The development of the economy poses the challenge for the management of enterprises and organizations of any form of ownership to automate paperwork, organize document management and create document management systems (SUD).
Electronic document management systems (EDMS) include tools that allow:

1. create documents;
2. process documents;
3. duplicate documents;
4. deliver documents
5. carry out storage of documents;
6. control the execution of orders;
7. create collaboration tools
8. archive documents.

In practice, the COURT and EDMS are usually combined in a single system called the office automation and electronic document management system (SADED), for which there is a steady demand in the software market. More than 10 SADEDs are represented on the Russian market, differing in many respects: cost of ownership (including the need to purchase and support additional software - for example, a database), the availability of basic and additional functions, etc. Consumer requirements: minimum costs for the implementation, administration and support of such systems, the ability to adapt acquired SADED to the specific requirements of a particular business area.
Such systems should allow document management to be carried out both by function and by process in the organization. SADED are capable of supporting either the DMS standard (documents management system - document management system) or the Workflow standard (automation of document flows).
The software market in this area includes:

• software products aimed at workflow automation - electronic office (Case, Cinderella, LanDocs);
• software products based on Lotus Notes (Company Media, Boss referent);
• software platforms for creating custom solutions (Documentum, Hummingbird);
• turnkey solutions based on proprietary software platforms (DocsVision, Directum, Optima, Euphrates).

The introduction of the EDMS does not allow to completely abandon paper documents due to the regulations of the current legislation, for example, accounting documents in many cases must necessarily be duplicated on paper documents. The introduction of paperless workflow technologies increases paper consumption when outputting various reports that allows you to create an EDMS.
SADED should include modules for information protection and remote access to it, ensuring reliable system administration:

• archiving and backup;
• antivirus protection and protection against unauthorized access;
• support for digital signature and data encryption;
• support for remote users and remote administration.

Ensuring data safety by means of SADED and access to executed documents is an important function for the fault tolerance of the paperless document management system and the organization of a fully functional search in all documents of the enterprise. Integration with anti-virus protection systems for fault tolerance SADED, the ability to implement group security policies of an enterprise, access control to databases of an electronic document management system, access control, ready-made access templates created for the purposes of specific departments (human resources, accounting, etc.), tools remote access and remote administration SADED allow you to use web-based workflow technology.
An important requirement for SADED is to minimize the total cost of ownership. When choosing such a system, the used database management system (DBMS), as well as development tools, are important. To minimize costs, it is necessary to build SADED on existing licensed software. In addition to minimizing the cost of acquisition and implementation, this approach will allow the company to attract specialists to the development of SADED, integrate it into the corporate IT environment. Specialist training costs
sheet can be excluded from the total cost of implementation and ownership of SADED. Similarly, for common DBMSs, it is easier to find a developer and ready-made solutions for adapting software to a specific area of \u200b\u200bbusiness activity.
When choosing a SADED, an analysis of the main suppliers should be combined with a demonstration of the capabilities of the systems and their comparative analysis. SADED suppliers implement and customize system configurations for the specific goals of enterprises and organizations, using ready-made solutions.
When choosing a SADED, the following aspects should be considered.

1. Correspondence of the SADED set of functions to user requirements: functionality and the price-quality factor, the complexity of the system and the exclusion of functions, the use of which is unlikely, excessive simplicity, which will require additional investment in the necessary modules.
2. The prevalence of software in the market (primarily in the regional).

The term of presence of one or another SADED on the market indicates its prevalence, availability of specialists, as well as the ability to support the system, eliminating errors, the availability of detailed technical documentation (including from third-party experts), reducing the total cost of implementation and ownership of the system.

1. Availability of ready-made solutions and configurations in the business sphere of the enterprise (organization) - the customer of the SADED. Various business areas (construction, healthcare, etc.) have their own specific features that will require the adaptation of the SADED. If developers (distributors) have ready-made solutions, you can significantly save on adaptation.
2. Used tools (DBMS). If you have licensed software for working with the DBMS, it is advisable to use a single platform to create the IT environment of the enterprise (organization). The use of open source software will help improve TCO.
3. The need to purchase additional modules and additional user licenses. Software manufacturers typically include a limited number of user licenses in the base package. When connecting new users, it may be necessary to purchase additional licenses. Some modules (e.g. web access, full-text search, etc.) may be available as options.
4. The need for additional training for use, support, and administration. Software Product and SADED
   it requires periodically updating the knowledge of specialists in introducing and supporting increasing the complexity of the system, its redundancy, and the development of directories. With inadequate training of personnel, this causes opposition from users. Filling out a large number of directories requires the involvement of IT service staff. System administrators should only deal with administrative functions!
5. Convenience of the interface and organization of remote work. The intuitive interface and simplicity of the interface will allow users to overcome the opposition to the introduction of SADED at the initial stage. The ability to gain access to the system not only from the head office in many cases will simplify the work of users of the enterprise’s SADED.

