"Aniva municipal systems" switched to electronic document management

2021: SED Implementation

The open joint-stock company Aniva Municipal Systems (JSC AKoS) switched to electronic document management. Atlas Soft announced this on March 11, 2021.

In operation of JSC "AKoS" there are many objects of communal infrastructure and this involves a large flow of various documentation from technical to subscriber contracts. The company's management came to the conclusion that in order to ensure fast and reliable processing of incoming documents, as well as to form a single data warehouse, an electronic document management system must be implemented.

There were several requirements for the system:

· Reliability of storage in the system with the possibility of automatic duplication on additional servers ; · Easy and transparent use of the system by staff with different levels of computer training; · The presence of various tools for monitoring the execution of orders; · Create a single repository of all types of documents available in the company with access at any time and from any place; · Quick and easy document retrieval; · Document registration from both the in-line scanner and corporate mail; · Availability of mechanisms for the rapid export and import of data.

In the course of the search for a suitable system, AKoS specialists opted for ETLAS SED, which fully meets the requirements and also contains a full-featured electronic archive, which in turn allows you to form a single information space for the entire company.

During the setup and implementation of the system, the following types of work were carried out by Atlas-Soft specialists:

· Based on the structure of the company, the structure of its entire information space is formed; · System users entered and their groups formed; · Document cards have been built for all types of documents available in the company, all necessary directories have been completed; · Automatic naming and automatic numbering rules are configured for documents when they are registered; · Set up mechanisms to automatically import documents from corporate mail for each employee who has access to the system; · A number of employee performance reports have been constructed; · Created business processes for processing incoming and outgoing documents.

As a result, AKoS automated the processing of incoming documents, automated the coordination of outgoing documents, significantly increased the speed and reliability of working out management instructions, due to regular system reminders, setting check dates for execution, as well as monitoring the status of processes online. Management had access to information on who and when delayed the execution of documents and assignments and for what reasons.