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'Creeping revolution' in the system of paper record keeping to EMS

Familiar situation: an office full of shelves with stack of papers, different folders, a lot of employees and they are busy keeping records and document flow.

For years all record keeping in Russia was a paperwork. With the development of new era of IT technologies some elictronic programs start to appear which allow to automate to a certain level the manual paperwork. Time of combined papaerwork and electronic programs started. The process was launched; the commercial companies started to use electronic document management. Untill now the use of these programs was limited to automation of preparation, approval, execution of the document, in fact, in the very begining of document life cycle. With the development of a new product bb workspace in EMS the life cycle of a document became fully automated.

Many skilled professionals of the old school can exclaim: why should we use the system of electronic document management if we alreadyhave relaible paper record keeping system, it saved the documents, everything is files in folders and we don't need to educate our personel. On one hand they could be right, but just imagine how much time it takes to write a document by hand, search of a client, registry and distribution of documents, all the work that staff does with paper record keeoing. And during the reporting period? How much time it takes to prepare documentation and report following a set standard? The use of EMS allows to significantly reduce time and financial costs. With the use of EMS the following tasks are now much easier to perform:

timely processing of all required documents
quality control on all stages of the document flow
tracking the location of the document in any stage
control over task performance

In addition, the execution of some tasks requering employees attention now is automated:

sending documents and notifications
control over the documents
communication between the employees within the organization and with the partners

Conclusion: The use of bb workspace which combines the traditional paperwrok with electronic document management is capable to put any company on a new level of organization and systematization of internal activities, which in its turn, leads to increase profit. This is the goal of every manager, isn't it?

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Advantages of the integrated bb workspace system

Integrated client-server

Integration of "client" and "server" in bb workspace can never install any additional software on users' PCs, and lets to work with the web-version using only set the Web browser.

SMS-notifications

Notification center bb notice with flexible notifications and reminders set up via email and SMS is included in standard package of SED.

Random article:

Specific details of Document Flow in Governmental Organizations and Its Automation

There are a lot of dofferent documents in the governmental organization, such as orders, requiring a written answer, periodical reports, written applies of individuals, information requests, etc. Internal official correspondence is also rather heavy compared to the one in a private company.

Moreover, the structure of governmental organizations and of the path of, for example, request from an individual, is quite compilcated. First, the document is registred by the secretary or by the entire department which takes care of incoming and outgoing documents as well as the control over their execution. Then, once a day (as a rule) the documents are sent to the manager, the manager puts his resolution and assign an executive, who is, as a rule, one of his deputies who is responsible for a specific work sector. Then, the execution of the document becomes the responsibility of one of structure heads and only after that the final executive is assigned. it takes minimun 2-3 days for the document to reach the executive. Every document must strictly meet the deadline and which such an organization it becomes very problematic to control its execution.

The implementation of the bb workspace system will not only accelerate the process of document flow but also will provide a complete control over its execution. The pattern of work in bb workspace and its visual layer bb docflow is rather simple. The incoming doument is scanned by the secretary and is put in the system with a deadline and then immediately the document is sent to the manager. it is quite natural that the manager will assign the executive immediatelly not waiting for the pile of documents to grow. As soon as it's done, the document is available for the executive, while the above-descibed path may time monutes. With the help of bb workspace it is possible to entirely control the document flow on every stage. The bb workspace can archive and store the documents, can prepare documnts using different templates, and many other functions.

it is worth noting the simpicity of the implementation of the system thank to the well-designed interface every user can start working with it which is important for governmental organizations.

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