In Mechel group the electronic document management system is implemented

The Asteros Consulting company implemented an electronic document management system in Mechel group the solution based on IBM Lotus Notes - AVERTA Workflow.

Start

Rates of development of Mechel, scales and geographically-distributed structure of business of the company dictate high requirements to information resource management, in particular, to office-work processes. To increase their controllability and security the decision to pass from paper document flow to electronic was made. As the platform for automation during the open competition the solution of Asteros Consulting company AVERTA Workflow based on IBM Lotus Notes was selected.

By then in Mechel the products IBM Lotus for support of e-mail and the organization of joint work of employees were already used. An opportunity to flexibly adapt processes by means of the created tools, with the minimum programming became advantage of AVERTA Workflow.

"It was important to us to save usual regulations of work, but not "break" them under a system as it often happens in similar projects. Therefore in implementation process there were many additional requirements which could not be provided in advance. During all project consultants met halfway and implemented our wishes", – Mikhail Mikhaylov, the CIO of Mechel company emphasized.

Solution

The standard functionality of the implemented system was significantly finished taking into account a difficult organization structure of holding and increased requirements to security. In particular, consultants of Asteros Consulting expanded application of the electronic digital signature (EDS). Besides that the documents, all changes made by users also are certified of the company with its help EDSs are followed. Thus additional protection against unauthorized actions with EDMS objects is provided, including from administrators and system developers.

During the project consultants created unique functionality – a dynamic role model which analogs in electronic document management systems do not exist yet. The customer had an opportunity to describe roles and powers of users not only in scales of all EDMS, but also within separate divisions or the enterprises.

"Actually we had to invent and build in new technologies the existing processes. But thanks to it we could avoid tough unification and consider the differences in procedures of work with documents which are available on places. Using a dynamic role model, the customer can flexibly configure processes according to corporate procedural base, but at the same time save a certain level of standardization", – Ilya Fedorinin, the head of practice of content management systems (ECM) of Asteros Consulting company said.

"Management of geographically distributed business involves a number of additional tasks which technologies for the solution are already created and actively are implemented in the companies of different scale and orientation. The IBM Lotus Notes are the embodiment of a new paradigm of business in which means of collective work and electronic document management allow to create dynamically developing environment with such characteristics as operational information exchange and knowledge, fast distribution of best practices and unification of business processes", – Igor Breus, the head of department of technical specialists of IBM Lotus, department of software, IBM in Russia and the CIS noticed.

Result

A system covers about 3000 users that allows to convey quickly and accurately information to all divisions and to save working time of employees. The absolute transparency and controllability of document flow ensuring effective functioning with information became the main project deliverable. AVERTA Workflow implementation also allowed to reduce significantly terms of approval of documents, to increase safety of data, to simplify information search and access to archives.

Among new tools which were received by the customer, – the centralized notification about a release of documents or their new versions and mechanisms of control of execution of instructions. They were developed taking into account legal features of work of holding structure and allow to raise not only process performance of office-work, but also business management.