HDF Sp. z o.o., specializing in process management software development, has developed and implemented a document archiving and automatic identification system at Electus SA, a company specializing in financial services for the healthcare sector. HDF also provided the software and hardware for automatic identification. Thanks to the mechanisms provided by HDF, the IT department of Electus SA was able to integrate the software with the company’s existing electronic document workflow system.
A characteristic feature of the industry in which Electus operates is the generation of a significant number of documents that must be stored in their original form, while at the same time requiring fast and organized access. As part of the implemented system, documents and their collections have been labeled with barcodes, enabling efficient identification and management. Combined with the HDF Archiwum software, the solution enables, among other things, the optimization of archive usage, location management, their division into functional levels, various inventory options: the entire archive or a specific level, automation of the document borrowing and return process, as well as their transfers between locations, and access to borrowing history. The application includes three types of user interfaces – web access, terminal, and integrates with Microsoft Word via a plugin.
– The goal of the implementation was to speed up document retrieval and limit access to original documents – to protect them from destruction. Since our company had previously introduced electronic document workflow, we needed a central archive that would ensure easy access to materials. Our expectations have been met. Currently, all documents are scanned along with the barcode and placed under a specific case or topic. The ability to integrate the HDF solution with our existing document workflow system is a significant advantage of this solution – says Krzysztof Rybka, IT Department Director, Electus SA.
– In the first month of the system’s operation, we entered over 1,000 documents into it, and we assume that over the course of two years, all company documents, including archival ones, will be placed in the system – adds Damian Garbaczewski, IT Project Coordinator, Electus SA.
The HDF Archiwum system operates at the Electus SA headquarters in Lubin (Lower Silesian Voivodeship); 70 company employees have access to the system.
