Last year, the board of directors decided to purchase a new DMS eDoCat for the company. It is a system for central management of electronic documents and control of their circulation using a workflow. The system is designed to progressively replace the obsolete DMS Alfresco, which has been used in Chemosvit for more than ten years.
DMS serves as a document repository for various areas. It contains organisational documentation (guidelines, instructions,…), technological documentation, supplier and customer invoices, contracts, documents of departments and divisions, project documentation, and many other important documents.
We are finishing the preparation for the transfer of Organizational (management) documentation these days. There are more than 350 valid documents in the current system. They will be transferred gradually, always according to the following sequence:
- the documentation administrator will transfer the draft of the document to the new system, to the working folder (the document will not be published for users and will be available only to the author),
- a task is generated for the author (he receives a notification e-mail) in which he decides whether the given document is still valid and whether it is not necessary to update it (content and distribution lists). Until the author decides and, eventually, does not update, the document will not be published by the user,
- after the author’s approval that the document is ready, the administrator “publishes” it,
- users listed in the distribution list will have an examination task generated and will be notified by e-mail that confirmation is required.
All tasks are recorded in the new Lyra system, which was developed on the Jira platform.
These days, it will be necessary for us to be patient in the transition to the new system, as it will be crucial to confirm some of the documents that we have already confirmed in the old system.
This is necessary for record keeping, as this documentation is required in some cases by public authorities (e.g. in case of accidents at work) or by auditors (in case of audits), and reporting of records of examinations in the two systems would be inefficient.
The time frame for migrating documents to eDoCat will depend on cooperation with the authors, but it is likely to take several weeks.