Implementation BOSS-Referent in JSC Centratom

The IT company completed system implementation of electronic document management BOSS-Referent in JSC Centratom. Use of a system allowed to increase efficiency of a management activity of the company, to expand functionality of work with documents and instructions and also to reduce temporary costs by preparation and document handling.

JSC Centratom is the company created in 2009 for the purpose of formation of an additional non-budgetary source of development financing of nuclear sector. Activity of JSC Centratom is intended to increase economic return from non-core property of State Atomic Energy Corporation "Rosatom", to increase liquidity of assets by effective management and implementation of non-core assets of corporation. The solution of these tasks requires transparency of organization activity at all levels and business process optimization. Transition to the electronic document management system (EDMS) became an important step on creation of these conditions.

Main objective of implementation of EDMS was complex workflow automation and office work activity of structural divisions of JSC Centratom. Prior to the beginning of the project the customer used the scheme of paper document flow and a card file of the registered documents in the MS Excel format that slowed down workflow. In the fall of 2010 JSC Centratom held the tender for system implementation of electronic document management according to the results of which the IT company became the contractor of the project. At contrastive analysis of functionality of the different systems provided on tender the system of the class ECM BOSS-Referent on the IBM Lotus Notes/Domino platform as the most conforming to functional requirements was selected.

Specialists of IT should carry out works on implementation of EDMS in 50 workplaces, to adjust automation of the main business processes of the company and to strengthen control of performing discipline and also to optimize interaction of structural divisions.

At first the project team of IT conducted analytical examination of document flow of the organization, together with the customer created the main requirements to a system, developed the optimal scheme of creation of processes of electronic processing of a document flow and made primary setup of a system. Then works on implementation of EDMS were performed, a system in trial operation is launched and user training is provided.

As a result of project implementation it was succeeded to automate processing of the entering and outgoing correspondence, distribution of internal organizational and administrative documentation, registration of written and oral citizens' appeals, creation and approval of documents, control of their execution. Besides, the module "Control of Agreements" with functionality which provides control of step-by-step performance of agreements was integrated into EDMS and provides the report according to the results of the performed works.

With implementation of EDMS the customer received the transparent scheme of document handling, the effective tool for interaction of all structures and divisions of the organization and also expanded functionality of work with documents.
"System implementation of electronic document management allowed us to build more effective model of work with documents, to strengthen control of performing discipline. In the long term we are going to continue development of a system according to the relevant tasks arising in the course of activity of our organization" — the head of department of office-work of JSC Centratom Pavel Vladimirovich Vasin noted.