The press in a file

Systems of electronic document circulation allow to raise speed and quality in office-work, to reduce costs.

In the conditions of deficiency of liquidity which during present time the majority of the companies suffers, there is a dilemma in strategy questions. On the one hand, it is necessary to reduce as much as possible current operational expenses, with another is seldom it is possible to make without corresponding investments. So, systems of electronic document circulation (SED) are potentially capable not only to lower considerably costs, but also to raise an enterprise overall performance. But at first it is necessary to find means for their introduction.

Before crisis market SED in Ukraine actively developed thanks to occurrence of a considerable quantity of the foreign companies and investments, and also modernisation of machinery of state. Still one year ago ABBYY Ukraine expected almost double growth of the market. However in IV quarter the majority of the planned projects have not taken place, and what have taken place, were the smaller size, than was planned, therefore market growth has appeared small. Now a situation double: the companies show heightened interest to similar sorts to systems, however to spend money for their introduction the few are ready. Spoils statistics and that fact, that the basic consumers of such systems are financial and official bodies which have faced sharp deficiency of circulating assets.

In the conditions of crisis accents in market SED were a little displaced. Under the information Microsoft Ukraine, recently two important tendencies here were outlined: the quantity of introductions before bought has increased, but for various reasons not established systems, there are works on expansion funktsionala existing introductions; on the market there were the Ukrainian developers who were guided by the western market of outsourcing. These companies have received experience of working out and introduction which can use for work with local consumers.

In Ukrainian market SED decisions from Ukrainian, Russian and western vendorov are presented. The western decisions several times more expensively also have more expensive process of introduction. The Ukrainian companies have been in the bulk focused on public sector and large holdings. As level of a competition before crisis was high, it is necessary to expect reduction of quantity of suppliers of decisions in this market. Those who remains, will be compelled to specialise on separate segments of the market. For example, Sitroniks IT now works over decisions for lawyers, financial document circulation and electronic archives.

The tendency to specialisation is observed not only in Ukraine, but also all over the world. According to association ECM (Enterprise Content Management), the increase in influence of providers of specialised and vertical decisions is now traced. It in turn will lead to association of suppliers for the purpose of transformation SED to an infrastructure for the large companies and will increase requirement for knowledge on more effective utilisation of systems. As a whole, suppliers will be divided on two categories. The first will be focused on the large organisations it is necessary for them to introduce and standardise SED. The second will work over workings out for the small organisations searching for the decision for paper and network disk stores.

Further the requirement in SED among the Ukrainian companies will grow owing to increase in quantity of documents and necessity to reduce the operational expenditure. On the statistican, annual growth of volume only not structured content at the enterprises makes 65-200 % depending on branch. As a rule, on introduction of any information systems reflect, when begin osoznovat value of the information. Usually it occurs at organizational changes (introduction of regular management and strategic management, change of structure of the organisation etc.).

For an estimation of necessity of introduction SED in Microsoft Ukraine advise to take into consideration following factors: presence of a filial network, necessity for a mode of real time to co-operate with customers and partners, the access requirement to the information at any time from any point, necessity of protection of the information and so forth But the basic criteria (except presence of money) for decision-making on introduction of similar system, certainly, the size of the company and document circulation volume are: if document circulation is insignificant, expenses for creation of difficult system of electronic archive can be non-comparable to that effect which will be given by realisation of this system.

Automation in courts

Victor Tcherkasov, the manager on work with key clients Sitroniks IT:

- At the moment the part of projects in official bodies is stopped, large holdings also have frozen projects till the best times. It has led to that a number of the companies which are engaged in working out of decisions in given area, has been compelled to reduce the staff. One of the most interesting our decisions - automation of the Supreme court of Ukraine. In its frameworks the general office-work and remedial office-work of four chambers of court and military board has been united. Thus it is necessary to consider, that manufacture of each chamber is under construction on the code. The system processes to 300 thousand documents a year. One more scale decision functions in Kharkov. The system is introduced in 2006 and successfully maintained in legally independent structural divisions of the Kharkov city council. It realises functions of registration of entering, internal regulatory legal acts, references of citizens, carries out the control of a performance of documents and work with actions of proceeding.

Not mastered thousand

Andrey Gorlushko, the head of division of grocery group Information Worker Microsoft Ukraine:

- Market SED with some delay repeats a way of development of the Ukrainian business as a whole. The first to introduction representations of the foreign companies have come. Then such necessity has arisen at domestic leaders of business whom the strongest players follow. If to speak about market potential SED are interesting to the companies with quantity of the personal computer from 250, in Ukraine such more than 6 thousand similar systems in wholesale trade, riteyle, bank sphere, bodies state and local authorities, the large industrial companies are Most claimed. On construction SED on the basis of products Microsoft it is a lot of projects. For example, recently the project in Ukrgazbanke, developed by company Softlajn has been realised. Earlier on opening of the current account left about two weeks, now this procedure occupies four hours. The system of the centralised management has been constructed by business processes, access to system from any branch of bank is organised.

The saved paper

Victoria Ruban, the chief of department on MTS-Ukraine public relations:

- For us work about 4 thousand persons, each of which at least once a week makes out any document. Monthly the base replenishes one hundred thousand new documents. With introduction of electronic archive we have received more perfect system for storage of electronic copies of paper documents, in which any of them it is possible to find very quickly. It is not necessary to underestimate and an ecological component of the project - use of electronic versions of documents reduces the paper expense. Since 2006 we practically has completely refused paper document circulation. In the company are introduced and successfully the electronic automated bases of the coordination operate, beginning from contracts, demands for purchases, tender procedures, internal orders and finishing the order of office equipment, office, booking of rooms for meetings and appointment of meetings in a mode online with tracing of the status of these demands. SED it is used for storage and kategorizatsii contracts on rendering of services of a mobile communication, prisoners with clients of MTS, copies of registration documents or powers of attorney, and also demands and written references of subscribers in the company. Now in electronic archive contains more than 5,5 million documents. The economy at work of the updated system makes some tens millions griven in a year.

Simple accounts

Michael Bejrak, the head of department of corporate projects ABBYY Ukraine:

- By our estimations, in Ukraine large projects and ten averages are annually realised some. Quantity of small projects to estimate difficult as the set of the companies is engaged in them. One of the most illustrative we had projects in KP the Main computer centre (GIVTS) and Kievgaze. In KP GIVTS the Kiev city administration the system of automatic recognition of accounts on payment for housing-and-municipal services is introduced. Automation has allowed to increase speed of processing approximately four times in comparison with manual input. Now the operator should not key the indication from all accounts, it only checks data in 48 % from them. Automatic checks of data allow to exclude practically influence of the human factor at input. The system manages to distinguish handwriting of all 1,2 million the people filling the receipts in Kiev, without additional options for handwriting. As to Kievgaza in capital it is paid about 50 thousand Receipts for gas and usually about 40 % of accounts are issued with errors. For manual processing of this information it would be required not less than 25 operators. By means of system of input of forms ABBYY FormReader with this problem five persons consult. Images of accounts with those or other errors are automatically transferred to correction station. And data from 60 % of the accounts filled correctly, get at once to a company database.