05.11.2015

The company ArchiDoc has implemented a workflow system at one of the biggest Polish construction companies. Cooperation between the outsourcer and the Erbud company was expanded and includes now the construction of the central archive of documents.

ArchiDoc provided the client with Webcon BPS software as a service. In such a model the outsourcing company is responsible for all activities related to the preparation of the introduction of the system as well as its purchase, implementation and on-going maintenance.

The cooperation between ArchiDoc and Erbud began with a pre-implementation analysis based on which an optimal solution for the client was selected. The outsourcer was responsible for configuration of correspondence flows in the system and for installation, implementation and start-up of the application. ArchiDoc was also in charge of training courses for people using the system on the client’s side.

The workflow system used by Erbud is located on servers at ArchiDoc’s operational centre. As part of the service the outsourcer provides appropriate technical infrastructure and communication between ArchiDoc’s and Erbud’s servers.

"The implementation of the workflow system as a service makes it possible to use a modern solution without having to purchase a license and invest in resources necessary for operation and maintenance of applications. The possibility of entrusting the supplier also with other activities related to document handling is an added value", said Marcin Ogrodnik, Sales Director at ArchiDoc SA.

ArchiDoc also provides a paper document archiving service for Erbud. Under the agreement the outsourcing company took over all documentation from 6 current customers’ archives and created a central Erbud’s store for documents. The archiving service also covers on-going documentation. Documents are registered in an archive based on a dedicated file catalogue created for the customer’s needs.

"The combination of the work-flow service with an archive makes it possible to reduce the amount of paper documentation used by the company to the minimum. The system provides full surveillance of the correspondence flow process. Erbud’s employees gained convenient access to electronic versions of documents, including via mobile devices, which facilitates on-going work", Marcin Ogrodnik adds.

The Webcon BPS system for the Microsoft SharePoint platform is used to manage the incoming and outgoing documentation flow process, which also includes document scanning. It is usually used by accounting, HR and customer service departments as well as in mailrooms. The electronic flow of documents may also prove effective during project management, e.g. for the flow of documentation related to an investment in progress.

ArchiDoc offers both the implementation of the workflow system and the delivery of the application as part of the service (Software as a Service). The second variant makes it possible to combine the solution for example with document scanning and the construction of an electronic and/or paper archive.