The electronic archive "Etla" is implemented in Administration of the Rybinsk municipal district

2020: Implementation of electronic archive

Within the program of automation of the Yaroslavl region the Administration of the Rybinsk Municipal district held a competition on delivery of a system of electronic archive of documents. Reported about it to Atlas Soft on January 20, 2021.

A system had to meet to a number of functional requirements:

• Provide observance of policy of uniform storage of electronic documents;
• Provide maintaining an organization structure;
• Support differentiations of access rights to documents of the organization depending on the user's powers;
• Existence of ready functionality for viewing history of work with the document by all users of a System;
• Existence of the mechanism of the centralized prohibition on removal of documents by users from a system;
• Possibility of quick search of necessary information (full-text and attributive search with a possibility of use of operators of search);
• Support of any reference books with a possibility of adding new (without programming);
• Support of the configured automatic numerators for document registration;
• Support of automatic naming of documents at registration;
• Support of an automatic document structuring at registration;
• Support of automatic placement of documents at registration;
• Maintaining nomenclature of affairs;
• Existence of ready functionality for the organization of communications between documents;
• Organization of collective work with documents (viewing different versions of one document, prohibition on simultaneous editing the document by several users);
• Possibility of preparation and document creation on the basis of templates with filling of the predeterminated attributes;
• Support of version control of documents;
• Existence of export of the document/folder from a System and import the document/folder in a System;
• Support of applications MS Office OpenOffice, LibraOffice;
• Existence of input of documents in a system by scanning and an automatic binding of the document to a registration card;
• Possibility of input of documents in a System from different sources (scanners, folders of file systems, e-mail);
• Support of placement of documents on storage locations, as in the automatic, and manual mode;
• Opportunity to the user to configure the folder hierarchy with documents;
• An opportunity to create universal folders filters which can compare the saved search conditions and to receive relevant selections;
• Possibility of formation of the list of search results with unloading of the list of the found documents in MS Excel and the subsequent printing.

During acquaintance with the system of electronic archive Etla, specialists of administration got access to the full-function demoversion, and within a month could be convinced that this product completely meets requirements independently.

As a result of work according to technical specifications on setup and system implementation the administration moved to qualitatively other level of information storage and access to it due to receiving reliable and structurally clear archive of documents, with a flexible subsystem of search.