Functionality
- Access to the employee's personal account: aggregation of tasks, documents, business process catalog
- Processing of incoming documents and citizens' requests:
- creating a printed form of the appeal card
- QDS signing of resolutions, printed form of the resolution with information about the signatory's QDS
- support for automatic detection of the addressee (with the possibility of change) depending on the type-subtype of the incoming document
- support for automatic creation of a draft resolution (with the possibility of change) depending on the issue-subissue of the incoming document
- barcoding support
- archiving
- Processing of source documents: option for creating documents according to a template, approval and signing, registration, option for sending via the SEI EB system, archiving
- For responses to incoming documents:
- automatic detection of the counterparty, affiliation to incoming document
- automatic detection of the outgoing document signatory (with the possibility of change) by addressee in the incoming document
- automatic detection of the outgoing document approvers (with the possibility of change) by preparers in the incoming document
- Internal documents: official correspondence, processing of protocols, resolutions, decrees, orders, accounting, personnel documents, etc.
- Document approval route designer: parallel, sequential, mixed
- Support for document templates and option for collaboration on a draft document
- Document lifecycle management: creating, saving, editing, adding files, version control, registering, approving, signing, executing, archiving, transferring, etc.
- Integration with the SEI EB system:
- receiving incoming documents from the SEI EB, automated verification of the completeness of the document package and the signatory's QDS
- notification of delivery, receipt, registration, refusal to register an electronic document by the addressee
- transfer of outgoing documents to the SEI EB system, automated verification of the presence of the outgoing letter file and the correctness of the signatory's QDS
- Document scanning module directly to the system without first saving a scanned copy to your PC
- Attribute search for documents, including full-text search (by document content) with the ability to save search templates for generating operational reports
- HR management module
- Support for replacing manager assistants
- Event calendar with the option for planning events and booking the necessary resources for their implementation (equipment, assembly halls, meeting rooms, etc.)
- A personal reception of citizens by the management
Implementation results
Implementation softXspace Government Document Management System for Government allowed automating the processes of office management and internal document management, accelerating the performance of routine work by employees, minimizing errors when working with documents, improving performance discipline of employees, reducing the cost of printing documents, and accelerating correspondence with other organizations through the SEI EB system.
The system was implemented as part of the USAID's Democratic Governance in the Eastern Ukraine Project
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