"The Novosibirsk karyeroupravleniye" implemented the document flow automation equipment

On June 30, 2015 the 1C-Rarus company announced end of system implementation "1C: Document Flow 8 CORP" in "The Novosibirsk karyeroupravleniye". A system acts in 50 workplaces^[1].

Project Tasks

Daily document flow of the enterprise - about 400 documents:

• the entering and outgoing correspondence,
• orders,
• orders,
• memos,
• requests.

Pit "Novosibirsk karyeroupravleniye", 2013

To get to work with documents (to sign, approve, etc.) it was required to transfer them in the beginning to the secretary who then distributed them on divisions of head department and remote pits. Then they were brought to places. Because of geographical remoteness of pits, to one hundred kilometers, a significant amount of time and finance was spent for delivery of documents. During movements originals of documents deadlines of their approval were lost, skirted that led to non-execution of requests and failure of production processes. Besides, document forms were not unified, often remote divisions used irrelevant versions of document templates and time for a repeated design was spent.

The enterprise felt need for an information system by means of which the uniform base of the entering and outgoing correspondence is supported. It was required to reduce the number of paper internal documents, to exclude a possibility of their losses. It is necessary to provide to employees online access to current versions of document templates, to accelerate approval of documentation, to cut down expenses on paper and fuel and lubricants.

For the solution of assigned tasks the management of "The Novosibirsk karyeroupravleniye" selected the 1C: Document Flow 8 CORP system. The Novosibirsk branch of 1C-Rarus company became the partner in implementation.

Project Results

From paper are transferred to an electronic format:

• the entering and outgoing correspondence,
• orders,
• orders,
• memos,
• requests for payment of accounts,
• agreements.
• 45 document types are transformed.
• costs for office supplies and three times - on delivery of documents in remote divisions were cut by half.

the accounting system, uniform for all divisions, and document storage is created, folder structure of internal document flow is developed, document templates are created. For each employee the individual rights on signature stamps of access and the fulfilled duties are configured. It provided fast and convenient document retrieval, reduced time for their formation. Loss of originals is excluded - requests are performed just in time now, production processes and problems are solved timely.

• parallel approval of documents is organized. The list of the persons participating in approval is reduced. The electronic document management system with accurately registered scheme of the movement of documents helped the enterprise to reduce time expenditure by their transfer on a chain of processing and approval until signing. Approval of documents accelerated by 5 times.
• in a system the mechanism of issue of instructions and control of their execution is implemented, the notification of users by e-mail about assigned tasks and fixed terms is configured. Now heads in real time can estimate, what is the time each document was on processing at each employee. The performing discipline of employees increased.

Vyacheslav Hvorostenyuk, the head of information technology of JSC Novosibirskoye Karyeroupravleniye, told: "The electronic document management system created using the solution "1C: Document Flow" helped our enterprise to resolve topical issues: the uniform storage of documents is created, their search is considerably simplified, loss of originals is minimized. It allowed us to work quicker. The mechanism of control of terms of editing documents and execution of instructions is implemented. Thereby heads can easily control execution of assigned tasks. For geographically remote divisions a system became the irreplaceable working tool: all operations are performed in the electronic document revision, need to make paper copies and to bring them to regional representative offices disappeared. Thereby considerable funds for purchase of the paper and gasoline are saved".

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