Office program. Electronic office. Sending letters to correspondents

Large companies annually conduct correspondence with tens of thousands of counterparties, and thousands of employees create internal documents. Part of the correspondence may be received and processed in paper form. E-office systems help companies increase their efficiency by several times and form a single repository of all documents.

"Office" covers the entire cycle of working with paper documents: from input and registration to submission to the archive. Functionality is fully consistent Russian standards office work, allowing you to automate most of the "manual" operations.

Maintaining the nomenclature of cases and registration logs

The approved composition of the nomenclature of cases is maintained in a special directory of the system. In the case of decentralized accounting of documents, places of registration within structural divisions are provided.

Case nomenclature

When preparing documents for transfer to the archive for each nomenclature case, you can automatically print the cover of the case, as well as an inventory of documents. The time to prepare for archival storage and search in the archive is reduced several times.

Registration of documents

To enter a document in DIRECTUM, fill in the required fields of the registration control card (RCC), and the registration number will be assigned automatically. A flexible numbering system allows you to assign a number to a document in the context of each registration log arbitrarily and automatically. The number may include a department code, a journal code, and any necessary details. With the implementation of the solution, the average time for registering documents is reduced by 35-50%.

RKK example

RKK contain primary data (subdivision, date of registration, registration number, etc.), as well as information about the status of any paper document, for example, its location. When moving a document between departments, each place of registration has its own RSC. You can track the movement of a paper document within the company along the chain of created RCMs.

You can also attach a document or its scanned image to the RKK. For the rapid entry of a large volume of documents, the streaming input service DIRECTUM Capture Service is used. She supports various ways entering documents: capture from e-mail or from the file system (for example, from a scanner).

The function of creating the RCM and filling in the data can be transferred to the intelligent mechanisms of Ario. Having received the document, they independently classify it, recognize the text and fill in the RKK with the extracted meaningful information. The clerk can only check the correctness of filling. This allows you to further reduce the time for registration and reduce the number of routine operations.

Consideration and execution of incoming documents

After registering the incoming document, the clerk sends it to the head for consideration in a couple of clicks. Based on the results of consideration of the document, the secretary or the head himself form instructions for the document.

If the leader has an assistant, the preliminary review of the document with the preparation of a draft resolution is performed by his assistant. The leader can only approve the draft resolution and send instructions for execution.

In the process of executing orders, the following is ensured:

fixing correspondence on execution;
the possibility of delegation and sending for revision;
control of deadlines, requests for a new deadline.

Supervisors track performance visually. All participants in the work have access to a brief summary that reflects the status of related tasks.

Quest tree

Sending letters to correspondents

The solution is closely integrated with the "Exchange with counterparties" module. Once an outgoing letter has been approved, it is easy to send it to recipients through document exchange systems - this eliminates the need to repeatedly print a document and reduces delivery costs.

In addition, for outgoing documents, you can specify a mailing list for organizations and automatically send emails recipients or print envelopes that meet the standards of the Russian Post.

Envelope printing

Preparation and familiarization with organizational and administrative documents

Registration and sending for approval of administrative documents is fully automated. It is enough to fill in the necessary data in the action wizard, after which the system will generate a document and send it to the necessary employees for approval and signing:

After signing, the organizational and administrative document can be sent to interested employees for review. To do this, you need to fill out a mailing list in the RKK. This list can also be used in the future to distribute another document.

Employees from the mailing list receive tasks to familiarize themselves with the document. In the DIRECTUM system, to confirm familiarization, it is enough to complete the task. And if a task is sent to get acquainted with a document that is not entered in the system, then this is indicated in the text of the task and the performers get acquainted with the document in paper form.

Search and analysis

According to the known details, both the electronic document itself and its RSC can be found along with information about the location and stage of execution of the document.

Search by RKK

Find quickly desired document together with the RKK, it is also possible by a barcode on a paper analogue of the document. Thanks to the fast identification technology, the barcode is read by a special scanner, after which the system automatically finds the document and related jobs.

