JSC Agency "Khabar"

Mass media and information technologies 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 primary task 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. JSC Agency "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 they face. The main aspect, as with 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 income goes to the maintenance and movement of paper documentation. The time spent on working with documentation exceeds 60% of the man-hours in the organization. The electronic document management system (EDMS) "Documentolog" met all the necessary requirements of the Agency "Khabar" 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 the technology for working with documents;
• increasing the speed of searching and processing documents, 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, the implementation of the set tasks was completed on time in the JSC "Khabar". 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. Versioning support for documents 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" regarding the transfer of registered personnel orders, and with the EDMS of LLP "Management Company "Kazmedia Ortalygy".

The system included the following subsystems:

• 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 JSC "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, applications should remain operational without the need to change source codes or software interfaces.

The implementation and collaboration with the "Khabar" agency became one of the largest and most significant events for our company. The accumulated experience during the work done and the specifics of this organization provided a huge impetus for the limitless development and improvement of the electronic document management system "Documentolog".