a system need only the web browser.

The user interface of a system LETOGRAF is constructed on the unique technologies allowing to minimize traffic and to increase data transfer rate. The interface is adapted to start of a system on the mobile devices working running iOS and Android. In the version of the interface for mobile devices in addition to a form factor and the size of the terminal features of use of touch-technologies are considered.

Cloud service of electronic document management

Service of electronic document management LETOGRAF is a document management system full online and business process automation. Use of service for workflow automation of the small and average organizations and also divisions of the large companies is optimal.

Key differences of service from the corporate version of the workflow system are:

• possibility of fast start of work at a minimum of starting costs;
• lack of investments into the hardware and administration of a system;
• existence of the preconfigured rules and routes.

Service of electronic document management can be considered by the large companies as a possibility of carrying out a pilot project as it is possible to begin system implementation of any scale with use of "cloud" and if necessary afterwards it is easy to transfer it to corporate network.

Reports

The platform allows to create reports on document flow, performing discipline and processes and also analytical reports of any complexity:

• on any continuous and all historical data;
• on a request and according to the schedule;
• from among the preconfigured reports or with a possibility of independent report settings.

Any report can be detailed: from a report cell to get access to the list of documents, and from each document in the list to pass to its registration card. The registration card will be displayed taking into account access rights of the employee to the document (if it is provided by a role model, it is possible not only to look at a card of the document then and to make changes to it).

Features of preparation of reports in Letograf:

• Users of a system Letograf can, using information in a system, to construct practically any report — search, statistical or analytical.
• Reports in a system Letograf are created only by settings, without any programming, without attraction of any external components.
• All reports are based only on the existing data and do not require creation of an OLAP cubes
• Only those documents and data to which the user has an access are included in reports.
• The system of creation of reports is a part of a system Letograf, creation of reports does not require import export of data.
• For simple reports the synchronous option of formation is used. Difficult reports form in an asynchronous mode.
• The user can "detail" in any report up to a specific object in a system.
• Reports form very quickly because a system Letograf uses very effective technologies of bit indexes and mechanisms of horizontal scaling providing a possibility of calculation of reports on an unlimited number of the servers of capacities connected to a system.
• The user can construct the report not only on current, but also for any required moment or an interval of time in the past.

Letograf. Office-work

For whom: For the enterprises aiming to organize effective document flow with a possibility of quick search of the necessary information and the personal responsibility for execution of documents.

Goal: Reduce costs of time and forces for document handling, to have an opportunity to control work of employees with documents, to organize convenient access to storages of operational and archive information.

Solution "LETOGRAF. Office-work" represents system configuration LETOGRAF for automation of activity of office and conducting electronic document management of any level of complexity in any organizations, including in the organizations having geographically distributed structure. Access to a system is provided via the web interface, and the integration platform allows to organize interaction with any information system. At the same time observance of requirements of regulations and internal standards in the field of conducting document flow and the information security admitted to the organizations is provided.

A system LETOGRAF provides registration of the entering, outgoing and internal documents, allows to organize effective control of execution of instructions and the movement of documents between divisions of the organization. According to each document registration data, an electronic image and document revisions and also information describing all process of work with it are stored in a system LETOGRAF: from registration before write-off in archive.

A system LETOGRAF supports complete lifecycle of the document:

