« Document management»

The "Document Management" subsystem is designed to automate the internal and external document management of an organization and enterprise.
The subsystem allows you to have access to all documents of the organization and enterprise in any time and in any place. Also, "Document Management" allows you to control the execution of documents and has a flexible panel for setting notifications and subsystem settings.

The subsystem provides the following main functions:

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registration of incoming documents of a general nature (including plans, letters, certificates, information notes, reviews, etc.);
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registration of appeals of citizens and legal entities;
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registration of incoming documents received: by mail, by e-mail (E-mail, EIS KVP), by courier (applicant), from reception, by SMDO, by departmental mail, fax, Atlas-Belarus;
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registration of outgoing documents, incl. in electronic form, sent by: SMDO, by post, by e-mail (E-mail), by courier, by fax, Atlas-Belarus;
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registration of internal documents;
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sending documents for consideration, execution, familiarization, endorsement with the formation of relevant instructions, the formation of messages to users to whom documents are sent;
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setting documents (orders) for control, removal from control;
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attaching electronic documents (incoming, outgoing, internal) (up to 20 Mb) to the registration card, saving them in the system database with protection from changes to the text by users, with the exception of the person who prepared the document and agreed on the changes with the official signing the document electronic digital signature;
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search for documents, instructions, registration, control cards according to various criteria, incl. by implemented filters (lists);
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saving the generated registries in the system database;
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use of electronic digital signature;
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archiving.

Additional functions of the subsystem:

Formation of messages about the approaching date of the occurrence of certain events (expiration of the waiting period for a response to an outgoing initiative document, expiration of the deadline for the execution of an (incoming, internal) document, etc.), as well as their processing, is carried out using the subsystem for generating and processing messages.

The formation of the necessary output documents with the possibility of saving them to a file, printing is provided by the subsystem for generating output documents, statistical reports.

When registering documents, registration cards with credentials for documents are generated and stored in the database.

It is possible to establish a link between registration cards.

The formation of the necessary registration indices (corresponding to different registers) is performed depending on the features of the document:

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incoming, outgoing or internal;
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what kind does it belong to?
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requires special control (an additional index “k” is assigned);
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documents containing official information of limited distribution - "DSP"

To control the execution of documents and instructions, control cards are formed and stored in the database (with attachment to the corresponding registration card), allowing you to enter information about the manager, executors, co-executors, controllers, etc.

When working with envelopes, notifications, etc. the possibility of printing is provided:

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information about the sender and recipient, taken from the registration card or generated by the user "manually", incl. without using the directory of subscribers;
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special notes;
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serial numbers (corresponding to the number in the register - for the convenience of sorting documents);
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other information (number of the outgoing document, type of document, etc.).

Data entry is preceded by the choice of envelope size.

The search filters implemented in the subsystem ensure the construction of lists of documents: incoming, outgoing, internal, under execution by the user, under the control of the controller, etc. providing transition to the selected document (card).

Access to documents is provided not only as a result of a search, but also by organizing their storage in virtual folders (linked to departments, employees, broken down into incoming, outgoing, internal, controlled, etc.) displayed in the user interface.

The workplace, which provides access to the functions of the subsystem, by default (when entering it) provides the user with information about the documents for which he is the direct executor.

The state in which the document is located (on execution, completed, etc.) is visible by the color with which it is displayed in the line of the generated list.

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