Solutions to win: Boryviter School utilizes electronic documents to expedite military training for personnel
Photo: open sources
Since the full-scale war began, the Boryviter Military School has trained more than 26,000 service members.
In Rubryka's article, Anzhelika Kucherenko, the financial manager of the NGO Boryviter Military School, shares insights on how digitalization has aided in training Ukrainian defenders and successfully transitioning numerous partners to electronic document management in just one month.
What is the problem?
When the full-scale invasion began, the NGO's employees had to sign documents swiftly, but they were scattered across the country. Bureaucracy often hinders crucial defense processes. Therefore, a solution was sought to streamline the document exchange process. However, it is challenging to be agile and efficient with physical paperwork.
What is the solution?
The military school began utilizing the Vchasno service in September 2022, and the team really started embracing electronic document management in April 2023. This involved digitizing contracts, expense invoices, service certificates, and reports for their partners. However, some of their contractors have not yet adopted electronic document management services.
As such, paper documents are still utilized in certain locations. On average, they sign more than 3,500 documents annually. Prior to this, handling physical documents used to take one-third of a month, but with the help of electronic document management, the process has become 80% quicker.
Using electronic document management simplifies managing signatures and tracking the availability of specific documents. You won't need to search through folders to confirm their existence.
Were there any difficulties?
There weren't any significant challenges in implementing the system. Digitalization in Ukraine is quite advanced, so any new digital services are accepted seamlessly. The same goes for the team. Boryviter is dedicated to strengthening the country's defense capabilities by offering top-notch training according to NATO standards. Streamlining the fundamental document processes within a public organization is crucial to enhance efficiency and effectiveness.
The NGO switched the main contractors to electronic document management within a month. The key is to give them clear instructions, and then they can proceed. However, a few partners still prefer paper. Therefore, the team will keep persuading them to embrace modernization.
Advantages of electronic document management
Digitizing documents prevents them from being left in places where they are not needed. Only a select number of people have access to them, ensuring the document's safety from damage, loss in the mail, or ending up in the wrong hands. Because of this, digitalization is a more dependable way of preserving the confidentiality and accuracy of data.
Innovations simplify the efforts of the end user. The more understandable and adaptive the service, the more likely new clients will come. Yes, thanks to digital approaches, even more people will be able to receive high-quality military training.
"Digital plans"
The importance of digitalization and the pursuit of convenient solutions to enhance team processes cannot be overstated for Boryviter. This includes streamlining administrative tasks and optimizing training methods.
Currently, Boryviter is working on incorporating artificial intelligence to streamline work organization. The team also utilizes artificial intelligence to create communication chats and implement these technologies in training UAV operators.
"The enemy is strong, but we must be more effective – that is why digitalization is a priority and a factor that increases the team's capabilities," the NGO mentions.