Action window for found document

To analyze the efficiency of users' work, the system provides specialized reports: "Familiarization list", "Control of the timing of the execution of orders", "Statistics of the execution of orders", "Documents to be returned", etc.

Report example

The web client can be used in remote offices of a geographically distributed organization or as the main client, providing cross-platform and ease of administration. All you need is internet access to work.

Incoming RKK in the web office

Implementation effect

Using the solution, employees will receive orders and instructions for execution in a timely manner. Execution control management decisions becomes completely transparent.

To a minimum reduces the risk of losing documents
2 times the time for preparing and approving an outgoing letter will be reduced
12 times speed up the search for the location of paper documents
2 times the preparation of information to the management for the execution of instructions will be accelerated
By 20% increase the execution of instructions from the management

Typically, the burden of ensuring "paper" document flow and monitoring the execution of instructions falls on the organization's divisions involved in office work: the office, case management, as well as those responsible for office work in structural divisions. It is for them that the “Office” module of the DIRECTUM electronic document management and interaction management system is intended. This module makes it easier to perform routine operations for processing paper documents in accordance with the requirements of the GSDOU, on which the traditional Russian office technology is based:

unified registration of all incoming and outgoing correspondence, as well as internal documents using registration and control cards (RCC);
registration of the location of a paper document at any stage of its life cycle: consideration by management, approval of the draft document, execution, etc.;
control over the timely execution of instructions, resolutions and instructions of the management;
write-off of documents in the case in accordance with the nomenclature of cases adopted in the organization;
quick search for the necessary information on the status, availability, movement of paper documents;
obtaining the necessary standard forms and magazines, and statistical reports organization's document flow.

In addition, the "Office" module allows you to organize the exchange between different organizations. With this exchange, it is possible to use electronic signature(ES), and special mechanisms of the system allow you to control the delivery of documents. Exchange principles are based on industry standard exchange electronic documents"Interaction of automation systems for documentation management", approved by the Guild of Document Managers.

Maintaining the nomenclature of cases and registration logs

Flexible numbering system allows you to assign a number to a document in a section electronic journal registration. For each journal, an arbitrary method of automatic numbering of documents within the journal is set. The number may include a department code, a journal code, and any other necessary details.

When preparing documents for transfer to the archive for each nomenclature file, you can print the cover of the case, as well as an inventory of the case documents, which significantly reduces the time for preparing documents for archival storage.

Registration of documents

To register documents in the "Office" module, registration and control cards (RCCs) are used, which contain all the primary data (correspondent, organizational unit, representative of the organization, date of registration, registration number, subject and summary document, method of delivery, etc.), as well as the necessary information about the status of any paper document of the organization (location, state of execution, etc.). For outgoing documents, you can specify a distribution list for organizations.

The system implements the possibility of registering documents from both organizations and citizens.

For organizations using decentralized registration of documents, the system uses registration places - workplaces of secretaries and office staff. Each place of registration may serve one or more divisions. According to the places of registration, it is possible to differentiate access rights to data.

When moving a document between departments, each place of registration can have its own RSC. Thus, a RKK chain appears, along which it is possible to track the movement of a paper document not only between employees within a department, but also between departments. In addition, through the RSC, the interconnection of the registered documents of the system is carried out among themselves, such as: “In response to”, “In execution”, etc.

The registration procedure is simple and consists in filling in the required fields of the RKK, while the registration number is assigned automatically.

When registering directly from the RKK, it is possible to enter a scanned (electronic) document into the "Electronic Documents Management" module with its automatic attachment to the RKK. For the prompt entry of a large volume of documents, the system input services are used, which ensure the in-line entry of documents into the module. In the future, the RKK, as well as the entered electronic document, can be easily found by the barcode on the paper analogue of the document, thanks to the technology of rapid identification built into the system.

According to the RKK, logs of incoming and outgoing documents are printed. For outgoing documents, you can automatically generate and print a sticker on the envelope.