The final decision on the acquisition and implementation of a system of office automation and electronic document management lies in the personal responsibility of the enterprise administration and the head of the IT service.
Firms on the Russian market - developers of software for office automation and electronic document management are given in table. 6.4.
Table 6.4. The main software products for the COURT and EDMS

Software	Developer	Internet page
Directum	Directum	http://www.directum.ru
Docsvision	Digital design	http://www.docsvision.com/
Landocs	Lanit	http://www.landocs.ru
Naudoc	Naumen	http://www.naudoc.ru
Officemedia	Intertrust	http://www.intertrust.ru
OPTIMA-Workflow	OPTIMA	http://www.optima-workflow.ru
Boss Referent	IT	http://www.boss-referent.ru
A business	Eos	http://www.eos.ru
Euphrates document turnover	Cognitive Technologies	http://www.evfrat.ru
Electronic office "Cinderella"	STC IRM	http://www.mdi.ru/
Escado	Interprokom LAN	http://www.interprocom.ru

Below are descriptions of these systems with an analysis of their capabilities.

Directum is an office automation and electronic document management system that complies with the ECM (Enterprise Content Management) concept. The creators of the system adhere to the Workflow standard with sufficient redundancy, the purpose of which is to automate the work, first of all, of the office and the secretariat of the enterprise (organization): coordination of documents, control of execution on processes requiring the interaction of departments and management, preparation of meetings. The main modules of the system are:

• office management: registration of incoming and outgoing documents in accordance with current requirements, maintaining a nomenclature of affairs, control of mailings, execution and routes of paper documents;
• electronic document management: creation and storage of documents in various formats, organization of full-text search, version control of documents, assignment of access rights to documents, digital signature support;
• business process management: support for the creation of documents and control over the execution of documents; organization of interaction between departments (by functions and processes); routing of documents;
• management of meetings: organization of collective work on the preparation of meetings, the formation and distribution of a protocol, monitoring the implementation of decisions;
• customer relationship management (CRM): maintaining a single customer base, planning negotiations, supporting the sales process and marketing events.

The demo version can be downloaded from the company's website.
For ease of use in distributed organizations (a company with branches, etc.) there is an integrated replication solution. Remote users can access the system using web services.
As a development tool, the IS-Builder tool is used, which uses a built-in programming language that allows modification and development of new cards of electronic documents, reference books and reports. The system can be integrated into the enterprise IT environment.
As a means of office automation, the Directum system allows you to register incoming and outgoing correspondence, internal documents using registration and control cards (RKK) (Fig. 6.13), and control the location of a paper document. In addition, there is the possibility of monitoring the execution of orders.

After registration, the incoming document goes through the stages of a management review, adoption of a resolution, control and execution of a document, which are usual for a traditional office system. Further work of the performers with the document can be carried out completely in electronic form. This significantly reduces the time spent by artists and prevents the accidental loss of the original. Depending on the work style of the leader, the document is considered either in paper or in electronic form. Based on the resolution made by the head, the document can be put in control with the appointment of executors, instructions and deadlines.
The Directum system has ample opportunities to accompany business processes. Document routes can be set as standard, i.e. formed by templates, as well as arbitrary for specific processes. It is possible to monitor the workload of units in the framework of the organization’s business processes. Typical routes are configured using a special editor. For the convenience of controlling the movement of documents and the execution of instructions, it is possible to set notification periods.

