OREANDA-NEWS. March 17, 2011. I.T. Co. implemented an ECM system based on BOSS-Referent for the Federal State Institution “The management of construction and operation of facilities Rosgranitsa”. The implementation resulted in automation of document management processes and creation of a common information space dedicated for regional branch offices of the customer.

Until recently, the Federal State Institution “The management of construction and operation of facilities Rosgranitsa” (Rosgranstroy) operated only paper document management that created some difficulties, especially in the interaction of the central office with regional representative offices (branches). For instance, it was not possible to assure relevant control of decision-making processes stipulated by the central office. Thus, at the end of 2009 an open tender was initiated to select a partner for implementation of EDMS system and automation of document management processes at Rosgranstroy.

The ECM class BOSS-Referent system (from the I.T. Group Company “BOSS-Referent”) was chosen to automate document management processes. The main purpose of implemented system is to meet document management challenges, while focusing on automation of decision-making processes, preparation and execution of tender procedures.

Within the project, a common information space was created that connected all employees of the central office with branch offices, document flows between levels were streamlined, procedures for the use of electronic document management as well as a single standard for operating electronic documents were developed. These procedures provide document security, manageability and availability. Additionally, I.T. Co. installed and integrated document management system with a module for stream scanning based on ABBYY’s solution.

Along with system implementation, I.T. Co. developed a training program, trained users to operate the electronic document management system, and currently, in accordance with the contract, provides maintenance support. Presently, 224 workstations are supported by the electronic document management system. 

The implemented project at Rosgranstroy improved transparency of internal processes, established an effective control of decision-making activities, and streamlined processes associated with document management, processing of inbound and outbound correspondence, registration of documents submitted by citizens (stream scanning was implemented), as well as inter-branch workflow. All these measures enhanced work efficiency of Rosgranstroy.