• Document registration
• Documents can come to the organization in paper form, by the fax or by e-mail. At registration of the document in a system LETOGRAF forms a registration and control card of the document in which data on the document are brought, automatically the unique registration number according to the set template is assigned to the document.
• The documents of any formats containing the text or graphic images can be attached to a registration and control card. At the same time the full-fledged work with the attached documents is ensured: viewing, editing, removal, differentiation of access rights. Besides, in a system the functionality on automatic document registration, received by e-mail is configured.
• A system LETOGRAF gives an opportunity of scanning and recognition of documents with automatic creation of a registration card and attachment of an electronic image of the scanned document. For the organizations, the processing large volumes of data, there is a possibility of mass input in the system of paper documents and recognition of their electronic images.
• Execution of instructions
• The user of a system can create the resolution on the document, to appoint contractors and the controlling persons. After input of instructions LETOGRAF documents are automatically sent to a system to contractors. The employee who received the document can or perform it, or the resolution to send the document for execution to the subordinated persons.
• In a system control of completion dates of instructions is implemented and also the possibility of sending email notifications to the user about receipt of the document for execution, about approach of completion date, about the execution expiration is implemented.
• Work with the entering and outgoing correspondence
• For simplification of document handling, transferred by e-mail, a system LETOGRAF is integrated with email clients. The user is given following features:
• Automatic notifications on change of the status and term of the document
• Creation of incoming documents on the basis of the received external messages
• Automatic registration of incoming documents
• Functions of "e-mail client"
• A system LETOGRAF allows to facilitate process of drawing up registers of the entering and outgoing correspondence. All outgoing documents requiring sending automatically are located in the separate folder. In a system such quantity of types of sending and categories of addressees which is necessary for the user is configured. A system provides also convenient search mechanism on contents of registers that allows to address the document sent earlier if necessary quickly.
• In a system LETOGRAF is implemented a flexible search mechanism according to details of the document for the purpose of a duplication exception when entering primary information. For example, the same document can come to the organization by different methods: by fax, by e-mail or the courier that does not exclude the probability of repeated input of the document in an information system different officials. The configured function of verification of presence of similar documents in the magazine of registration of a system LETOGRAF allows to avoid duplication of information.
• The movement of documents in the organization
• In the course of work with documents there is a need for internal transfer of documents between different divisions within one organization. Automatic document transfer on internal network considerably accelerates information exchange between employees and considerably simplifies interaction between them.
• A system allows to perform transfer of a registration card with the files attached to it to any employee of the organization. Transfer of a card is automatically fixed by a system LETOGRAF in the corresponding magazines that allows to monitor quickly all movements of documents in the organization.
• Organization of archive
• A system LETOGRAF allows to create full-fledged archive of electronic images and registration information of documents of the organization, providing reliable storage, quick search of documents and secure access to them.

• The electronic archive LETOGRAF provides: *

• The storage of an unlimited number of raznoformatny files organized according to required hierarchy
• Uniform point of entry for access to all documents in compliance the security policy admitted to the companies. Access to a system is provided by means of the web browser
• Quick search of necessary information and navigation on multimillion document files
• Opportunity for work with electronic images of documents directly from the interface of a corporate information system
• Technology of mass input of documents using barcoding
• Document retrieval
• A system LETOGRAF gives opportunities for quick and convenient search of any information in storage, implementation of full-text search according to contents of the files attached to cards is also possible. Users can create search queries of any complexity and to save them in a system for the subsequent reuse. Search capabilities of documents for each user are defined according to the access rights to information configured for him.
• Reporting
• In a system LETOGRAF forms of automatic formation of reports according to user requirements are configured that allows to obtain statistical data on document flow according to the set parameters. The possibility of flexible configuration of parameters for each report provides the maximum accuracy and quality of search results and convenience of work with a system.

Besides, a system LETOGRAF gives an opportunity to create the statistic reports allowing to see in real time quantitative indices of the documents which are at this or that stage of execution. For example, at report generation on execution of instructions, the user can see how many documents of time are at present on execution how many are performed at how many documents completion date, etc. is exceeded.

Within work with the report in a system LETOGRAF the possibility of detailing of any parameter of the report is implemented. The user, having clicked the mouse button any interesting report element (a quantitative index, the project, the status of the document, etc.) gets on the page with detailed information on this parameter. If the user needs even more detailed information on a report element, it can and further continue to perform transition on hierarchy of document storage to deeper levels.

Letograf. Archive of the financial and economic documents (FED)

For whom: For the organizations wishing to reduce costs of time for document handling, to provide reliable document storage and also to organize convenient and online access to information. Goal: Provide creation of the centralized electronic archive of images of financially economic documents of the geographically distributed organization and provide communication of documents of archive with postings in the accounting system.

Solution "LETOGRAF. The archive of financial and economic documents" represents the system configuration LETOGRAF intended for creation of the electronic archive of the organization integrated with the accounting system of 1C.

Solution "LETOGRAF. The archive of financial and economic documents" allows:

• Create the centralized archive for the geographically distributed organization
• Provide identification of documents using technology a coding stroke
• Organize the necessary scheme of mass input of a dokumentova
• Connect financial transactions in the accounting system of 1C with documents of archive
• Give to users a search capability and a mass press of document groups

Example of process of formation of electronic archive:

The offered scheme of process of formation of electronic archive provides formation of electronic images of documents of archive "on places", processing and quality control of half-scientific documents in electronic form, installation of interrelation with postings in a 1C system, automatic formation of registration cards and placement of documents in archive.