To prepare meetings, it is possible to plan the agenda using the system. Based on the results, a protocol can be prepared according to a single template, the decisions of which are controlled within the framework of the document execution system. Directum tools allow you to hold a meeting without the real presence of employees and make decisions by the survey method (using EDS).
The integrated capabilities of using CRM as a tool will automate the work of product sales and marketing departments, saving on the purchase of additional software.
The organization of document storage is based on the placement of all documents in a single information space of the SQL server databases, which simplifies the organization of shared access to documents created on computers by users. It also significantly expands the search capabilities of electronic documents (Fig. 6.14).
SADED Directum also has extensive integration with the Microsoft Office suite of applications, allowing you to directly from
applications send a document for approval, view the history of work with the document, related documents, and also insert fields from the card of the electronic document into the text. Integration with Microsoft Outlook makes it possible to quickly and easily save emails in the Directum system, forward them for viewing and execution.
In addition, there is a powerful document version control mechanism that allows you to store multiple versions of documents. As a result, it becomes possible to view the history of changes in the content of the document (for example, during the approval process) and, if necessary, return to any version.
Confidentiality of documents stored in the Directum system is ensured by setting access rights to each document or folder (full access, change, viewing, complete lack of access). Encryption of electronic documents allows you to further protect the text of an electronic document, including from users with the status of "administrator". Encryption can be carried out both on the basis of the certificate of the user's private key, and by setting a regular password. EDS implemented using MS CryptoAPI allows integrating the Directum system with various cryptographic information protection systems, including certified FAPSI (FSB).
For the system to work, you must also purchase Microsoft SQL Server.
DocsVision allows you to manage documents and business processes in the enterprise and in the organization. The software platform includes two main modules:

• the “paperwork” module, which allows automating functions related to paperwork and processes related to the movement of documents;
• module "process management", aimed at supporting business processes based on the concept of workflow in accordance with ISO 9001: 2000.

DocsVision has ample opportunities of integration with other software products related to enterprise management automation and management documentation: 1C Enterprise, Microsoft Axapta, Microsoft SharePoint, Microsoft Office, Active Directory.
When installing the server part, web access to the system is immediately organized. In addition, to organize the work of remote units, there is a data replication module between the remote and the main servers.

The “Clerical work” module is based on the DocsVision platform, and therefore the user’s work in the application is carried out using the platform’s main tool (Navigator) and its objects (folders and views) described in the DocsVision Platform Guide document. The basis of the application is made up of the following objects (a detailed description of these objects is given in the subsequent sections of the manual):

• document cards containing appropriate fields and allowing to register documents of the following types: incoming documents; outgoing documents; internal documents; archival documents;
• file cards containing a file description and allowing you to edit files in applications in accordance with their format, as well as simplifying the inclusion of files in document cards;
• processes that automate some office operations;
• process templates that simplify the description and launch of new processes;
• directories containing a variety of intra-organizational information;
• additional directories:
• paperwork settings containing data on additional settings (in particular, providing encryption and signing of electronic documents, default scanning settings, a list of users who are allowed access to all card fields, etc.);
• barcode scanning, providing streaming scanning of a large volume of documents with subsequent splitting of the received graphic file into separate documents and attaching them to the corresponding document cards;
• a business calendar that allows you to calculate working hours for employees who have both a standard work schedule and a specific one (for example, rolling);
• message;
• agreement card;
• task card.

In accordance with the functional model of the enterprise, a hierarchy of folders for departments is created (Fig. 6.15). For ease of administration, expanded credentials are entered for each employee. An unusual feature is the job in accounting

user data declining his last name, first name and patronymic in all cases for further use in the system.

EDS settings also have features: it is possible to replace the signature of the head with the signature of the responsible officer replacing him (temporarily or permanently) in accordance with internal subordination. Access rights to shared folders are set directly through the operating system interface.
To synchronize with the paper office in the system there is a parallel management of the nomenclature of affairs with electronic registration of documents. In the structure of DocsVision, it is possible, similarly to the usual nomenclature of affairs, to keep records of the physical location of documents, including registration of the name, location

the length of the document, the creation date, the storage period (with the possibility of a reminder of the need to be written off or archived), the number of volumes, index, and other operations (Fig. 6.16).

For the organization of electronic document management in the module "Office Work" the following types of cards are provided:

• incoming document - to work with a document with the type of the incoming stream;
• outgoing document - to work with a document with the stream type “outgoing”;
• internal document - to work with a document that has circulation inside the organization, for example, by internal order;
• archival document - for registration of a document stored in the archive;
• file card - created for storing and using the file in the DocsVision system;
• task - allows you to register tasks, attach files to them, set their properties, and also send tasks to executors and controllers along a specific route;
• task - designed to form packages of related tasks;
• process - allows you to link tasks on one document in a single sequence. The process is created, launched and executed as the tasks of which it consists;
• process template - allows you to create templates for some regularly repeating processes in the organization (for example, preparing weekly reports). Templates are procurement of processes on the basis of which so-called instances are created - independent processes;
• message - allows you to store any message and a link to the document card in connection with which the message was created. A message card can be automatically created: 1) by the router for the author of the task in case of refusal of the contractor to complete the execution or when the task is redirected to the deputy contractor; 2) by the user himself to store in the system a message that can serve for various purposes;
• business calendar - allows you to draw up a work schedule for the organization or its individual employees. Keeping business calendars allows you to calculate, for example, the timing of tasks;
• approval - allows you to automate some of the stages of approval of documents.

The module "Process Management" allows you to automate the management of documents and business processes based on the DocsVision platform, is a business process management system (SMS).
In accordance with the ISO 9001: 2000 standard in the DocsVision system, the process is understood as "an ordered set of work and tasks with an indication of their beginning and end and the exact definition of inputs and outputs." The stage of automation of processes in the organization is preceded by the stage of their formalization. DocsVision tools allow you to formalize business processes, including
subprocesses and auxiliary processes (taking into account both synchronous and asynchronous execution thereof) that exist in the enterprise or organization. This module is closely integrated with other DocsVision modules, which allows you to process objects to organize continuous process sequences.
Creation of business processes is based on templates: process cards, process diagrams, process properties (variables, gateways), functions that make up the process. The DocsVision system allows you to manage the processes and functions of departments and employees, taking into account their relationship.
There are also ample opportunities to create reports on the implementation of processes, setting priorities, their monitoring and implementation.
The full formalization of all processes in the enterprise is a complex and long-term task, requiring significant investments in employee training and system adaptation. DocsVision capabilities in this area support the development of management documentation in an enterprise building a management system based on ISO 9001: 2000 standards.
Thus, the DocsVision system allows not only to automate the office management system at the enterprise, but also includes very broad possibilities for automating processes, taking into account the interconnection of functions in the enterprise. The system requires Microsoft SQL Server. Integration with the Exchange, Axapta, Active Directory software products will be a good help for organizations building their IT infrastructure based on Microsoft software products.
LanDocs software products developed by LANIT are used to build management documentation systems at enterprises and organizations and can be adapted to any business line. Using LanDocs software, various solutions for building an enterprise IT infrastructure can be implemented. Within the framework of the subject under consideration, we highlight the main ones:

• a system for automating office work and document management, which is based on the norms and standards in force in Russia for organizing the accounting of documents, monitoring orders in accordance with the processes and functions of departments and employees;
• organization of access to documents based on secure storage with the ability to search and delimit user access to documents, including electronic storage
  copies of paper documents (used electronic signature mechanisms are certified by FAPSI);
• support for business processes of the organization in accordance with the Workflow concept and management of the execution of documents in accordance with the routing schemes;
• content management system for publishing corporate documents on the Internet.

The system is implemented as part of two architectural solutions: in a two-tier client-server architecture based on industrial DBMSs from Oracle and Microsoft, as well as in a three-tier architecture with a specialized application web server that allows remote access to system information via the Internet, using as Platform-independent client Microsoft Internet Explorer.
Integration with e-mail systems allows you to organically include in the office workflow not only office clerks, but also other categories of the organization’s personnel - executors, managers, giving them the ability to perform office work in MS Outlook (MS Exchange Client) or Lotus Notes.
The system implements a documented application programming interface (API), which provides the ability to embed document management services in external Windows applications, as well as support for a number of standards, which made it possible to integrate LanDocs with a number of external software systems and specialized equipment - e-mail systems, Fine Reader ( for recognition of texts of scanned documents), MS Project and Open Plan project management systems, scanner equipment (TWAIN interface).
The “Clerical work” module LanDocs is a basic subsystem that includes the basic functions of automating the work of the office and conducting electronic clerical work (including maintaining an electronic archive of documents):

• registration of documents - the ability to configure the requisite composition of the registration card for the specifics of accounting for various types of documents has been implemented; supports the ability to create and store an unlimited number of versions of texts (files) of documents. Creation and modification of texts of documents is carried out by an integrated call of the corresponding office application. Built-in tools for scanning paper documents and visualizing their electronic images, as well as recognition of scanned texts;
• navigation and search for documents stored in the corporate repository - the search for documents is provided both by the details of the registration card and by the texts of documents taking into account the morphology of the language;
• tracking office records between documents, grouping documents into complex folders;
• exchange of documents and messages, sending documents and tasks for execution;
• approval of documents in electronic form;
• control over the execution of documents and tasks (in this case, the system provides support for work in the mode of replacing the contractor); the formation of a variety of reporting on document management and execution control.

