Fifteen useful little things for electronic document management
Hello! In touch with specialists of Sberbank Leasing. A huge part of our work is related to documents, so it is in our interests to constantly improve our COURT - document management system. Until recently, she was, frankly, not the best assistant and took a lot of time and effort. There was no single electronic repository, automated scanning and verification of documents, as well as control of the availability of originals in the archive.
There was no ready-made solution that could solve all three problems on the market, so we started work on our own project “Electronic DOC.office”. We will talk about what happened in this post.
In short, our COURT is a personalized project in which several information systems are interconnected: Navision, IBM Filenet and the ABBYY suite of solutions.
Navision is our key ERP system in which all processes are recorded: from the coordination of official notes to the formation of internal documents. All employees of the company work from Navision - from the secretariat to financial services. We develop and support Navision on our own, we have a large team of specialists.
IBM Filenet is our document repository in which all electronic files are generated.
Project dossier
ABBYY solution package is designed for document recognition. It includes a data recognition subsystem and an information input subsystem (or a scanning station). We have long maintained partnerships with ABBYY, and, if we evaluate the market, this was the only sufficiently functional candidate who could cope with our requirements.
Here is a brief algorithm of the "Electronic DOC-office":
The general scheme of work is quite simple. But in order to make our court system convenient, we had to improve all key work processes. We will describe everything in order.
Quick card creation. Now it’s enough to enter the TIN or PSRN in the card, and all other information is filled in automatically. This speeds up the work, helps to avoid the introduction of incorrect data and duplication of cards.
Leasing agreement, where it is possible to automatically fill in the fields
Personal responsibility. Now, each client in the system is assigned a manager who is responsible for the relevance of data and documents. This helps to avoid data confusion and to receive timely information about contractors.
Formation of the dossier of the client and the supplier
A single dossier.A single dossier structure for each counterparty (client, supplier, guarantor) has appeared that is available for general use. Also, all downloaded documents are easy to identify and find in electronic storage. No more chaos.
Reduction of paper workflow. Prior to the introduction of the new system, we spent large amounts on sending and storing paper files. At a new stage, we abandoned some of the documents on paper in favor of scanned copies.
ABBYY Scan Window
Controls the validity period of documents. Previously, we did not know for sure whether the documents uploaded by us were relevant. Now expired documents are highlighted in red.
Standards for the quality of scans and a single format. The ABBYY system contains requirements for the format and quality of scanned copies of documents.
Fast stitching documents. We have simplified the requirements for stitching contract documentation, and the scanning process now takes not a quarter of an hour, but only three minutes. Uploading documents to the dossier is also much faster than before.
Formation of contract documentation
Automation. Now employees need to make the minimum number of revisions to contracts and project cards, the system will do most of the work itself.
Convenient navigation. An orderly structure convenient for employees appeared in the project documents.
Quickly fill in the fields. The development of the Navision system and the refinement of the templates for contractual documentation allowed us to reduce the time it takes to fill in the fields after the contract is unloaded.
Automatic bar coding. The introduction of this function excluded “manual” data verification. The system compares documents and generates verification results in just three minutes.
Quick search and upload of documents. If earlier there was a task to unload all contracts for a certain period, then it was necessary to unload each document manually. Now, thanks to mass unloading, the system does everything on its own.
Window for comparing documents
Approval queue
Viewing archived documents online. To familiarize yourself with an archive document, just find it in the system. The electronic archive stores all project documents created from the beginning of the company to the launch of the project.
Fast document registration process. Here again, the bar coding system helps out; it is also taken into account in the paper archive.
Electronic inventory of documents. Instead of the usual paper-based inventory, we introduced its electronic counterpart. You can interact with archive employees about documents through the Navision system. We also developed a register of signed contracts to control the provision of documentation to the archive.
We have outlined a certain number of different improvements that work great for us. We hope our ideas will help you improve your own court system.
So far, we are tracking the emergence of new versions of the systems included in our COURT, and we are trying to immediately introduce them. We are also engaged in the integration of two new large systems in Filenet - in the near future electronic storages will work not only with Navision, but also with other implemented systems.
We will be happy to answer your questions on document management systems and their improvement in the comments.
