Document Management System — Chortkiv City Council

An electronic document management system that automates outgoing, incoming, internal, and regulatory documents, as well as personal reception and events in the community, and also provides integration with the System of Electronic Interaction of Executive Bodies (SEI EB). The project implements an individual process for each type of document 

Functionality

Incoming documents: processing incoming correspondence, reviewing, executing (preparing a response), progress monitoring
Outgoing documents: processing outgoing correspondence, affiliation to incoming documents, approval and signing, support for document templates
Internal documents: internal correspondence, personnel documents, memos, internal regulatory documents, etc.
Access to the employee’s personal account: aggregation of tasks and documents
Flexible configuration of document templates with the ability to automatically fill in information from the document card
Designer of routes for approving, signing and executing documents, setting up progress monitoring, including cyclic one
Support for document templates and option for collaboration on a draft document
Work with administrative documents: approval and signing, support of document templates, execution, progress monitoring, familiarization
HR module
Document lifecycle management: creating, saving, editing, adding files, version control, registering, approving
, signing, executing, archiving, transferring, etc.
Employee replacement: manager-assistant and manager-deputy
Document coordination: parallel, sequential, mixed
Advanced document search
QDS visualization on documents, and downloading a QDS signed document

Implementation results

The main office management processes were automated
Document processing time by employees (preparation, approval, signing, implementation of resolutions) was reduced
Risks of errors when working with documents were minimized
Performance discipline was improved