It is implemented in the “client-server” architecture on the basis of an industrial DBMS and operates in the computer network of personal computers running Windows. Comes to work with Oracle or MS SQL Server. It is equipped with a documented application programming interface (API) for embedding LanDocs document management services in third-party Windows applications.
OPTIMA-Workflow is a comprehensive system for automating workflow and document flows. The main automation processes are:

• creation of electronic documents and electronic analogues of paper documents (OCR amp; Production Systems technologies);
• registration and accounting of documents (Documents Records);
• group work and collective access to documents (GroupWare);
• staff activities in accordance with the processes and functions adopted at the enterprise (Workflow);
• information exchange, version accounting of electronic business and business documents.

UpScale Soft, a Microsoft Gold Certified Partner, is involved in the release of this system. The choice of this software product is a reasonable solution for enterprises building their IT infrastructure on Microsoft solutions. The demo version can be downloaded from microsoft.ru (development library section).
The system is based on the principles of open architecture, which allows to achieve a high degree of integration with other systems (scanning, text recognition, e-mail, etc.).
It is focused on the automation of business processes, which allows it to be implemented in enterprises whose management
built in accordance with ISO 9001: 2000 standards. OPTIMA-Workflow is a tool for organizing confidential document management, automating the creation and processing of objects that are involved in business processes in an enterprise, and not a means for automating document processing activities. The system can use mechanisms to ensure their confidentiality, licensed (certified) FAPSI means of encrypting information
The open architecture of the system also allows you to adapt it to the specifics of any organization. As in any similar system, a long period of preparation for deployment, as well as filling out a significant number of directories, is necessary. The system is positioned as “oriented towards escort by personnel who are not specialists in computer technologies, but who have experience in the field of office work” (Fig. 6.17).

To take full advantage of OPTIMA-Workflow, you must also purchase Microsoft Exchange Server,

Microsoft SQL Server To use the integration capabilities with other Microsoft products, it is also advisable to purchase Microsoft Project Server (there are opportunities for exchanging data with this application, and wider opportunities for visual presentation of information are used).
For the convenience of users, there are modules “bulletin board”, “event log”, “inventory”, “determination of critical paths”. To simplify the work with reports that OPTIMA-Workflow allows you to create, there is a large selection of query templates.
The system allows you to automate the preparation of documents and the control of the execution of orders, taking into account the specifics of the enterprise or organization (Fig. 6.18). Differentiation can be established on access to document items, which will provide an opportunity to get acquainted with the content of only those document items in which the user is mentioned, access to all other items will be denied. In addition, dispatch of control notifications to the performers specified in the document may be undertaken.
An important advantage of the system is a special approach to the restriction on the replication of documents, in which work occurs with one copy of the document, and information about the progress of execution, contacting the controller, the fact of execution is entered into the document itself.
In general, the system is not a “boxed" solution, ready to work here and now. It is the basis, the designer, who can adapt the workflow to the processes operating in a particular enterprise.

1. Describe the main functions of the Internet portal of the government, integrated with the workflow.
2. What are the directions for creating a functional model of the workflow of the law-making process?
3. Give examples of the organization of electronic document management in the banking sector.
4. What are the main advantages of the open Internet trading protocol - IOTP?
5. Describe the system of public procurement and the system of electronic transactions. What is their role in the e-commerce system?
6. Describe the structure and management of information flows of the integrated information system of automation of building design.
7. What are the results of standardizing electronic submission of medical documents?
8. Conduct a comparative analysis of domestic systems of office automation and electronic document management.
9. What is the main content of disability client management documentation support?

COURSE WORK

By discipline:   "Corporate information systems and the effectiveness of information systems"

On the topic:    "BUSINESS" - SYSTEM OF AUTOMATION OF BUSINESS AND ELECTRONIC DOCUMENT TURNOVER

INTRODUCTION

The DELO system, developed by Electronic Office Systems (EOS), is a comprehensive industrial solution that provides automation of the paperwork process, as well as maintaining a fully electronic document management organization. The system is effectively used both in small commercial companies and in distributed holding or departmental structures.

The first version of the CASE system was released in 1996. Today, “CASE” is used by more than 1000 companies, institutions, organizations of Russia and the CIS countries, and the total number of established jobs exceeds 100,000. It has a “Certificate of Highest Quality”.