• Employees in divisions perform marking by barcodes and scanning of primary accounting documents. The scanned documents peredavatsya on the central server
• The software of ABBYY Recognition Server carries automatically out processing of the arriving electronic images: selects a barcode and creates the uniform file for multipage documents
• LETOGRAF automatically creates a registration card of the document, attaches to it an electronic image and specifies value of a barcode in one of fields
• Specialists, in process of receipt of electronic images by it (in a system LETOGRAF), perform check of their quality. Registration cards of the documents which successfully underwent testing are transferred by means LETOGRAF to accounting. In case of low-quality documents, the registration card receives the status "Completion", and the employee of the division which executed scanning receives the email notification about need to pereskanirovat the document with the specified barcode. For the second time the scanned document joins the registration card existing in LETOGRAF as the new version of the file
• Accountant officers, in process of receipt of electronic images (in a system LETOGRAF), perform check and connect postings of an accounting system with the corresponding document basis, specifying in the 1C interface its stroke the code
• In a 1C system the user is given opportunity for clicking of the special button of a command bar to pass to viewing the reference document for the current wiring

Project Implementation:

In the project progress specialists LETOGRAF in the territory of the Customer will deploy the solution "LETOGRAF. Archive of financial and economic documents", will provide training in work with the system of internal group of implementation of the Customer. As a part of group of implementation it will be carried out experienced operation of a system, collecting of notes and offers is executed, works on additional system configuration and preparation of operational documents are implemented.

The solution LETOGRAF can be integrated both with a 1C system, and with other accounting systems.

Project Results:

As a result of implementing solution "LETOGRAF. The archive of financial and economic documents" will be created uniform archive of primary finance documents, mass input of documents in divisions of the organization is provided, control procedure of quality of documents is implemented and also integration with the accounting system based on 1C is implemented and the possibility of viewing the primary documents confirming accomplishment of postings, directly from the interface of the accounting system is provided.

A system LETOGRAF is the centralized solution for territorial subdivisions of the customer which will also allow to reduce costs of time for search and preparation of financial and economic documents necessary for carrying out audit.

Letograf. Archive

For whom:

For the organizations aiming to increase efficiency of the activity, to reduce costs of time for work with documents, to organize convenient access to storages of archive information.

Goal:

Provide reliable storage and quick search of documents, increase convenience of work with documents and provide secure access to them due to creation of uniform electronic archive of documents.

Solution description:

Solution "LETOGRAF. Archive" it is intended for creation of full-fledged archive of electronic images and registration information, allows to organize input, reliable storage and quick search of documents. The solution easily adapts under individual needs of the customer, and wide integration systems capabilities LETOGRAF provide effective interaction with any information system.

Solution "LETOGRAF. The archive" provides:

• The reliable storage of an unlimited number of raznoformatny files organized according to required hierarchy
• Uniform point of entry for access to all documents in compliance the security policy admitted to the companies. Access to a system is provided by means of the web browser
• Quick search of necessary information and navigation on multimillion document files
• Opportunity for work with electronic images of documents directly from the interface of a corporate information system
• Technology of mass input of documents using barcoding

We propose the complete solution allowing not only to use electronic archive, but also to create it: Solution "LETOGRAF. The archive" is a system LETOGRAF for creation of electronic storage, the document scanner of Kodak for the organization of mass input of documents and ABBYY Recognition Server and Form Reader FlexiCapture technology for recognition of electronic images and flexible forms and also the printer for printing of labels and scanners of barcodes.

Process control of filling of electronic archive

"The document of archive" represents a registration card with the attached electronic image of the document and its versions. The registration card contains registration and classification information and also links to other documents of archive. Filling of electronic archive is made by means of mass data entry: paper copies of documents are marked by barcodes and are placed in the document scanner. The electronic image of the document which arrived from the document scanner will be recognized, processed and placed in electronic storage. The document undergoes the procedure of recognition as text (for further full-text search), and a barcode (for further identification of the document). For implementation of all processes of recognition the server product of ABBYY Recognition Server, and is applied to scanning - document scanners of Kodak.

Specialists LETOGRAF are ready to provide to the customers aiming to perform operational and mass input of documents by own efforts the technology of data entry developed especially for execution of works on the translation of paper documents in an electronic form.

Information warehousing

Solution "LETOGRAF. The archive" allows to structure data storage according to hierarchy of document storage of the organization of the customer and also to perform quick search with a possibility of filtering by the set parameters.

A system LETOGRAF gives a search capability to information, both according to registration data, and according to an electronic image of the document. Besides, users can generate report forms and define standard search queries.

