"KAPE-Energo" automated document storage using electronic archive "Etla"

On June 11, 2019 the Atlas Soft company announced automation of document storage of KAPE-Energo Auditing company.

"KAPE-Energo" - the company working in the field of audit of the enterprises of power.

During the work with the client the big packet of both permanent, and current work auditor documentation which consists of about 20 document types forms. Due to these specifics there was also an issue of competent storage and access to these documents. With increase in clients, the used scheme of document storage on a network drive began to become obsolete as document retrieval became more and more problem and there was no tracking of version control, i.e. it was impossible to understand whom when and what changes in documents were made. Due to the above described company management the decision on search and system implementation of electronic archive was made.

The main requirements to a system were:

• obligatory adaptivity of archive under structure and tasks of the company, without making changes in the system code;
• differentiation of access rights to archive both certain users, and user groups;
• existence of mechanisms of setup of automatic numbering, automatic naming and automatic placement of documents;
• support of version control of the stored documents;
• existence of fast document registration from the scanner and also input and automatic document registration from corporate mail;
• the fast and configured document retrieval both by their parameters, and on their contents;
• existence of a subsystem of report generation;
• existence of tools for independent setup and system implementation.

After the carried-out analysis of the systems of electronic archive presented at our market, the choice was stopped on the Etla system.

During system implementation specialists "KAPE-Energo" developed structure of archive of working documents which allowed to get access to users and user groups to required segments of archive, thereby considerably having simplified work of employees and having increased information security of the company.

Also cards for each document type were created. Setup of mechanisms of autonaming, autonumbering and autoplacement of documents depending on type and a subtype considerably simplified document registration in a system and allowed to minimize the errors connected with typos and filling with the wrong data.

Substantial increase, both reliability of storage of packets of working documents, and acceleration of their search and joint development and also building of absolutely transparent structure of their storage became result of implementation of archive.