Novosibirsk University introduced Directum RX and implemented archival storage

2024: Archived Storage Implementation

On May 22, 2024, Directum announced that NGUEU had implemented an academic approach to storing and archiving documents in Directum RX.

As reported, the entire process of workflow the Novosibirsk State University of Economics and Management (NGUEU) - from creating a document, agreeing and signing it to archiving - now takes place in electronic form and without paper. Also, the largest educational and scientific complex in Western Siberia automated work with appeals to the "Reception of the Rector."

The main goal of the project was to organize in electronic form the entire life cycle of the document - from creation to transfer to the archive. Before digitalization, most of the university's documents were signed manually and stored in paper. Coordination between departments, as well as searching for the necessary information in the archive, took a long time.

As a result of the introduction of Directum RX, Novosibirsk State University optimized the efficiency of processing, storing and transferring documents for approval according to formalized regulations, optimized decision-making and preparing answers on internal issues of the university, minimized the loss of documents, strengthened the control of the performing discipline, reduced the burden on clerks and archivists.

As of May 2024, Directum RX employs more than 1,100 employees, processes about 3,500 tasks per day, and the performing discipline is 93%.

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Directum

Implementation made it possible to optimize the corporate culture at the university: the working environment improved, management processes became transparent, and employee responsibility increased. In the shortest possible time, it was possible to rebuild and automate most of the business processes of a state-owned company. reported Natalia Luzhanskaya, head of the information systems support group of FSBEI HE "NGUEU"

The project took 3 months and took place in 2 main stages: automation of workflow and the creation of a long-term electronic archive. The university was helped by a certified Directum partner, Financial Technologies, to implement the project. First, the university organized a unified information environment for working with documents, digitized the processing of requests through electronic reception, the creation and launch of memos for approval, and optimized regulated processes. Using the example of 6 approval regulations built in the system, the university further independently set up more than 90 of its own schemes.

At the next stage, we began to implement the Long-Term Archive module. The result was the translation into digital and optimization of the processes of transferring documents for long-term storage, search and management of archival data.

If earlier, in order to use the papers from the archive, you first had to come to the department, issue a pass and spend time searching and copying information, then in May 2024 the procedure was optimized to several clicks in the corporate system. The user sends a request to the IS and waits for the requested documents or a reasoned refusal from the archivist within the time established by the regulation. The system records all actions with the originals: for example, an archive help or a copy was prepared, access was granted to a specific user, etc.

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Directum

Thanks to the introduction of the Directum RX ecosystem, the university was able to build structured processes for working with electronic documents throughout their life cycle - from creation to transfer for long-term storage and destruction.