"Middle Volga Gas Company" launched a document management system for 1,200 jobs

2021: Start of Document Management System

On June 9, 2021, it became known that the specialists of the Samara branch "1C-Rarus" completed the automation of 1,200 jobs on the basis of "1C: Document Management KORP" in LLC "Middle Volga Gas Company" (LLC "SVGK"). Using the "1C: CORP Document Management" system, a centralized, structured storage of electronic documents was organized, the search time for the necessary documents and cases was reduced, and the risk of losing documents was completely eliminated.

Middle Volga Gas Company

As explained, more than 5 thousand people work in LLC SVGK, which creates an extensive internal and external document flow. Every day, the company works with 10,000 counterparties, which is more than 45,000 documents in the amount of 1 to 50 sheets. Before automation, employees exchanged information through e-mail and paper media, which increased the timing of the approval of documents. There were no execution control tools that allowed you to analyze the work with incoming, outgoing and internal documents of the company in the context of departments and employees of the company. The listed features of the existing system sometimes led to various costs, inefficient use of resources, and made it difficult to make individual management decisions.

Taking into account the emerging problems, the management of SVGK LLC decided to organize a single information system based on the 1C: Document Management 8 KORP software product. The executor of the implementation work was the specialists of the company 1C-Rarus"" in To Samara.

Project Results:

• "1C: CORP Document Flow" made the process of negotiating internal documents transparent and convenient. 1,200 jobs are automated: now each employee sees in real time the status, location of the document and the person responsible for its approval, having the opportunity to influence the acceleration of approval. The implementation of the internal regulations for the coordination of documents has become comfortable for employees.
• The transition to electronic document management reduced the risk of losing documents, since the necessary documentation is stored in a single system and is available to employees at any time.
• By automating the operational processes of document management, the coordination of orders, service notes, and outgoing correspondence was optimized.
• Control over the execution of orders, service notes, incoming documents and distribution of organizational and administrative documents for execution was optimized.
• Operating and administrative expenses (paper and consumables, transportation and postage costs) were reduced by 30% due to the rejection of paper and the transportation of documentation from the office to the office. Documents are processed, sent and delivered in real time using "1C: CORP Document Flow."
• For the first time, the company uses a 100% paperless workflow process, which involves 1,200 employees of the company, with a turnover of more than 45,000 documents per month. The project is not only socially significant within the framework of the SVGK, it allows employees to keep a socially significant distance, but also environmentally friendly - due to paper and electricity savings when printing documents.
• The implementation of the "1C: CORP Document Management" system on time allowed SVGK to transfer employees to a remote mode of operation during the quarantine period without loss. Since March 2020, the company has completely switched to online mode, while maintaining the effectiveness of working with internal document management. As of June 2021, part of the units continues to work remotely.
• As a result of the project, the level and speed of processing citizens' appeals increased, the processing and storage of appeals were implemented in a single base. Now, on the basis of the incoming document, an appeal is created in the system and sent to the responsible person for consideration in electronic form, which allows reducing the period of consideration in accordance with the Federal Law "On the Procedure for Considering Appeals of Citizens of the Russian Federation" from 02.05.2006 N 59-FZ.

For heads of departments, the task of monitoring tasks performed by subordinate employees has been simplified. Now you do not need to keep all the information in your head or keep some registries in spreadsheets. It is enough to open the "Department Tasks" section in Document Management, where the current tasks are visible for each employee. It is convenient to use the system as a kind of "reminder" of the tasks in operation. There is also no need to copy contracts for transferring copies to accounting and the executing department. This information is now transmitted electronically. All this made it possible to partially reduce the labor costs of working with documents. said Selivanov Konstantin, head of the IT department of SVGK