Krastsvetmet (DocsVision (EDMS/ECM system))

As a result of implementation in JSC Krastsvetmet it was succeeded to provide transparency of process of the movement of documents in the company, to minimize terms of approval of documents, to reduce costs for management of flows of documents.

Implementation facts:

• More than 450 users of a system
• Monthly about 7000 documents are registered
• In a system 2 new types of processes a month appear on average
• More than 450,000 documents in a system
• The current volume of the database is 350 GB taking into account the service information
• 15 document types are signed by the EDS

Implementation milestones:

September – November, 2013 Preproject inspection. Specialists of ECMGroup.Pro carried out works on refining of limits of the project and also development of strategy of its organizational and technical implementation. On analysis results was confirmed that requirements are implemented based on standard opportunities of the Docsvision 5 platform.

December, 2013 – March, 2014 On the new platform office work processes, control of performing discipline and processing of organizational and administrative documentation are automated. The full range of project works - from design and setup of the solution, before consultations of users, pilot use and start in commercial operation is executed.

Mobile access to a System is implemented using the easy client of the Docsvision platform and ensured convenient functioning in EDMS to heads of JSC Krastsvetmet.

The implemented integration with ABBYY Recognition Server provided a possibility of stream scanning and recognition of documents.

May – July, 2014 Data migration. After the first months of successful operation, works on loading of archive of the documents created in earlier operated EDMS on the Lotus IBM platform were performed.

The additional complexity of this complex of works consisted in features of architecture of EDMS on the Lotus IBM platform – absence at system objects (cards) of reference relationship with reference books and other objects. Despite old architecture and not relational database it was succeeded to recreate successfully structure of interrelation and links of archive in a new system, having allowed to provide access both to documents, and to the history of their processing, according to relevant access rights.

In loading process of documents in EDMS for the Docsvision platform automatic recognition of investments (files) was implemented.

September, 2014 – February, 2015 Development using technology of the electronic signature (ES). Gradual inclusion in the System of processing of documents using the EDS (internal and technical acts, diagrams, budget documents, regulating documents, requests for delivery/production of specific goods and services, personnel documents, reports, orders, memos, technical specifications on productive activity and so forth). It allowed to refuse paper turnover of documents practically on all internal processes of the company for which application of the EDS is legislatively authorized.

If necessary using specially implemented completion the document signed with the EDS can be printed with the facsimile of the electronic signature of the user according to the corporate standard.

May, 2015 Updating of the solution to the latest version of the Docsvision 5.4 platform.

In 2017 within optimization of earlier developed functionality the following works were carried out:

• installation of accumulative updating HO7 for the platform
• optimization of elements of a system for increase in high-speed performance
• addition of process of work with contractual documents according to 223 Federal Laws

The opportunity for work with additional document types, containing personal data is added. Processing of these documents is selected in a separate subsystem and considers nuances of the legislation connected with personal data processing. Besides it is added the following functional units:

• creation and approval of new partners and new records of materials/raw materials/products (nomenclature)
• the mechanism of package unloading of files from cards of contractual documents
• distribution of use of the EDS on new document types (outgoing letters, orders and so forth)