The electronic archive "Etla" is implemented in Kolymaenergo

On October 11, 2017 the Atlas Soft company announced system implementation of electronic archive "Etla" in Kolymaenergo company, the largest producer of energy on Far North.

Project Tasks

The independent organization of storage and quick access to all documents of the company was the main objective of system implementation of electronic archive set as company management. In terms of functionality the following requirements were imposed to a system:

• Simplicity in setup and use of a system, without excess functionality
• The accessibility to archive from any device (the PC, the notebook, the tablet, the mobile phone) which is not in a local area network from any place in the world
• Possibility of joint development of documents with tracking by all participants of the made changes
• Fast registration of both electronic documents, and their scanned copies
• An opportunity to flexibly set different communications between documents
• Possibility of automatic recognition text the scan copies of documents, for the purpose of further context search
• Lack of restrictions for the number of the stored documents in archive
• Quick search, with a possibility of its setup under user requirements
• Existence of a possibility of simple bulk import in the system of already existing documents and their scanned copies

Project Progress

Within a week specialists of Kolymaenergo independently:

• Analyzed the existing structure of documents of the company, found weak points and created new structure.
• Registered in the system of users and user groups.
• Distributed access rights of users and user groups to different parts of archive.
• Created a set of cards of documents for all registered document types.
• Filled out all necessary reference books.
• Created a number of rules of automatic numbering, automatic naming and automatic placement of the documents registered in archive.
• In the report generator constructed necessary reports.

The solution of a problem of independent system implementation became possible due to existence in the system of instruments of setup of different subsystems, such as:

• Editor of cards of documents: gives an opportunity to configure cards for any document types. The module allows to create completely necessary cards under requirements of the customer.
• The management subsystem users and structure of archive using which the system administrator gets accounts of users of user groups and sets access rights to archive sectors for them.
• The report generator allowing to create easily and visually the report practically of any complexity by any sets of parameters of documents.
• The mechanism of fast import of the existing documents to a system.

Implementation Results

As a result of system implementation of electronic archive "Etla" a common information space of the company which allowed the staff of different departments, from any workplace was created, to get an information access which belongs to accomplishment of its job responsibilities. In turn, to the management of Kolymaenergo a common information space allowed to optimize activity of the company due to receiving quick access to any information of the company.