RKS-power using Docsvision reduced the volume of paper documents by 70%

2018: Updating of EDMS; decrease in volume of paper documents by 70%

The RKS-power company, the guaranteeing electricity provider in the territory of the Leningrad Region, announced on April 2, 2018 decrease in volume of paper documents by 70% — results of system implementation of electronic document management of Docsvision which consistently develops in the companies 5 years are like that. Other important point which managed to be solved with implementation of EDMS — ordering of all arriving documents.

Premises and tasks

To system implementation of electronic document management transfer of paper documents between branches and the central office took a lot of time, and the number of documents could reach several thousand a month. Therefore decrease in volume of paper documents and, as a result, acceleration of exchange of documents between offices was a priority of implementation of EDMS.

Project Progress

The company started process of transition to paperless document flow in 2012, having implemented EDMS based on Docsvision 4.5 in which, in addition to registration of the entering, outgoing and internal documents, memos, approval of agreements and agreements were automated. The separate big block of documents of the power company are addresses from citizens consumers of the electric power and the organizations.

Thanks to the project of Digital Design company it was succeeded to reduce time for office-work, to exclude loss of documents, to increase control of process of approval and execution, to cut down expenses on transfer of paper documents.

But the project on decrease in volume of paper documents was not limited to system implementation, making changes in internal business processes followed further, works on upgrade and development of a system are continued.

Updating of EDMS

As of April 2, in the company the project on updating of the platform for the purpose of system operation acceleration came to the end, and all employees work in the latest version of Docsvision 5.4.

Electronic document management is possible only provided that the company conducts systematic work in this direction. We started this process in 2012. Within 5 years regular technical support of a system within which new document types were developed was performed, functions for the solution of relevant tasks and satisfaction of needs of users extended. In 2017, as a result of expansion of requirements imposed to the program, updating of the platform was required — the CIO of RKS-power Evgeny Viktorov told.

According to him, practically specialists Digital Design which all this time performed technical support of the platform quickly helped to transfer business processes to the Docsvision 5.4 system.

Plans for development of EDMS

The organization of legally significant exchange of unformalized electronic documents by integration of EDMS Docsvision with operators of e-document flow will become the next large stage of development of an electronic document management system. Thus, the company will be able to exchange any unformalized external and internal documents with the suppliers, partners, clients deleted with divisions without quitting the Docsvision system, using the qualified electronic digital signature.

2012: Implementation of EDMS based on DocsVision

Digital Design completed the project on system implementation of electronic document management based on DocsVision 4.5 for RKS-power LLC.

Solution

Within the project the command of IT integrator automated processing of the entering and outgoing correspondence, approval of agreements, orders and orders. New EDMS in which more than 100 users work provided transparency of processes of document flow and control of execution of instructions.

It is worth reminding that earlier the enterprise operated the EDMS Case.

Opinion

"17 branches located in different points of the Leningrad Region are a part of our company, - Sergey Arkhipov, the Chief information officer, RKS-power explained. - The information volume which they exchange constantly grows, as well as the number of the documents addressing in divisions. With respect thereto there was a question of change by the EDMS set earlier which is not conforming to the current requirements to processes of document flow in the company. As a result of comparison of different platforms we made a choice for benefit of DocsVision".

Oleg Greshnev, the director of the department of corporate systems, Digital Design, told: "Certainly, stability of internal business processes and, first of all, the adjusted document flow system operation is necessary for such company as RKS-power. The functionality of the implemented solution based on DocsVision 4.5 completely meets these requirements. Due to the translation of many internal documents in a paperless type and also possibilities of mailing of electronic copies of materials, expenses of the company on paper will be cut down up to 80%. Moreover, significant saving of time and work of employees on performing transactions on processing and document registration, search of necessary information will allow to raise considerably the overall level of company performance in general".