1. General information about the "CASE" system

The "CASE" system is a replicated "boxed" product. It without any custom modifications solves the problems of automation of office work and electronic document management of most organizations. With the help of a flexible reference system, it can easily be installed and configured by the customer’s specialists.

· Scalable and flexible in configuration, easily adapts to the specifics of workflow in organizations of any size from units to thousands of jobs.

· Provides the necessary level of information confidentiality and compliance with all regulatory requirements of both Russian office work and international standards (ISO 15489 “Information and Documentation - Document Management” and ISO / IEC 17799: 2000 “Information Technology - A Practical Guide to Information Security Management”)

· Provides secure electronic document management using electronic digital signature (EDS) and special cryptographic tools. The Electronic Office Systems company has all the necessary FSB certificates for using information protection tools in its products.

· Provides the ability to mass transfer paper documents into electronic form and place them in the system database using the “In-line scan” option.

· Supports the full cycle of work with draft documents, including their routing and versioning.

· Allows you to work with documents both on the local network and remotely - via the Internet ("BUSINESS WEB").

· Has an open architecture and provides the ability to integrate with other software tools of both the EOS company and other manufacturers of software products.

2. Benefits

For managers at various levels:

· Quick search of documents;

· Tracking the movement of the document at all stages of its life cycle;

· Effective control and reporting on the implementation of resolutions;

· Reduction of the preparation and approval of documents;

· Convenient work on draft documents;

· Receiving summary reports and magazines;

· The possibility of delegation of authority.

For office staff, secretariats, for clerks:

· Quick and convenient registration of documents using an extensive system of various directories;

· Monitoring progress in the implementation of resolutions;

· Convenient and quick search for any details of the registration card (RK) of both documents and projects (RKAP);

· Document transfer journal, internal and external shipping registers;

· Reporting.

3. The main functions of the system "Case"

Main functions

It provides a full document life cycle in an organization from creating a draft document to writing it off and transferring it to the archive.

Work with incoming and outgoing documents

· Registration, control and accounting of incoming and outgoing correspondence.

· Registration of documents sent by e-mail in an automated mode, including protected digital signatures.

· Setting up the structure of the registration number in accordance with the nomenclature of affairs adopted by the organization.

· Overlaying resolutions, monitoring implementation, writing and viewing reports on resolutions.

· Sending documents for execution within the organization on specified routes.

· A quick search on all the details of the Republic of Kazakhstan and the RKAP, the ability to save and use complex search queries.

· Writing off documents to business and the possibility of transferring to archival storage.

Work with internal documents of the organization

· A full cycle of work with draft documents is supported:

o the creation of the draft document of the Republic of Kazakhstan, including "in execution" of the administrative document;

o change the project with the storage of previous versions;

o coordination and approval of the draft document;

o registration of a document created on the basis of the project.

· Formation of instructions on documents;

· Management of the passage of documents with many solutions. The entire document as a whole and each of its paragraphs can have their own hierarchical resolution trees, each of them with its own executors and controllers.

· Transfer of signed documents to employees for familiarization and execution.

· Control of the passage and execution of documents. The role of the controller was implemented - the ability to delegate the control function of documents, paragraphs and resolutions to persons or units identified as controllers or control services.

· Manage access to documents.

· Creation and storage of document templates.

Information Security

· Differentiation of user access rights to documents. Each user is determined: rights by access stamp; access rights to file cabinets within which you can work; a set of office operations in accordance with functional responsibilities.

· Logging user actions.

· Use of cryptographic information protection methods - digital signature and encryption.

Opportunities "BUSINESS WEB"

The possibilities of working via the Web have become as close as possible to the functionality of the “CASE” system in the local network. Employees of a remote branch — if they have Web access — become equal participants in the workflow of the entire enterprise. Managers and specialists located outside the office have the opportunity to participate in the adoption, execution and monitoring of decisions.

· Registration of documents with automatic completion of some fields of the Republic of Kazakhstan;

· Registration of related documents;

· Certification of files attached to the RK, EDS, as well as verification of EDS of attached files;

· Submission of resolutions on the document, control over implementation

· Coordination and signing of draft documents

· Certification of EDS files attached to the draft documents of the Republic of Kazakhstan, as well as verification of their EDS.

· Search for documents and resolutions by the values \u200b\u200bof their details;

· Obtaining reporting on internal and external document management.

