SODiS e-office

SODiS e-office is a complete IT solution for the units of state administration supports the electronic circulation of documents and cases, along with monitoring of the merits. The system has been designed in a compatible version with the content of office instruction contained in the Bulletin of Acts no. 14 Decree of the council of Ministers of 18.01.2011y – “In the office instruction uniform property records lists and instructions on the organization and scope of activities of company archives”. The Complete Business E -office uses technology IBM Notes Domino as a stable and secure platform groupware, e – mail, document interrelated. 

Pros and benefits:

  • Significant improvement in productivity and efficiency
  • Convenient split screen for the correspondence enables describing of writing directly from the scan immediately visible on the right side in the preview.
  • The system is integrator of BiP ads, the profile is ready for integration with the Public integration bulletin of the publication of internal documents accepted for publication office submitted, among others: public procurement, internal announcements, checks, local classifieds, OHS documentation, general writings and many others.
  • System users do not lose access to archive documents, the system displays the information that the document is on file, from which you can download eg . A copy if the need arises
  • Each contractor has its own directory, which contains all the necessary data and presenting information related to the counterparty.
  • Information about customers is entered once and used in other databases document management system.
  • Support the absence of employee concerns the possibility of creating an application for the absence along with the process of approval of superiors by defined hierarchical structure.  

Service:

  • The system runs on a central repository of cases and documents related to the case.
  • Supports documents of cases and documents related to them in accordance with Schedule Tangible Act – the system has a dictionary RWA, along with the ability to create new categories.
  • Supports state of the merits of the case, taking into account the subsequent status (eg . Registered, Delegated, during the development etc.)

Registry office

  • Convenient split screen for the correspondence enables describing of writing directly from the scan immediately visible on the right side in the preview.
  • Access to all prints required for office correspondence, including correspondence log printing, postage book, Referrals etc.
  • Multi-criteria mechanism for searching documents in the database, the system has a so-called, report generator, user can create a customized report according to defined criteria (operation takes a few seconds). 

 

E-signature Profile

Profile system is fully integrated with the qualified electronic signature, allows you to configure the path to the software authorized signatory for example file. Sigillum Authorization systems, KIR.

E-PUAP Profile

  • The circulation of the documents system is integrated in the handling of incoming electronic correspondence incoming in electronic version of the e-PUAP
  • A document sent using the Platform of Public Administration goes directly to the data directory ePUAP communications system and is prepared for further assignment·         After the adoption of the document, the system generates a request for DTT (official receipt) or other required credentials that from this moment is associated with a given document and sent to the sender.

BIP profile

  • The system is integrator ads BIP , the profile is ready for integration with the Public Information Bulletin on the publication of internal documents accepted for publication office submitted, inter alia, public procurement, internal announcements, checks, local classifieds, OHS documentation , circulars and many others)
  • The database contains a number of implemented templates (Word format) internal documents are grouped by type. After the solutions you can create content of the announcement together with related attachments.

 

Archiving (conducting the Company archive)

  • Archiving mechanism enables a user with the appropriate permissions selection of documents in the database in order to transfer them to an archive or archiving can be done automatically according to defined criteria system moving documents to the archive for example. After a specified period of time.
  • It is important that users of the system do not lose access to archive documents, the system displays the information that the document is on file, from which you can download eg . A copy if the need arises )·         The system is also suitable for the transmission of archival documents to the State Archives in accordance with applicable regulations.

Counterparties

  • Database “Counterparties” allows the registration of new and collects information about existing contractors.
  • Each contractor has its own directory, which contains all the necessary data and presenting information related to the counterparty.
  • Information about contractors is entered once and used in other databases document management system.

Employees

  • The system includes the organizational structure of office workers.
  • Data concerning employees is used in other modules of the system of document and cases circulation.
  • Database groups employees, taking into account the relevant units of the office. In addition to basic information about employee (name, position, contact data) database contains information about documents and employee absences.
  • Absences calendar contains information about employee absences including health leaves etc.
  • Support the absence of employee concerns the possibility of creating an application for the absence along with the process of approval of superiors by defined hierarchical structure.
  • Database provides access to a central calendar of holidays for employees of the Office. There is a possibility of operating of other types of absence documents such as: doctor’s leave, private leave and others.

 

The SEVENBRIDGE company conducted a complex process of implementation of the system “Complete business SODiS e-office” supporting electronic service of documents and cases on a scale of 320 users of the City hall of Konin.