Ensuring access to information

Work with archive can be organized both from the system interface LETOGRAF, and from the usual corporate interface of users. The last is reached due to service-oriented modular architecture LETOGRAF and ample integration opportunities. A system gives opportunities for creation of user groups and purpose of access rights to archive documents (as to documents, and to fields of registration cards).

A system LETOGRAF allows to create analytical reports with a possibility of detailing of any parameter of the report. The user, having clicked the mouse button any interesting report element (a quantitative index, the status of the document, etc.) gets on the page with detailed information on this parameter. If the user needs even more detailed information on a report element, it can and further continue to perform transition on hierarchy of document storage to deeper levels.

Project Implementation:

Specialists LETOGRAF will arrive to you to office, will install a system LETOGRAF on your server, will configure forms for information input and hierarchy of document storage and also will train your specialists in technology of mass data entry and will prepare a working space for users of a system.

Project Results: In a project deliverable the uniform electronic archive of all documents of the organization with a possibility of quick search of necessary information and providing secure access to it will be created what will allow:

• Increase labor productivity of employees due to reduction of time for search and work with archive documents
• Increase access control level to archive documents
• Reduce losses and damages of archive documents due to reduction of need for originals. The term of safety of documents will increase
• Reduce the amount of copy works thanks to access to electronic images of documents

Letograf. CRM

For whom: For the organizations interested in increase in efficiency and growth of own business, persons interested to create reliable and stable work of sales department and also to raise the service level and a customer loyalty.

Goal: Manage "a funnel of sales" and control work of staff of the company due to automation of activity of departments of marketing, sales, a support service and administrative finance division and also processes of interaction between these departments.

The solution Letograf.CRM represents system configuration LETOGRAF which allows to conduct a full stroke of customer relations, beginning from fixing of the fact of their initial interest before transaction and further service. The electronic storage keeps marketing, business and technical documents in an ideal order, providing quick access to all materials, important for business. Integration with information systems allows to create a common information space of all organization. Access to a system is provided via the web interface that is especially important for the organizations having geographically distributed structure.

The solution Letograf.CRM gives to the head an opportunity to manage sales process on any of its stages: involvement of the client, sale, customer retention. These stages create "a funnel of sales", moving on which, potential clients become real. The more potential clients gets to "funnel" at an attraction stage, the more them will remain at a sale stage, and the more clients will become real, having signed the contract and having paid money. The main objective consists in constantly to advance the project of sale to the next stage.

Management of "a funnel of sales" is implemented in a system LETOGRAF as follows:

• Attraction stage
• The main objective of this stage to create base of contacts of potential clients for implementation of further work with them. Contacts of clients can be received using different marketing efforts: exhibitions, conferences, seminars and also within promotion of a product: advertizing and PR-actions. All received contacts are added in a system LETOGRAF using technology of mass input using barcoding and automatic creation of registration cards of documents. The base of contacts can also automatically form from different sources: business cards of vcf, lists of the format MS Excel, XML, etc. All contacts are attached to the marketing project within which they are received. It allows to keep track of efficiency of marketing activity in this or that area and to perform further strategic planning of activity of marketing department.
• During creation of new contact in a system LETOGRAF is at the same time created "the project of direct sale" which accumulates in itself(himself) all information on the organization, the client and work which with it is conducted. Project approach is very convenient for work of users – all data on work with the client are collected in one place and structured that allows to receive the broad picture about the project status at any moment.
• Sale stage
• At this stage there is a development of the contacts received at an attraction stage. It the be calls, meetings, the presentations directed to detection of needs of the client and potential interest can. With the most perspective clients negotiations are conducted. The conclusion of the transaction (agreement signature) should become successful result of this stage.
• A system LETOGRAF provides reliable storage in uniform electronic storage of all necessary information on the companies and contacts with which there is an interaction, gives an opportunity to customer segmentation for the purpose of the offer it optimal solutions. The opportunity of fast transition to a sales history, the corresponding contact persons, documents and actions is given. In a system differentiation of access rights to information is organized. For example, on the project of sale only the staff of financial service, the project manager of sale and top menedzhent the organizations can see the commercial information.
• Besides, in a system planning and control of actions of staff of sales department with coordination of work in time, the system of reminders and issue of tasks is exercised.
• A system LETOGRAF allows to reduce costs of time for routine preparation of reports and will allow the staff of sales department to focus more directly on work with clients. The company management at any time can obtain now necessary information on a current status of sales, so, estimate and analyze it, on the basis of the analysis timely to make management decisions.
• Development stage
• At a stage of development support of a customer loyalty is performed. Within this stage a system LETOGRAF allows to organize work of technical support service of clients. The support service fixes and processes all customer appeals received by e-mail, phone or on other channels. Answers to customer appeals are stored in electronic archive LETOGRAF. For job evaluation of a support service LETOGRAF allows to construct reports on different parameters: date of the request, status of processing of the request, date of accomplishment of the request, etc.

