Globus: eDoCat and tens of thousands of documents daily

Globus ČR, v.o.s. has been processing accounting documents electronically for over 15 years. However, the original DMS proved inadequate as it was challenging to adapt it to the new requirements, and the high error rate and the need for manual corrections made the system highly costly. The system also faced issues with inadequate performance and the lack of advanced document circulation management. Yet, with 15 million documents, the ability to define workflows is crucial. The company thus decided to transfer to a different DMS and chose the eDoCat solution.

In search of a new DMS solution

A team of regular users and internal IT experts was assigned the task to select the new platform. They reflected the information about the current system and the company’s long-term vision to the maximum extent. The team was led by Ing. Petr Řehák, CIO of Globus ČR, v.o.s., who leveraged his in-depth knowledge of the internal information architecture environment.

The option to automatically process documents and recognize the links between them was one of the key factors in selecting the new DMS. In the end, the selection team recommended the eDoCat system for implementation.

eDoCat: High-performance DMS

The implementation was preceded by an in-depth analysis and a rigorous verification of the required functionality through a proof of concept. In June 2020, part of the solution was successfully deployed. The current configuration of the eDoCat DMS, including secure storage, ensures optimal performance for 2,000 users and the processing of up to 10,000 documents per hour, with the option for further scalability. The DMS solution also includes stringent SLA conditions, fully aligned with its role as one of the critical information systems for Globus ČR.

“As we began considering the shift to a new platform, we carefully defined our requirements, not just for modern functionality, but also for ongoing support to guarantee smooth operation. We are in the initial phase of deployment, and while we have yet to fully explore all its capabilities, it is already clear that the eDoCat DMS was the right choice,” says Ing. Petr Řehák, CIO of Globus ČR, v.o.s.

Migration of 15 million documents and DMS-SAP integration

Globus ČR uses eDoCat DMS for processing accounting documents and related agendas. The implementation involved a one-time migration of 15 million documents, integration with SAP FI and SAP Retail, and a connection to central code lists. Advanced features include a module for working with the data box, along with a robot that automatically directs incoming messages for further processing according to customizable workflows.

Trusted storage in eDoCat DMS

Our DMS solution complies with legal requirements for trusted storage, enabling long-term document storage without the need for frequent “relabelling”, and allowing for the deletion of individual records to comply with GDPR data protection regulations.

Trusted storage significantly reduces the operating costs of the entire solution while ensuring legal compliance and enabling the complete elimination of paper archives.

Expanding DMS to other agendas

Our immediate focus is on completing the integration of mining and specialized features powered by Kofax technologies and products. The implementation of additional Globus ČR agendas, including legal and HR, into eDoCat was set for 2021.