Clients

Internal portal of the Customs of the Republic of Lithuania (MPORT) - Management of documents in electronic environment

Customer: Customs Department under the Ministry of Finance of the Republic of Lithuania

Sector: public sector

ERP solution and Customer Benefits:

Unanimous system for the management of documents on the scale of the whole company;
Management of documents and accounting from a document creation to archiving and deletion;
Unanimous storage of documents and their meta-data;
People from different branches, departments and natural places may operate in one safe environment;
Efficiency of the company’s activities increases:process of knowledge and information sharing and repeated usage is conducted more efficiently;
Collaboration process is conducted in usual internet browser environment, which is easily accessible and quite simply adjusted to unique requirements of the company’s activities.

Principles of the effective management of documents

Effective and little administration requiring management of documents is the crucial success factor in large and small, various activities involved organization all over the world.

Thanks to technologies, a concept of communication from conventional sound files or written text has become a phenomenon of files of any text, pictures and sounds submitted in any format. And what is more, a need has emerged to store, classify and register it pursuant to the accepted standardized requirements, and the main this is that information must be easily found.

The very concept of the working environment has developed from a small group of several people, operating in one building to large groups, scattering through a number of buildings, towns or even continents.

Increasing information volume aggravates options to manage all the information existence cycle, during which information must be not only processed and used, but also archived, deleted complying with the strict rules and regulations.

The system for the management of documents, developed by ERP, conforms to these and more requirements. The system for the management of documents has been developed by employing the best features of EMC Documentum platform. Collaboration in web environment has become extremely appreciated collaboration method among the knowledge sharing employees, seeking to collaborate mutually and co-ordinate works. Currently co-ordination of remote working places and flows of documents is a large challenge for all types of activity processes.

Features related to the system for the management of documents

Management of files, registers and catalogues	Creation of electronic files, registers and catalogues; Management of nomenclature of files and registers; Creation of registers by attributing appropriate types of documents; Personal catalogue for the management of documents is created to each employee; An opportunity to create a unique catalogue to each division; Attribution of files and registers to the divisions; Process of movement of files and registers to archive, management of storage period; Search of files, registers, catalogues.
Arrangement of paper documents	Scanning of paper documents and their inclusion into the system for the management of documents; Meta-information usage for quick search, selection, indexing and flexible classification of documents.
Creation of electronic documents	Quick and easy usage of templates for creation of documents; Opportunity to use a lot of types of documents with advance stipulated meta-information and management process; Opportunity to facilitate creation of documents in any format (including MS Office supported formats); Opportunity to import electronic documents in various formats; View of electronic documents directly integrated with MS Office tools; Set process for creation, approximation, signing, approval, registration, acquaintance of documents; Attribution of documents to files and registers.
Management of received documents	Type of received documents; Management of received documents in the registers of received documents; Automatic registration of received document; Set management process of received documents from registration to execution of any resolution and preparation of any reply; Conveyance about a received document by internal system message or e-mail message; Writing of resolutions and execution for received documents; Search of received documents.
Management of sending documents	Type of sending documents; Management of sending documents in the registers of sending documents; Set process for creation, approximation, signing, approval, registration, acquaintance of sending documents; Inter-relation of sending documents with received documents; Forwarding of sending documents by e-mail; Search of sending documents.
Management of agreements	Document type of agreements; Management of agreements in the registers of agreements; Process for creation, approximation, signing, approval, registration, acquaintance of agreement documents; Inter-relation of agreements with tasks; Monitoring for the execution of agreements; Verification of financial execution of agreements with accounting systems of finance management; Search of agreements.
Management of orders	Document type of an order; Management of orders in the registers of orders; Process for creation, approximation, signing, approval, registration, acquaintance of order documents; Search of orders.
Creation of types of documents and sub-types	Opportunity to create new types and sub-types of documents; Opportunity to specify the main information for the types and sub-types of documents; Opportunity to inter-relate types and sub-types of documents with specific registers; Search for the documents of various types and sub-types of documents.
Management of tasks	Creation of tasks; Types of various tasks; Monitoring for the execution of tasks; Automatic messages about the execution/non-execution of any task; Process for the management of tasks; Automatic archiving of tasks; Inter-relation of tasks with various documents; Inter-relation of tasks with resolutions and agreements; Opportunity to elaborate a task; Search of tasks.
Archiving and storage of electronic documents	Process for the management of any archive; Process for the authorization of the set access to archived document; Process for the deletion of files and documents; Centralized storage of electronic documents in one repository; Central data repository may be related to many popular relational DBVS.
Arrangement of electronic documents	User‘s interface is reached by the customer, accessible just through internet browser; Direct Access to electronic documents and scanned paper documents as well as appropriate meta-information; Safe editing of electronic documents with related specialized meta-data; Saving of transformations of stored documents; Management and versionism of changes; Demonstration and editing of electronic documents by using programs, by which this document has been created.
Organizational structure and management of access authorization	Formation of flexible organizational structure; Detailed employee’s information entrance and management; Automatic employee’s attribution to specific structural division; Automatic employee‘s access authorization attribution referring to belonging to any organizational structural unit; Creation and management of specific roles; Access authorization as per document content information; Substitution process.
System messages	Internal system messages; Personal mail box for internal messages; Management of automatic messages on the scale of the system; Filtering of the system messages; Automatic messages to notify various events.
*Features of Documentum* platform**	Easily used, flexible, safe and very intuitive tool; Expanded search – detailed search of various content, users or working environment; Control of versions permits the users to change information knowing that all the changes are going to be saved as a new version and the old ones may be viewed at any time; Powerful systems for the management of authorization; Management of documents.

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