The structure of public institutions is very complex and has a huge document flow volume. This document flow can be divided into external (incoming and outgoing correspondence) and internal, which includes orders, memos and documents related to the planning of staff, as well as several other types of documents. In fact, a particularity of such institution is a necessity to document every "step" in a document flow. The huge volume of document flow can be estimated by a simple count of the amount of paper which the institution spends in a month, for example. If we take into consideration the cost of the printing and copying equipment we will get a much greater amount.
It is necessary to take into consideration the time spent on the preparation of such documents, their confirmation with management, management signature and acknowledgement the staff with the document. Nowadays, when the efficiently of public institution work and decreases of costs are the most important goals, it is impossible to work without electronic document flow. To date, there are a lot of such systems, but, in most cases, they are hard to work with, their structure is confusing and complicated. As a rule, the implementation of such systems is complicated and it's hard to train personnel as because of that the implementation stops at that level.
Unlike other systems, the system for efficient electronic document management bb workspace which is developed by Double B Inc. is simple in implementation and interface. It has all the necessary functions to organize the electronic document flow. Plus, the program consists of logically separated visual layers, three of them are bb docflow - layer of the major document management work ; bb crm - information of the companies contacts; bb staff - information about employees and their files. The forth layer, bb budget, designed to control the financial discipline and (although it doesn't have a direct relationship with the document flow) allows to keep in control every cent, which is very important in public institutions.
Creating, searching and the flow of the documents with the help of this system not only significantly save time, but also improve the quality of documents. The built-in templates allow to automatically fill in all necessary details, including the address of the recipient of the document.
The system is based on modern client-server technologies that provides a reliable safety of the documents, high degree of information protection and the ease of administration of user's right to access the information.
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