"The world of the childhood" independently completed implementation of EDMS

On April 2, 2014 the company "World of the childhood" announced independent implementation EDMS 1C: Document Flow 8.

Project Tasks

At the end of 2012 the company started the choice of an electronic document management system. Before processes of document flow existed in different variations. The paper and files of different formats often acted as the information medium. "Legs", calls, discussions in Outlook acted as the instrument of approval. Some processes of treasury and personnel office-work are partially automated.

Planning implementation of EDMS and having estimated possibilities of products (1C Document flow, Docsvision, DIRECTUM, ELMA and Euphrates), the company selected "1C: Document Flow the CORPORATE VERSION".

Project Progress

Having received a system, having studied functionality of a system, the company made the decision on pilot implementation by own forces on several processes of internal document flow.

Implementation stages:

• Process choice
• Determination of the owner and key persons of process — i.e. determination of role structure of process
• Analysis of regulations of process
• Carrying out a cycle of meetings for formation of process description, process approval
• Test start
• Industrial start

By the end of 2013 we entered into EDMS of 20 processes which were planned for the project. Of course it is not all processes of the company, and at the moment we conduct active work on transition from paper to a system. The effect of use can be expressed both in quantitative and in high-quality expression. I will not load with digits, for an example I will provide only a little statistics:

Project Results

In a year from the moment of the beginning of the project a number of processes of document flow is transferred to a system.

Organizational economic factors:

• Almost on all processes connected with approval time expenditure is reduced to 80%
• The majority of internal documents will be approved only in a system now, therefore there are no costs for paper, a toner, the electric power and printers/copiers
• Since almost all processes are formalized, users almost did not have opportunity to make a mistake, both in filling of the document, and at approval
• From use of EDMS there is an explicit qualitative effect of convenience of ownership of information, decrease in errors, increases in control of executive discipline.