4. Option "EDS and encryption"

In the activities of modern organizations, there is a steady trend towards the introduction of paperless information processing technologies.

Organization documents are created, processed and sent electronically. Incoming documents are often also converted into electronic form by means of scanning and text recognition, or they are already received in electronic form.

Electronic document management significantly increases the efficiency of managerial and production personnel: it speeds up the processes of preparation, approval, endorsement and approval of documents, simplifies the procedures for searching and processing documents, exchanging them both within the organization and with external correspondents / recipients. In addition, there is a significant reduction in the consumption of paper and supplies, and the need for copying and copying equipment and its maintenance personnel is reduced.

The use of electronic submission of documents requires an adequate means of certifying the information contained in the document. Such a tool is an electronic digital signature (EDS) - an analogue of the traditional handwritten certification of a paper document (signature).

In contrast to the usual signature, the EDS not only verifies the identity of the person who signed the document, but also ensures that no changes were made to the document after it was signed.

By registering incoming documents, an employee can put his digital signature on a document file, confirming its authenticity. When working with draft documents, outgoing and internal documents of an organization, an electronic digital signature can be used when coordinating, endorsing, approving, registering and sending a document to an addressee.

To use the electronic digital signature in the “DELO” system, a special option “EDS and Encryption” is provided.

The option allows you to digitally sign documents stored and processed in the CASE automation system of office work and electronic document management. If necessary, the document can be signed by several employees, which is very convenient for automating the coordination, approval and approval of documents.

Any employee who has access to the document receives reliable information about the signatures - who and when signed this document, and can also verify the authenticity of each signature and make sure that the document was not edited after signing. The procedure for verifying a digital signature is extremely simple - just click the mouse once.

The option "EDS and encryption" also provides the ability to sign and encrypt documents sent by e-mail to external recipients: branches, subsidiaries, customers or partners. Encryption of messages transmitted via external communication channels, can guarantee the protection of confidential information from unauthorized access - reading, distortion or substitution.

In the event that the “CASE” system is installed at all participants in the exchange of information, digital signatures superimposed on the document are transmitted along with the documents. Thus, users of the corporate system are able to sign and distribute signed documents throughout the geographically distributed organization. At the same time, for example, verification of the signature of the president of the corporation in the remote branch is performed in the same way as verification of the signature of the branch employee - with one “click” of the mouse.

Technology of work with the option "EDS and encryption".

For each user of the CASE system, who has the right to sign, a key is formed that consists of two parts: secret and public.

The secret key is recorded on the medium: the Touch Memory electronic tablet or the EToken electronic key, which is transmitted personally to the user. The secret key can be additionally protected with a user password (in case of loss of media).

The secret key is used to sign documents and to decrypt messages sent by the user by e-mail. To sign a document file or message, the user just needs to place the private key carrier in the reader of the computer and “click” on the “Sign” button.

Based on the public key, a public key certificate is generated. The public key certificate is used to authenticate the digital signature.

The creation of user secret keys and their certificates is carried out by the administrator of the Key System Management Center (CCS), which is a complex of software and a device for writing / reading key carriers, which is included in the delivery of the option.

The MCC is a corporate center for managing the key system, its activities extend only to its own organization, branches and subsidiaries. If necessary, certificates issued by the CCM can be signed by a higher Certification Authority. The MCC operates on a stand-alone computer, for security reasons not connected to any communication line.

Administration of the MCC does not require special training. All the necessary information is presented in the documentation of the CASE system.

Delivery and installation options for the "EDS and encryption" option.

The option "EDS and encryption" is offered in 3 different delivery options:

· Fully functional. The user can sign documents and messages, encrypt and decrypt messages, verify the signatures of other users. For such users, the hardware includes a hardware key reader.

· Only signature verification. The user can verify the signatures of other users, but he cannot sign documents himself. The jobs of these employees do not require the use of hardware.

· Remote signature verification. The user can verify the signatures of other users, but he cannot sign documents himself. This option is available from the CASE version 8.09 and involves the purchase of a signature verification server that allows you to verify signatures from any workstation of the CASE system.

Depending on the needs of the customer, you can purchase arbitrary combinations of options Options. For example, to purchase a fully functional option only for senior personnel with the right to sign, and for the rest of the employees to purchase the option “Only verification of signature”.

Used special software.