Movement and execution of documents

After registration, the incoming document goes through the stages of consideration, resolution, control and execution of the document. At the same time, further work of executors with the document can be carried out completely in in electronic format. This greatly reduces the time spent by performers and prevents accidental loss of the original.

Depending on the style of work of the manager, the document is considered by him either in paper or in electronic form.

Based on the resolution issued by the head, the document can be put under control with the appointment of executors, instructions and deadlines. For executives who work with the Business Process Management module, the secretary or the manager himself can quickly create a task directly from the RKK. Working with tasks makes it possible to use to the fullest extent the possibilities of the system for monitoring the execution of instructions, such as: fixing the full correspondence on the execution of instructions; the possibility of sending for revision; flexible routing settings, etc.

Subsequently, for tasks related to the RSC, you can quickly recreate the history of work on the document, the approval procedure, and the rationale for the decision.

If the "Office" module is used independently, all instructions issued to the performers are entered by the secretary in the RSC of the document, after which their timely execution is monitored. At the same time, for non-automated users, instructions can be printed.

When working with electronic documents, all movements of documents are carried out through tasks, while the location of a paper document at any time is recorded on a special tab of the RKK. This allows you to quickly find the paper original of the document through the RKK. Work with outgoing and internal documents is based on the same principles.

Exchange of electronic documents between systems

With the help of the system, it is possible to organize the exchange of official, legally significant electronic documents between organizations. The exchange of documents is based on the use of the industry standard for the exchange of electronic documents "Interaction of automation systems for document management", approved by the Guild of Document Managers.

Documents can be exchanged between structural divisions one company (holding), and between independent partner organizations. In this case, the parties to the exchange can use different systems electronic document management or not work with such systems at all.

If the exchange is made between divisions of one company (holding), then work with documents takes place in the modules "Electronic Document Management", "Business Process Management" and "Office". If the exchange is between third parties, then the electronic document is exported from the system to an ESD file. The second party can either import an ESD document into its own electronic document management system (provided that this format is supported by this system; the ESD format is open), or use the freely distributed program DIRECTUM OverDoc to work with an ESD document. DIRECTUM OverDoc allows you to view the document, its attributes and all the ES with which the document was signed, including the authenticity marker.

Search and analysis of information

From the moment of registration of any document in the system, you can find both its registration card, along with information about the location and process of execution of the document, and the electronic document itself.

The system searches for registration numbers, the correspondent, the author of the resolution, as well as all the requisites of the RKK and their arbitrary combination.

In addition, the system provides specialized reports that significantly increase the efficiency of users' work: Documents under consideration, Overdue orders, Documents to be returned, etc.

Web module "Office"

The "Office" web module is designed to automate work with official paper documents, such as administrative documents, incoming and outgoing letters, instructions, memos and memos. Facilitates the handling of paper documents.

Processing of paper documents is carried out in accordance with the requirements of the GSDOU, on which the traditional Russian office technology is based.

The web module "Office" is aimed at solving the following tasks:

unified registration of all incoming and outgoing correspondence, as well as internal documents, using registration and control cards;
control over the timely execution of instructions, resolutions and instructions of the management;
quick search for the necessary information on the status, availability, movement of paper documents;
obtaining the necessary standard forms and journals, as well as statistical reports on the organization's workflow.

The basis of the web module "Chancery" is made up of reference books "Registration and control cards", "Assignments for the RRC", "Nomenclature of cases".

Benefits of integrating the "Office" module with other modules of the system

Thus, thanks to the interaction of the modules "Electronic Document Management", "Business Process Management" and "Office" within the unified system an increase in the efficiency of the organization's work is ensured in full compliance with domestic traditions and office work standards. All mechanisms provided by each module can be used in various combinations of "paper" and "electronic" stages of working with documents. At the same time, the traditional "paper" office work harmoniously fits into electronic document management organizations with developed horizontal connections.

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