Taimyr college began to work in EDMS "Etla"

2020: Implementation of electronic document management

The edge public budget professional educational institution "Taimyr College" began to work in EDMS "Etla". On August 21, 2020 reported about it in Atlas Soft.

In September, 2019 IT specialists of Taimyr college began study of an implementation project of electronic document management for the purpose of formation of secure storage location of documents and automation of processing and approval of documents. After studying of systems presented at the market the solution of Atlas Soft company was selected.

During system implementation of electronic document management specialists of Atlas Soft company conducted examination of the current paper document flow and the existing IT infrastructure of college. During inspection the list of settings which needs to be executed for functioning of a system was approved. From the customer all necessary data were obtained:

• Structure of document storage of college;
• Types and subtypes of documents with the description of their cards;
• The list of users and user groups with the distributed access rights to documents;
• Descriptions of the current business processing of documents;

Due to use of information questionnaires which are filled out with the customer on certain templates, process of inspection of the existing document flow very strongly becomes simpler both for specialists of the contractor, and for the customer.

After carrying out inspection specialists of Atlas Soft on the basis of technical specifications carried out direct setup of a system under the approved requirements, namely:

• Brought to the system of users.
• Created user groups.
• Created structure of document storage in a system.
• Configured distribution of access rights of users and user groups to different segments of electronic archive of documents.
• Brought all necessary reference books to a system.
• Made setup of cards and structure of attributes for the existing document types.
• Configured the approved processing of documents.
• Performed tuning of rules of automatic numbering, automatic naming, automatic placement of documents at their registration in a system. These mechanisms simplify document registration due to minimizing of number of actions of the user of a system.
• Created the necessary list of document templates.

As a result of system implementation of "Etla" the college simplified and made transparent work with documents. Now executives in charge can trace in real time a status of assigned tasks and quickly make corrections if necessary.