The solution Letograf.CRM will allow:

• accumulate information on business relations with clients and partners, including data on contact persons, an organization structure, decision making system, etc.
• organize team work of specialists in sales and technical specialists
• provide each specialist of sales department with the convenient, integrated into the general system means of planning and control of the work and work of subordinates, to control accomplishment of plans and * to estimate activity of specialists in sales
• control promotion of transactions on sales cycle stages
• create reasonable sales plans and the purposes for each manager on the basis of statistics of last periods and to estimate their accomplishment taking into account probability
• receive the operational management reporting about activity of departments of marketing, sales, a support service and administrative finance division by the executed projects.

Letograf: How not to lose calls of citizens and in time to react to the address

One of the main points of entry of citizens' appeals in state agencies is the uniform centralized call center in which it is possible to phone by the special short number.

The integration solution on the platform LETOGRAF which is considered to this note is intended for increase in efficiency of call center. This goal is achieved for the realization account of two functions:

• The call center operator has access to last addresses of the citizen.
• The operator can issue the address to EDMS on the basis of the citizen's call.

Thanks to integration of a system of call center with EDMS of state agency process of work looks as follows:

• The citizen calls in call center and gets on one of operators. Within telephone conversation he can sound the most various questions, including it can be the new circulation, a request of some reference information (refining of a format of submission of personal addresses, operating time of divisions of state agency, etc.), or a request of up-to-date information on the status of the appeal sent earlier (for obtaining the status the citizen needs to report number of the coupon which was issued at acceptance of the address).
• At the time of a call to EDMS the address card is automatically created. In the system of call center at the operator the same card into which it enters data on a call opens, actually at once transferring data to EDMS. In a card information on the citizen in order that it was possible to contact him if necessary is saved, and the heart of the matter is also fixed. In a system function of the number identification calling of identification from the Full Name database of the person on whom this number is registered is implemented. If this citizen addresses to call center not for the first time, then a system issues information on all previous addresses, their status, the contractor and result of processing.

In parallel the conversation audio recording which after the termination of a call will be transferred to EDMS and is tied to an address card is always conducted. Often during the conversation the operator makes a transfer of a call on the responsible specialist capable more full to respond to the appeal of the citizen, sometimes the call is translated several times. In these cases in EDMS several audiofiles and all information on calls are loaded, no data are lost.

• After the citizen was disconnected from a conversation, the operator processes the address, revealing whether some additional actions are required or the task was carried out during the conversation. If the appeal to call center is not exhausted by help request and is not made by mistake, the operator makes out a full-fledged card of the address and redirects it with all accompanying information to the relevant division.

It is extremely important that for contractors on the places working any more not with call center or the portal, and with EDMS, addresses from these sources look in the same way as the addresses received from citizens personally.

Integration of an electronic document management system with the system of call center allows to automate process of a design of the citizens' appeals which arrived through call center; provides several advantages both for applicants, and for state agencies: The citizen, addressing to call center, receives:

• More operational and simple method of obtaining information on the statuses the last addresses.
• Easier way of submission of addresses.

The state agency receives:

• New full-fledged channel of receipt of citizens' appeals.
• The general fall forward and efficiency of call center because all information, necessary for work, at the operator always 'near at hand'.

Implementation services and support of a system LETOGRAF

Implementation of the recommended solution configuration – well smoothly running process which was repeatedly executed by specialists LETOGRAF when implementing large projects. It is possible to select the following project implementation phases:

• Preparatory stage (determination of responsibles, solution deployment, preparation and loading of the normative reference information).
• Implementation (instructing of users, designer's service of the course of trial operation).
• Maintenance and development of the solution.

Technical support and updating of versions of software products after completion of project works can be performed both in standard, and in expanded volume.

Specialists LETOGRAF can render services of subscriber maintenance – a configuration, development, instructing, administration, audit and so forth systems based on LETOGRAF.

