1. Digital document registry Smart Elpis

2. SMART ELPIS Digital document registry

3. Paper document facts
Professionals spend 50 % of their time searching for information, and take 18 minutes to locate each document on average - Gartner Research
Companies typically misfile up to 20 percent of their records – thus losing them forever - ARMA International
90% of documents that are consulted daily are handled without any appropriate management - Coopers & Lybrand
Out of all documents generated, up to 7% are lost -Coopers & Lybrand
Paper files are doubling every 3.5 years - Coopers & Lybrand
The average document gets copied 19 times - Coopers & Lybrand

4. Digital document registry
Basic purpose is simple entry point for incoming paper-based documents that are accepted by registrants, and automatic distribution to intended recipients. This is time and money saving. Some of operations supported by Smart Elpis are: acceptance and scanning of paper documents, distribution, describing scanned documents, distribution and delegation, archiving, fast and simple search and retrieval of scanned documents. Documents that are once stored in SharePoint can be used for any future purpose and can be digitally signed or protected from printing. This can significantly decrease paper copy costs.

5. Digital document registry
Based on the membership of the employees in the organization, certain right to access certain parts of documents are issued. Users can quickly search using many criteria, and the result is an electronic document with metadata that can be immediately viewed, forwarded, printed or saved locally, depending on whether these operations are allowed. Administration of the system is fully centralized.

6. Smart Elpis Based on SharePoint technology Multiuser environment
Server side and client side application
Client application at registry points for incoming documents
Metadata is stored in SQL database, and files are stored on local hard disk
Sharepoint Search provides full search experience
Information and document is quickly accessible to authorized users
Ability to integrate with other systems

7. Importing history data
System is able to import historical data into system
Non disclosure agreement is signed
Old paper documents are counted and receipt is signed
Documentation is taken to scanning and tagging center
Upon return of paper and scanned documents, metadata is imported into system
Data is immediately available trought the search

8. Basic and additional documentation
Basic documentation:
Main registry - Delovodnik
Archive registry - Arhivska knjiga
Additional documentation:
Internal delivery registry - Interne dostavne knjige
External delivery registry - Dostavne knjige za mesto
Post registry - Knjiga pošte
Other

9. Computers for document registry Windows XP/Vista
Domain controller
ELPIS application
User authentication
Computers for document registry
Windows XP/Vista
s introduction
Server
Computers of other users
Windows XP/Vista
WEB access to portal
SharePoint server
SQL server
Sending notifications

10. Initial screen

11. System messages

12. Case merging

13. File packs

14. Dossier

15. List of documents

16. Various Reports

17. Archive registry

18. Reverse
ЈП Паркинг сервис
Републички завод за развој

19. For more information: