Implementation of the Documentolog EDS in the Joint Stock Company "Khabar"

Mass media and information technology in today's age have a fundamental impact on all areas of human activity. The speed of transmission and search for legally significant documentation is a top priority for this type of activity. It is precisely through the effective execution of tasks in the shortest possible time that the development of information corporations does not stand still. The Joint Stock Company "Khabar" is a media holding of electronic mass media in the Republic of Kazakhstan. Information programs occupy two-thirds of the broadcast time, which is why the automation of document management in the company was included in the top priority tasks facing them. The main aspect, as for many other companies, was the rational allocation of the budget and a significant reduction in costs. According to statistics, about 10% of the organization's revenue goes to the maintenance and movement of paper document flow. The time spent on working with documentation exceeds 60% of man-hours in the organization. The EDS (electronic document management system) "Documentolog" met all the necessary requirements of the Khabar Agency regarding process optimization. The main tasks set were:

• increasing the efficiency and speed of working with documents and, consequently, improving manageability and increasing the transparency of document-oriented business processes;
• systematization and unification of document handling technology;
• increasing the speed of document search and processing, eliminating document duplication;
• the ability to determine the status of a document at any moment in its life cycle and identify responsible employees for document execution;
• reducing costs associated with document flow and document management;
• eliminating document loss and reducing the number of errors when processing large volumes of documents;
• reducing unproductive labor costs of the Client's employees;
• enhancing control over executive discipline;

According to the contract, upon completion of the tasks set, the largest implementation in the Joint Stock Company "Khabar" was completed on time. More than 1200 users of the system were locally licensed. Staff training was conducted for system administration and support. The system's performance does not decrease under peak loads and database growth. Document versioning support has been configured, allowing different types of standard documents to be stored for a long time. Simple and effective search in the electronic archive and database has been individually configured at the client's request. Integration was carried out with the user directory (Active Directory), with the organization's corporate email system, with "1C" for the transfer of registered personnel orders, and with the EDS of LLP "Management Company "Kazmedia Ortalygy".

The System included the following subsystems:

• EDO Document Flow (full automation of document management, management of the life cycle of any standard document);
• Financial Documents (financial memos, advance reports, etc.);
• Personnel Document Management (personnel memos, employment contracts, applications, etc.);
• Legal Documents (legal memos, standard contracts, agreements, etc.);
• Control Panel (system administration: monitoring, management, configuration, etc.).

The software of the "Documentolog" system includes general system and application software tools. A fault-tolerant configuration, with the implementation of all necessary functions and settings, according to the internal legal regulations of the Joint Stock Company "Khabar". To protect investments, the created System ensures the independence of developed applications from the software and hardware platform, i.e., when manufacturers release new, more powerful versions of equipment and general system software, the applications should remain operational without the need to change the source codes or software interfaces.

The implementation and collaboration with the Khabar agency has become one of the largest and most significant events for our company. The experience gained during this work and the specifics of this organization have provided a tremendous impetus for the limitless development and improvement of the Documentolog electronic document management system.  

Automate your business processes with Documentolog EDS!