There was no ready-made solution that could solve all three problems on the market, so we started work on our own project “Electronic DOC.office”. We will talk about what happened in this post.
What our solution consists of
In short, our COURT is a personalized project in which several information systems are interconnected: Navision, IBM Filenet and the ABBYY suite of solutions.
Navision is our key ERP system in which all processes are recorded: from the coordination of official notes to the formation of internal documents. All employees of the company work from Navision - from the secretariat to financial services. We develop and support Navision on our own, we have a large team of specialists.
IBM Filenet is our document repository in which all electronic files are generated.
Project dossier
ABBYY solution package is designed for document recognition. It includes a data recognition subsystem and an information input subsystem (or a scanning station). We have long maintained partnerships with ABBYY, and, if we evaluate the market, this was the only sufficiently functional candidate who could cope with our requirements.
Here is a brief algorithm of the "Electronic DOC-office":
- Through ABBYY, managers scan documents. There is a filling of their attributive structure.
- Documents and the completed attributive structure are stored in the Filenet electronic repository.
- Documents and attribution are displayed in Navision.
Devil in detail
The general scheme of work is quite simple. But in order to make our court system convenient, we had to improve all key work processes. We will describe everything in order.
Creating and filling out a counterparty card
Quick card creation. Now it’s enough to enter the TIN or PSRN in the card, and all other information is filled in automatically. This speeds up the work, helps to avoid the introduction of incorrect data and duplication of cards.
Leasing agreement, where it is possible to automatically fill in the fields
Personal responsibility. Now, each client in the system is assigned a manager who is responsible for the relevance of data and documents. This helps to avoid data confusion and to receive timely information about contractors.
Formation of the dossier of the client and the supplier
A single dossier.A single dossier structure for each counterparty (client, supplier, guarantor) has appeared that is available for general use. Also, all downloaded documents are easy to identify and find in electronic storage. No more chaos.
Reduction of paper workflow. Prior to the introduction of the new system, we spent large amounts on sending and storing paper files. At a new stage, we abandoned some of the documents on paper in favor of scanned copies.
ABBYY Scan Window
Controls the validity period of documents. Previously, we did not know for sure whether the documents uploaded by us were relevant. Now expired documents are highlighted in red.
Document scanning
Standards for the quality of scans and a single format. The ABBYY system contains requirements for the format and quality of scanned copies of documents.
Fast stitching documents. We have simplified the requirements for stitching contract documentation, and the scanning process now takes not a quarter of an hour, but only three minutes. Uploading documents to the dossier is also much faster than before.
Formation of contract documentation
Automation. Now employees need to make the minimum number of revisions to contracts and project cards, the system will do most of the work itself.
Convenient navigation. An orderly structure convenient for employees appeared in the project documents.
Quickly fill in the fields. The development of the Navision system and the refinement of the templates for contractual documentation allowed us to reduce the time it takes to fill in the fields after the contract is unloaded.
Verification of signed documents
Automatic bar coding. The introduction of this function excluded “manual” data verification. The system compares documents and generates verification results in just three minutes.
Work with the electronic archive of documents
Quick search and upload of documents. If earlier there was a task to unload all contracts for a certain period, then it was necessary to unload each document manually. Now, thanks to mass unloading, the system does everything on its own.
Window for comparing documents
Approval queue Viewing archived documents online. To familiarize yourself with an archive document, just find it in the system. The electronic archive stores all project documents created from the beginning of the company to the launch of the project.
Storage of documents in a paper archive
Fast document registration process. Here again, the bar coding system helps out; it is also taken into account in the paper archive.
Electronic inventory of documents. Instead of the usual paper-based inventory, we introduced its electronic counterpart. You can interact with archive employees about documents through the Navision system. We also developed a register of signed contracts to control the provision of documentation to the archive.
So what?
We have outlined a certain number of different improvements that work great for us. We hope our ideas will help you improve your own court system.
So far, we are tracking the emergence of new versions of the systems included in our COURT, and we are trying to immediately introduce them. We are also engaged in the integration of two new large systems in Filenet - in the near future electronic storages will work not only with Navision, but also with other implemented systems.
We will be happy to answer your questions on document management systems and their improvement in the comments.