The airport of Abakan automated document flow

2020: Implementation of EDMS Case

On December 3, 2020 the KS-Consulting company announced Matter (EOS Group) in the Airport of Abakan a vnedreneiya.

Before implementation of EDMS the clerk registered incoming correspondence and documents in the paper magazine. If performance of a document was required, then scanned it and sent to the responsible by e-mail. At the same time it is effective it was impossible to control result and completion dates, and on document retrieval in paper archives and e-mail time left.

The purpose of implementation of EDMS was to simplify work with documents and to increase performing discipline.

For this purpose it was necessary:

• Create electronic archive of documents with simple and convenient search.
• Transfer approval of documents, especially agreements, from paper to an electronic form.
• Transfer work with instructions to Case to control completion dates and to accelerate acquaintance with documents.

After inspection it was decided to break process of implementation and training into two stages. First of all a system was installed in a workplace of the secretary-registrar, trained in work in a system it and two technologists. After that the secretary began to work in base, and technologists helped it in process of emergence of questions.

A month later the second stage — setup Case with licenses of the guaranteed access in workplaces of 11 employees of other departments and group training began. After end of rates within 4 days carried out designer's service to check that work of users corresponds to the technology developed and accepted during inspection.

2 months of trial operation later the customer made the decision to expand the number of licenses of the guaranteed and competitive access and also to purchase 22 licenses of the Monitoring of Documents application.

Thanks to implementation Case was succeeded to transfer approval of agreements and other documents to an electronic form. Also work with instructions is transferred to EDMS that allows to trace completion dates and to increase performing discipline.

To ask and accelerate work with documents, set the option "Scanning without Recognition" in a workplace of the clerk. The registrar scans incoming letters and at once sends them to Case and if performance of a document is required, the scan copy can be attached to order in EDMS at once. All documents are stored in electronic archive, and it is easy to find them according to summaries.