Nizhny Novgorod Energy Retail Company (Directum (EDMS/ECM system))

On November 28, 2014 the Directum company optimized the main of the document – the focused processes in JSC Nizhny Novgorod Energy Retail Company.

Choosing a Solution

The basic principle of work of NSK – information transparency and openness in customer relations and partners. The complete solution of tasks and system approach to business promote achievement of high financial results. Therefore the company management made the decision on system implementation of electronic document management. It was necessary to solve a number of problems:

• reduce time of passing of documents within processes;
• increase performing discipline;
• reduce labor costs by registration, approval, a statement and signing of documents;
• create a common information space for the joint work of staff of management, departments and sections territorially remote from each other;
• to completely exclude loss of documents;
• create uniform electronic storage of documents with a possibility of convenient and quick multiple search.

Project Progress

Any large organization works with the large volume of correspondence: letters, orders, orders. At the same time work with them is a set of routine transactions and stages. At the expense of business solution "Classical office-work" all processes of office are transferred to Directum. Now not only the specialized department, but also each authorized employee can register outgoing and internal correspondence. Similar changes in work promoted creation of uniform electronic storage of documents with a possibility of convenient search.

On the next stage works on creation and approval of economic agreements were transferred to an electronic form. Thanks to functionality of business solution Contract management contractual documents timely are approved and signed – not in 1-2 days, and within 2-3 hours. Creation and registration of traveling certificates and orders for a business trip is also performed in Directum of EDMS. After filling of details the document with the complete information on the employee who goes to a business trip forms. The clerk needs only to print the document and to put it for the signature to the Managing director.

Since May, 2014 business process on the organization of meetings is started. Procedures of formation, approval of the agenda and the protocol are automated. The managing director himself carries out control of execution of the decisions made at meetings. Also other processes are optimized. For interdistrict departments of the company approval of cash-books and Z-reports of Head department is organized. The staff of department on the personnel is also connected to work in an electronic document management system.

Results and plans for the future

The head department of NSK works in the Directum system since 2012. Today in EDMS all departments of Management, interdistrict departments of the Nizhny Novgorod Region, in total 18 branches work.

The significant contribution to successful implementation of Directum in Nizhny Novgorod Energy Retail Company was made by the top management. Key heads of divisions actively use the EDS and do not approve documents in paper form any more.

Within 2 years the company optimized the main of the document – the focused processes. Employees noted that they received the powerful instrument of automation and fast interaction of the employees working in the different cities of the Nizhny Novgorod Region.

Further development of the project assumes creation of financial archive, transition to Directum 5.0, introduction of barcoding for fast identification of documents between Head department and interdistrict departments.

Ayrat Sadykov, leading software engineer of department of an ACS of the Nizhny Novgorod SK: Why the choice fell on Directum? We studied the market of ECM systems, their descriptions, proposals of solution providers and the user feedback. The Directum system which successfully is implemented and works in the large companies with the distributed structure became an optimal variant for us. Also we paid attention to experience of the Orenburg sales company which works in Directum long ago and gives appreciation to efficiency from automation of the processes.

Representatives of the company integrator reported TAdviser.