In the National Bank of Ukraine the pilot stage of implementation Directum is completed

Module:

• "Classical office-work (office)"

The authorized partner of DIRECTUM in Ukraine, LAN SERVIS company, announces project completion on creation of the working model of an electronic document management system and electronic archive of the National Bank of Ukraine (NBU) based on the DIRECTUM system.

The National Bank of Ukraine is the central bank of Ukraine which is the main link of the state banking system. Acting as the conductor of the state currency policy, the Bank exercises bank regulation and supervision, and reasonably imposes strict requirements to document flow and processes of interaction. Ensuring normal functioning of Bank requires the tough organization and controllability of business processes and also a complete elimination of delays in the movement and losses of documents.

Having realized critical importance of increase in effective management of documents and business processes, the National Bank of Ukraine in 2009 announced the tender for purchase of "Services in development of package software tools (upgrade of an electronic document management system and electronic archive)". Based on tender the delivery agreement and system implementation of electronic document management was concluded with LAN SERVIS company, the official partner of DIRECTUM in Ukraine.

Pilot system implementation in the NBU began summer of 2010. As the main objectives of the project were designated:

• ensuring increase in efficiency and quality of work with documents;
• decrease in labor costs on office-work;
• creation of conditions of transition from traditional paper document flow to electronic;
• support of new standards of cryptoprotection of the NBU.

For the solution of assigned tasks the working group on system implementation into which specialists of LAN SERVIS company and leading specialists of the NBU entered was created. The Basic modules DIRECTUM, modules Office and Citizens appeals became a core of functionality of a system. Transition to a new system within a pilot stage consisted in creation of the working model of a system and was performed at head office NBU and also one of its regional representative offices.

As a result of project works based on system modules of DIRECTUM the corresponding subsystems of EDMS of Bank were created.

Within a subsystem Organization of document flow was transferred to an electronic form work with the organizational and administrative documentation entering and outgoing correspondence and also the interface of preparation of the nomenclature of affairs which allows to carry out timely all necessary works on the nomenclature is developed and if necessary to send it on route within the operating business processes.

The subsystem Document storage was developed for storage of all information on documents, work on which is finished in office-work. For this subsystem mechanisms of processing of inventories of affairs and examination of value of affairs were finished.

Together with it the selected subsystem Electronic archive which functionality considerably expanded possibilities of conducting archiving in the system of the National Bank of Ukraine was created. A subsystem it is automated accepts affairs from a subsystem Document storage for their further archive storage, conducting examination, transfer to National archive fund, use, removal and destruction.

The subsystem Citizens appeal allowed to organize acceptance and processing of citizens' appeals from different sources: e-mail, written address, telephone address. Using the DIRECTUM system according to all addresses in Bank the contractors responsible for their processing are appointed and also control of all issued instructions is exercised. The subsystem of Citizens appeal also supports a possibility of documentation of results of personal reception of citizens by the top management of the NBU.

In addition to the general tasks connected with business management during pilot implementation also the business processes, specific to Bank, connected with the collective work sent for approval of intra bank documents were automated.

The pilot stage of implementation was officially completed on December 15, 2010. At the moment the developed solution is tested and ready for operation.

Within the program of development of EDMS in the NBU on the 2011-2012th. replication of the DIRECTUM. system in departments of Central office, territorial departments and also in other structural divisions of the National Bank of Ukraine is planned.