Vostoktsement accelerated work with memos with the help of EDMS Docsvision

2020: Standardization of process of management of memos

On May 6, 2020 the company Docsvision reported that industrial the group "Vostoktsement" accelerated work with memos by 10 times and provided control of accomplishment of tasks from the management using the platform set at the enterprise Docsvision. Several years work with Vostoktsement LLC in to electronic document management system, in 2018 the decision to standardize process of management of memos was made.

As of May, 2020 the electronic document management system based on Docsvision is available to 640 users on all departments and the companies of the enterprise – in it several years automated management of the entering and outgoing documents, organizational and administrative documentation.

Need to standardize processes of management of memos in EDMS arose because of big costs of time for their preparation and approval "in the manual mode". Vostoktsement companies are located in the different cities of the Russian Federation therefore the question of operational approval and execution of documents was particularly acute. The problem of automation was to reduce terms of preparation and document handling, to optimize participation of employees in this process, to develop the document form for each legal entity, to provide control from the management.

As the partner of the project on implementation of "memos" in EDMS the RKIT company which proposed and implemented an optimal solution of the current tasks of the client on already available platform acted. Employees Vostoktsement were trained on functionality of designers of Docsvision and a possibility of their application. All legal entities of industrial group are connected to a system; the template is developed for each legal entity, at the same time the project considers all internal regulations of the enterprise.

Automation allowed to standardize process and to reduce its labor input. Time for preparation and approval of memos was reduced by 10 times, control of stages of work with a note and its timely execution is configured. The performing discipline, and the practices used during the project improved, it is going to apply at automation of other business processing of internal documents of the company.

The project is fully completed in 2019.

"Thanks to the platform process of management of memos was completely automated - it is their creation, approval, a statement and execution. Implementation of the program allowed to pass to electronic document management that accelerated process of exchange of memos, including, with the plants located in different regions", 'Tatyana Polukhina, the document flow, support specialist and development of electronic document management systems of Vostoktsement LLC noted'