Product purpose:

The main purpose of the product is to create the efficient environment of management and operation of the company or organization due to optimization of the existing business processes and change-over to the electronic document flow. Furthermore, the company gets the following opportunities:

  • Team work on the documents;
  • Significant speed-up of search and retrieval of the documents by different attributes;
  • Secure saving of the documents and their convenient storage, as they are stored in the electronic form on server;
  • Improvement of the control over fulfilment of documents;
  • Enhancement of information security due to authentication of users when signing on, allocation of rights to access to information, audit of events and using data cryptographic protection facilities for data storage and transfer, etc.

Scope:

The software product is used as an enterprise system for documentation management and creation of the electronic archive at the companies and institutions, also at the large holdings consisting of several companies. The users of the system are employees of the companies and institutions participating in preparation, fulfilment, review of the documents and control over fulfilment of the documents.

Main benefits:

Comprehensive centralized software solution for automation of the document flow and the archive of the geographically distributed companies:

  • The system is able to automate document flow of the state and commercial companies;
  • The unified system automates the work with the documents inside the facility or in the group of related health care facilities;
  • The system allows exchanging documents between the subdivision of the organization, several organizations or holding structures.

Wide feature set for daily work:

  • Management of all the types of electronic documents (incoming, outgoing, internal and other) and their hard copies;
  • Management of archives of electronic documents and hard copies;
  • Work with the tasks and control over document fulfilment;
  • Creation of the file storage, direct work with the files without a need to work with the registry card;
  • Creation of the reports based on different criteria, etc.

Minimal costs for implementation of the system:

  • The system is centrally deployed on a server, server cluster or in virtual environment
  • Implementation of system of any degree of complexity can be started immediately using a cloud service and transfer it to the corporate network
  • To start using a system, it is required only to enter the accounts of users and information on the organizational chart
  • To start working in system, the users should follow the link in the web-browser and setup a user software using one click setup
  • Flexible functionalities allow to setup system without any programming skills

Powerful processing platform provides fast and fail-safe operation:

  • Horizontal and vertical scalability of the system allows quick connection of new users and new modules;
  • A modern system architecture provides high running speed and reliable performance of system.

 

Functional structure:

Subsystem

Description

Registration of the documents

Registration of the documents by the way of creation of the electronic case report form (ECRF). The document is automatically assigned with a number based on the template given by the administrator and with the current data as a date of the document registration.

The documents are registered in order to control the fulfilment and promptly to use information provided there.

The subsystem ensures the registration of the following types of documents:

  • Incoming;
  • Internal;
  • Outgoing.

Registration of public appeals

The system ensures registration of the public appeals by creation of the respective ECRF. The document is automatically assigned with a number based on the template given by the administrator and with the current data as at the date of the document registration.

ECRF provides a minimal set of analytical information required to review the appeal.

Review of the documents

The subsystem creates the acknowledgment forms, which allows to automate the process of distribution of the documents between the subdivisions and/or employees of the company. The fact of document review is identified by special mark. The letters on review can be created based on the templates.

Control and fulfilment of documents.

The subsystem ensures control and fulfilment of the documents creating electronic task cards with the main attributes, such as: Type of task, Date of task, Parent task, Signed, Prepared by, Terms and Date of fulfilment, Summary, Result of fulfilment, Summary of the result, etc.

The subsystem allows to group task cards by the logic folders under certain attributes, e.g.:

  • Not fulfilled – contains all the tasks being controlled which were not solved
  • Fulfilled – contains all the tasks being controlled which were solved
  • For information – contains all the tasks being controlled which have no deadlines for their fulfilment
  • My tasks – contains task cards where a current user is identified as a main assigned person.

New logic folders can be set up using the options of the subsystem Administration and Setting up.

Preparation and agreement of documents.

The subsystem allows to create draft documents and pass the main processes of agreement and signing, such as:

  • Creation of the draft document card;
  • Submission of the draft to the manager (or managers) for agreement;
  • Creation of the new version of the draft document;
  • Agreement of the document (using an electronic digital signature);
  • Refusal to sign the document specifying the reason of refusal;
  • Signing of the agreed document and its final logging.

The subsystem allows showing the procedure for agreement and signing, and supports an option of parallel and consecutive agreement.

Archiving and nomenclature

Maintenance of nomenclature for each organization for every year.

Document flow

Transfer of the documents between the structural subdivisions/organization branches with re-registration of the documents.

Recognition and context search

Recognition of the scanned documents and context-based search of the recognized document or the document in text format.

Key characteristics of the manager

The key characteristics of the manager allow to review the following statistical information:

  • The status and amount of the draft documents being under the process of agreement and signing;
  • The status of fulfilment of tasks based on the documents registered at the company;
  • The status of fulfilment of tasks based on the documents by the logs;
  • The status of fulfilment of tasks based on the assigned person in charge;
  • The status of fulfilment of tasks based on the types of control;
  • Graphic representation of the relations between the tasks created to be fulfilled and being fulfilled at the organization and other.

The subsystem provides an option to drill down data on performances in the form of registers with the documents.

Statistics and reporting

The subsystem allows to create and to use the reporting forms reflecting data satisfying certain logic conditions (previously given and setup in the respective reporting form).

  • The report on the status of fulfilment of tasks based on the documents for the specified period;
  • The list of the registered incoming documents from the certain reporter for the specified period;
  • The report on the number of the registered documents by the type (incoming, outgoing, internal) in all the subordinated structures of the present company and other entities.

Remote access

The subsystem allows to work via web-access with the individual options of the system, such as:

  • Review of the documents distributed to the current user for fulfilment or review;
  • Mark the fulfilment of task under the document, attachment of file with the results of fulfilment;
  • Review of scan copies of the documents submitted for agreement and signing.

Notification

Subsystem supports the following ways of notification:

  • System message;
  • Email;
  • SMS.

The users can independently choose the events they want to be notified about by the notification message, e.g.:

  • Registration of the documents;
  • Amendment of the documents;
  • Delete of the documents;
  • Assigning a user as a person in charge (associate person in charge) of the task;
  • Sending a document for review;
  • Submission a document for approval / signing, etc.

Administration and setting up

The subsystem provides a standard set of options of the system administration:

  • Allocation of rights to access;
  • Authentication ;
  • Audit;

and setting up options:

  • Set up of logic registries;
  • Maintenance of the reference guides;
  • Printed forms, etc.

Cryptographic security of information and EDS

A software product has a built-in module of the cryptographic security of information used for cryptographic transformation of information (encryption, creation and check of the electronic digital signature, etc.).