The reached business benefits

LETOGRAF allows to receive notable business benefits practically right after the beginning of use of a system on each of the directions of automation: creation of electronic archive, business process automation and application integration. Use LETOGRAF allows:

• Reduce time for document retrieval
• Exclude circulation of paper copies of documents
• Exclude double entry of information

Automation of archive allows to receive all electronic documents in one place and to provide to them access from external systems that gives the chance to reduce time for document retrieval.

For example, one our projects – creation of uniform archive of financial and economic documents for the geographically distributed organization. Based on LETOGRAF the mechanism which allows to conduct the consolidated accounting is implemented: scan documents where they are created or there where they arrive from external sources and also to exclude transfer of paper copies between divisions of the organization. Access from external systems is provided on URL which automatically forms according to a unique barcode of the document. The link forms in such a way that the possibility of its "reuse" is excluded.

For users the usual operation mode in the ERP systems interface remains, and after clicking the button "show the document" in the browser registration information and an electronic image of the document appears. It is important that all works on scanning, check and attribution of the document are executed in the interface of a specialized system, and results are available in the interface of external systems.

Creation of the uniform centralized archive with a possibility of its decentralized filling the scanned electronic images of documents especially important for the state organizations and bodies of health care as documents are placed in a specialized system which allows not only to store reliably, but also almost instantly to find the required document.

LETOGRAF allows "in one click" to save on a disk or to print all relevant copies of electronic images of documents that is especially relevant, for example, when passing audits when it is required to provide copies of primary documents.

The technology LETOGRAF allows to receive the unified solution on the organization of archive of documents at once and to get an information access in process of filling of a system electronic images. The paper documents which are already saved up in the organizations created within work or arriving from external sources are subject to placement in electronic archive.

The most significant business benefit from business process automation is an exception of circulation of paper copies of documents. It is known that in the large organization (by consideration of the incoming document) before reaching the contractor, the document passes on average nine "steps" from an expedition the document arrives to the registrar, further is transmitted to the first head for issue of order through the secretary, etc.

Use LETOGRAF allows to transfer completely to an electronic form a procedure of issue and control of execution of instructions for documents and also to organize paperless reconciliation procedure of documents. It is important that copying of originals of documents and formation of standard sheets of approval is completely excluded. Documents are transferred between participants of process both within one organization, and between geographically distributed divisions.

The mechanisms of exchange of documents (interdepartmental correspondence, control of execution of instructions and electronic approval) implemented in LETOGRAF and perfectly proved when implementing large projects allow to automate processing procedure of any kind of the document. Each document revision and also accomplishment of each processing stage of the document can be certified using the EDS.

Process of exchange of documents becomes completely transparent: the history of work with the document collects in process of passing of stages of its lifecycle, the document is available to all interested users taking into account access rights.

The mechanism of purpose of the rights implemented in LETOGRAF completely excludes a possibility of unauthorized access to information: the document is available to the user in one of three cases. If the document is created by the user if the user is a participant of processing of the document or if the user got a document access according to the request.

Application integration allows to execute document handling in electronic form and to exclude double entry of information if document handling is performed within several information systems.

The scale of the integration interaction implemented based on LETOGRAF from two to fifty and more different systems. In one of the projects of scale of the country which are successfully implemented by our specialists for processing of requests 58 different state and departmental systems are used.

Most often in our projects interaction between the ERP system and LETOGRAF at approval of agreements or requests for payment is used: the document forms in the ERP systems interface, is transferred to LETOGRAF for review, the approved option or a mark about approval automatically comes to the ERP system.

Data protection and certification

At the level of a system LETOGRAF the possibility of the protected connection under the https protocol is implemented, access to documents and data is defined on the basis of a role model of access rights, access rights can be determined by different conditions.

At the level of DBMS protection of contents of base against direct access bypassing the user interface LETOGRAF is provided. The possibility of enciphering of contents of the database is provided.

In LETOGRAF the mechanism which is technically excluding unauthorized access to documents is implemented. Each employee gets access only to those documents which he created which were transferred to it in the course of operational work or access to which it was requested. The mechanism of prohibition on downloading of the document is implemented. The FSTEC certificate confirming lack of not declared opportunities (on the 4th level of control) and existence of mechanisms of protection against unauthorized access to information is received (on the 5th class of security). Based on LETOGRAF systems corresponding to a class of security "1G" in which personal data (ISPDN) can be used can be constructed. Support of technology of the electronic digital signature (EDS).