Implementation of EDMS in Sberbank saved 1 hectare of the wood from cutting

Electronic document management in Sberbank

Implementation of EDMS

System implementation of electronic office document management (SEODO) in Central office of Sberbank began in August, 2010. The contractor on the project selected Digital Design company, and as a basis of a system the DocsVision platform was used.

On a decision instant about implementation of uniform EDMS in Sberbank for automation of office document flow several systems were used: a system for registration and accounting of the entering and outgoing documents (correspondence with external partners), a system for registration of internal office correspondence between divisions, the system of exchange of transfer of documents between Central office and territorial banks. Along with it paper registers of reception-transmission of documents formed.

In parallel with replication of a system in Central office, SEODO it was implemented on pilot section in Northwest bank. Within these works the solution was modified taking into account specifics of work of territorial banks then replication of the solution and in them began. Replication was executed in several queues. Each queue on average included 3 territorial banks in which implementation went in parallel.

According to Digital Design, after completion of connection of all 17 territorial banks the total number of users of SEODO should be about 50 thousand, and total document flow - to reach 200 thousand documents a day.

As a system is arranged

The single system of document flow of Sberbank represents the geographically distributed solution with the server complexes located in Central office and the office of each territorial bank. At the same time server complexes function independently of each other. Applied interactions between territorial banks and Central office it is performed by means of the module of interfilial interaction which implements functions of exchange of documents and instructions, synchronization of handbook data and so forth.

Technically SEODO supports several candidate solutions of problems of a geographically-distributed structure: connection directly to the system server (as it is made for users of all territories of Central office), connection of remote users through a terminal server, access to documents by means of the "thin" web client.

Actions of users in SEODO are organized by means of the special automated workplaces created taking into account specifics of activity of different employee categories. They provide the simplified access to those functions which are demanded most for this or that category. The automated workplace of the registrar, the clerk, the contractor and the head are created, for example.

The automated workplace of the head provides uniform access point to all necessary information. It considers such features of activity of top managers of bank as lack of free time, the intense diagram, frequent business trips and offside events and allows to work both in online, and in offline the mode. At the same time jobs are implemented not only at workstations and notebooks, but also on iPad tablets.

Effects of implementation of EDMS and failure of paper

In 2013 in Sberbank and also in some of its subsidiary companies implementation of EDMS was complete, follows from the report on corporate social liability for last year published in June. In one year the number of users of this system increased by 25% and reached 100 thousand human. According to the estimates of Sberbank, this measure already allowed to save about 40 tons of office paper that is equivalent to one hectare of the live wood.

In divisions of "subsidiary" of Sberbank - Denizbank - in 2013 also there took place the campaign directed to radical reduction of use of paper for daily office needs. In its framework in all departments of subsidiary bank on printers two-sided printing was by default set, and for employees a ban on photocopying of documents is imposed. The staff of Denizbank at all meetings and working meetings instead of printed materials began to use tablet and portable computers.

Implementation of EDMS in Sberbank and a number of its "daughters" allowed to save about 40 tons of office paper

Besides, in 2013 transition to digital archive was complete."Sberbank Insurance" implemented the centralized printing control system and scanning of documents. Thanks to failure from paper carriers at transfer, processing and storage of insurance documentation it was succeeded to reduce a paper consumption considerably. Each employee has now an opportunity to count quantity of the saved trees in the personal account.

Cetelem Bank, in turn, supports the standard of ecological management of ISO 14000 according to which paper waste is destroyed on industrial Schröder and then go for secondary processing.

According to Sberbank, thanks to this initiative the number of the processed paper waste was 4.3 tons that is equivalent to 74 saved trees. Secondary processing of paper also allowed to save 129,000 liters of sweet water and 8,600 kW of the electric power.