Rostelecom Urals transferred 1.5 million agreements to electronic archive based on Docsvision

The project of transition to electronic archive and workflow automation in macroregional branch "Ural" of PJSC Rostelecom was implemented in 2017.

1.5 million agreements are already transferred to electronic archive of the Ural branch of Rostelecom based on Docsvision

About the Project: digits and facts

• Project deadline – 1 year.
• The amount of archive fund is 11.6 million cases of subscribers (paper archive).
• Transfer of the existing archive in a new system. 1.5 million agreements, 3 million documents, 237 thousand scans are loaded into a system Archive based on Docsvision.
• 200 users of a system: staff of archive (specialists, chief specialists and also chief specialists in all branch "Ural"), sales department specialists, financial and economic block and not only.
• System response to opening of a card - no more than 3 seconds.
• Integration of a system of archive with billing and CRM.
• The project is implemented on the Docsvision 5 platform.

Prerequisites

The project began to automate due to the need work with a large number of archive client documents among which there are agreements, statements, acts, letters, municipal contracts, marriage certficates, powers of attorney, constituent documents, certificates, additional agreements, etc.

The lack of automation of acceptance, accounting and search of these documents led to high labor costs of specialists on the maintenance of archive.

Help. The macroregional branch "Ural" includes Ekaterinburg, Perm, Branch in the Tyumen and Kurgan regions, the Khanty-Mansi, Chelyabinsk and Yamal-Nenets branches.

In each branch there was a paper archive (it remained and now), search was performed manually according to the scheme of document storage. Account was kept in Excel where the report on results of work of Archive also formed. Automation was executed only in one of branches, it was impossible to scale the used system on all branches. The decision to select a new single platform for implementation of the centralized solution was made.

The department of archive was an initiator of the project and the functional customer of the automation system.

Choice of the platform and integrator

The final choice of the Docsvision platform from several options was influenced by a number of factors among which direct participation of the company vendor (DocsVision) in pre-sale preparation, existence of successful cases with similar projects at other customers and also presence in Yekaterinburg of the reliable partner on implementation - Paradok companies.

Project Tasks

• Electronic archive for the documents which are already saved up by the company
• The automated document handling, coming to archive, check of correctness of data
• Accounting of documents in a system
• Quick search of documents in a system
• Access to a system directly without requests in Archive, including mobile access
• Reporting under performing discipline
• Integration of archive with other IT of the company

Project Implementation

• 3 Wednesdays - a development environment, the environment of testing and the production environment are unrolled.

Existence of three environments – the requirement of the customer. It is an indicator of the standardized approach to implementation and service of systems, high requirements to security and fault tolerance inherent only in big customers.

• Mechanisms of automation of import of documents according to registers of the arriving documents were developed: hands-off processing of entrance files, with simultaneous intellectual search of similar documents in the AS system Archive or in adjacent billing systems.

There is an Excel form which is imported to a system, the card – the register of import with certain characteristics is created. Further on every line from the register there is data processing – check on correctness, search of the available agreements in details in the AS system Archive and in billing, comparison. Then the specialist with the processed lines checks whether all is correct, and makes the decision – to enter these data into the system or not. If to enter – that to what folder, all together or separately – etc.

• Storage system of documents according to the scheme "branch-point of archive-the premises-a rack-the shelf-the folder-the register documents/agreement-the document" and mechanisms of management of these elements.

A system allows to understand unambiguously, the paper version for each document brought to a system is stored where exactly (paper versions need to be stored at the moment). There is even a special mechanism which shows the map of the premises and the location of that required document on the card.

Step 1. Search of the document.

Step 2. Search of number of the shelf.

Step 3. The location of the shelf in archive is highlighted.

• Mechanism of destruction of documents: as in the mode of automatic document retrieval, being liable to destruction by parameters, and on the entering registers of destruction.

• The web client for the staff of the organization intended for independent search of scans of documents (without request address in Archive) and for creation of requests for scanning is configured. Works for those who create requests for skankopiya or looks for them (i.e. external departments, not the staff of Archive).

• The mechanism of management of requests for providing the scan copies of documents – single requests and mass requests (register)

• Data from the existing system are imported.

• Integration with a billing system is made for automatic prefilling of data on the arriving agreements and for termination control.

• Printed forms are developed: acts, document lists in folders and registers, registers, acts and. etc.

• Statistic reports for control of volume of archive fund, a flow of documents and agreements, performing discipline, returns, etc. are implemented.

Staff of Archive uses it to fix the current indicators:

• total quantity of documents and agreements or their quantity in archive for specific date.
• how many it is accepted for the period,
• how many it is returned because of poor provided documents,
• how many documents in the main direction – Archive, or in the second direction – NVD,
• how many it is accepted according to registers of import and how many it was got manually – according to one document, etc.

All this shows results of activity of Archive as divisions and also is verified with the number of the signed agreements: all signed agreements should get to archive, and if the number does not meet – deal with this situation.

Uniqueness of development

It is impossible to call the project standard as practically all business processes, document types and representations were created from scratch.

• Customization based on the new version of the web client is carried out (at that time the version of Docsvision 9).

• In the company the huge archive of documents therefore very serious and long work - both from integrator, and from specialists of Archive of the customer – development of structure of data storage, standardization of document types, identification of features of processing of certain document types and their accounting demanded was saved up. It concerns also creation of reports which precisely would reflect information required to the Customer.

• Integration. In the company a set of information systems is used, not all from which can transfer the information required. During the research and testing data analysis was made and several integration before obtaining all amount of data are implemented.

In MFR "Ural" public joint stock company "Rostelecom" complex structure of information systems. Many ICs are united in the common bus of data – this data bus just serves for information transfer between systems. Intention to be integrated with one system was initial, but after accomplishment of a number of works it became clear that a part of information is unavailable (for example, information on an account balance on the agreement which is necessary for determination whether it is possible to destroy the agreement from archive or not). The integration mechanism was remade.

• Approach to document storage in different branches differs in this connection the structure of data storage was implemented in several iterations, and for the MFR "Ural" different branches different schemes of storage are created.

Examples of process automation, connected with archive

• Single requests for scanning: documents are necessary, for example, to the sales department or on demand from prosecutor's office. The specialist found the necessary documents in archive, scanned, sent.
• Mass requests: for example, to provide scans under all agreements on IPTV for September. Requests came or through CRM, or by mail.

How it works

Now the requesting employee can come into the web interface and to find search the necessary card of the agreement. If there is already a scan – it can be downloaded.

If is not present – that in the web interface is created a request, it gets in a system to the contractor, a system automatically finds the required document and shows where it is stored. The specialist takes it in archive, scans and adds to a system.

Further according to this document requests will not come any more as it is in a system.

Mass requests are normal (a system automatically looks for scans and if it finds, then at once issues and if does not find – creates a task for scanning), and there are requests on inventory (in this case a system completely in the automatic mode checks existence of documents on the loaded register).

During the project special functions were implemented and to consider documents which are in archive, but is not present in a system (i.e. ancient documents) – they will be gradually digitized.

Key results of use of a system

• Decrease in load of specialists of Archive;

• Automation of works on import of documents, to check of correctness of data, search, request processing on scanning, to destruction of documents;

• In the long term at digitization of old archive of documents requests for scanning will disappear at all.

Development perspectives

Scaling of a system on other macroregional branches and integration with CRM which will give the chance to specialists of archive completely to refuse use of CRM and to receive all applications in a single system.