The state transport leasing company works in Directum now

The DIRECTUM company completed in the summer of 2012 an implementation project of the electronic document management system of the same name in the State transport leasing company. At the moment over 15 thousand documents are transferred to electronic archive.

The State Transport Leasing Company (STLC) delivers in leasing different types of machinery and equipment for the enterprises of the transport industry and other spheres of economy. GTLK actively cooperates with profile state departments and the agencies, the leading Russian banks, producers and suppliers of machinery and equipment.

In 2011 the management of GTLK made the decision on implementation of an ECM system which will allow to transfer internal processes of the company to the new level of efficiency. After comparison of several options of automation it was decided to stop on the DIRECTUM system as conforming to all main requirements. It, first of all:

• registration and storage of large volumes of different types of documents (including archive storage);
• transparent control of the signature, time of creation and approval of documents;
• convenient search and sorting of data;
• integration with Outlook i1s;
• remote access to a system via the web browser;
• simplicity and clearness of the interface for users.

Also additional benefit was the fact that the developer company provides the maximum debugging of a system under needs of the company taking into account all specifics of business processes.

The implementation project started in the middle of August, 2011. The CIO, the HR director, financiers, accountants, clerks and responsibles of business divisions entered into the working group of the project.

Within implementation the functionality of Basic system modules of DIRECTUM and also the module "Contract management" was involved. Using the connector from a set of integration tools DIRECTUM Integration Toolset synchronization of data about "1C:Enterprise 8" was organized. Monitoring of project deliverables and further efficiency evaluation of implementation it was performed using the solution "Management of Performance Indicators".

"We went in the non-standard project way, – Andrey Klokov, the manager of projects of DIRECTUM company shares experience, – broke the project into subprojects. Began with automation of works on the entering and outgoing correspondence. The last years in the world the number of projects with negative result increased. We went the way reduction of risk of a failure of implementation. Typed cones, acquainted with a system, provided training of the involved employees and undertook process of approval of the economic agreements which are not relating to primary activity".

According to the director of personnel management Yulia Talysheva, "now in EDMS the companies work all employees, including the CEO. Peak of the users who are at the same time working in a system – 78 people. The main requirements to the system of the top management are fulfilled: setting and control of instructions, resolutions on incoming correspondence, agreement signature and outgoing letters take place in electronic form".

15,209 documents are transferred to electronic archive, full translation of all documentation is planned. In day 65 documents are on average created, from them about 50 are registered. Every day about 100 tasks are initiated. Approval of agreements, the memos entering / outgoing documents happens in electronic form. As for integration of systems, the notification about new tasks to DIRECTUM come to corporate mail of employees, and from 1C it is possible to open documents in EDMS by clicking the link.