The EDS and Encryption option uses the cryptographic protection tool CryptoPro CSP, developed by CryptoPro and certified by FAPSI. Integration of cryptographic software into the “DELO” office automation and electronic document management system was performed by the EOS company, which has the corresponding FAPSI licenses.

5. The functions of the office automation system and electronic document management

The system supports the full life cycle of a document in an organization from creating a draft document to writing it off and transferring it to the archive.

Work on document projects

The functionality of preparing documents allows you to automate the entire process of creating a document. Working with draft documents involves the following actions:

1. Creation of a draft document by the Republic of Kazakhstan, including “in execution” of the administrative document;

2. Modification of the project while maintaining previous versions;

3. approval of the draft document;

4. approval of the draft document;

5. registration of the document created on the basis of the project.

When working with a project, sequential or parallel routing is performed, the time frames for consideration and the preparation period for the project as a whole are controlled.

Registration of documents

For each document in the "CASE" system, a registration and control card (RK) is formed, in which information about the document is entered. Both incoming from the outside and documents created inside the organization can be registered: letters, orders, orders, contracts, acts, etc. Composition of the details of the Republic of Kazakhstan: correspondent, summary, date of creation, registration number of the document, signature, subject, access stamp, mark on the availability of applications, nomenclature, composition of the document, resolution, etc. Some details, for example, resolutions and reports on their implementation, addressees , correspondents can have multiple meanings.

Execution control

In the "CASE" system, control over the execution of documents is implemented. Both the execution of resolutions and the execution of the document as a whole can be put under control. In this case, the deadlines are automatically tracked, controlled documents and documents with expired deadlines are highlighted. Perhaps the formation of reminders to executors and reports on the execution of control documents. Other functions of the office automation system are given in table No. 1.

Table No. 1. Functions of the office automation system

Processing and storage of documents	Any number of files containing a document itself in a computerized presentation form (for example, a facsimile image of a paper document, text, audio or video material, etc.) can be “attached” to a card. These files can be received via communication lines or created in the organization using text editors, for example, MS WORD, scanners, microphones or other devices connected to the computer.
Extension of the details of the document card	The card contains a set of details that fully meets the requirements of office work. To reflect departmental or industry specifics, the composition of the card fields can be expanded due to additional details. New fields can be created by users independently without any programming. Additional details can be of different types: string, numeric, dates. It also provides the ability to control the data entered in the created details.
Stream input of documents	Stream input of documents allows to solve the problem of mass input into the document management system of electronic images of paper documents. When documents are registered on the first sheets or on separate blank sheets (separator sheets), a unique bar code assigned by the system is printed. During scanning and recognition at a separate workstation equipped with a high-performance scanner, the system analyzes the barcode and processes the scanned documents in accordance with the information specified in it. As a result, electronic images of documents obtained in a given format are automatically attached to the relevant RK.
Document movement	The system has several mechanisms for organizing the movement of documents. Each mechanism ensures the optimal execution of a particular office process. When working on a draft document, the card is automatically sent along a serial or parallel route between predetermined approving or approving officials. In the process of sending the project, the nature of the visas issued is taken into account, the timing of consideration is monitored. After the resolution is passed, the finished document is brought to the attention of the performers, and the timing of the execution of orders is monitored.   The “CASE” system also implements many other mechanisms of document movement: internal addressing, sending electronic documents to external organizations, full control of all types of movement of paper documents, etc.
Legal Assurance	In the process of approval or approval of the draft document, the user can certify the document in question with an electronic digital signature (EDS). This allows you to ensure the legal competency of the created electronic documents. To store EDS certificates, you can use a third-party certifying center and an internal corporate key system control center (CMS), created on the basis of EOS software products and certified cryptocurrencies.
Sending Documents	The system allows you to create mailing registers for the expedition of the institution, to overprint envelopes, send documents using e-mail systems. Documents sent by e-mail can be encrypted and certified by electronic digital signature. For this purpose, certified cryptocurrencies are used in the system.
Reference and analytical work	As the system operates, an information base of the institution’s documents is accumulated in it. The system provides a search for documents in this database by a combination of any details of the Republic of Kazakhstan, as well as a search in the text of the document. If necessary, a complex search query can be saved and used repeatedly. Documents selected as a result of the search can be stored in users' personal folders or printed out as a list.
Full-text search by document content	A combined search has been implemented: at the same time by a combination of registration card details and a full-text search by the content of the documents themselves.
Work with related documents	The possibility of establishing links between documents of the Republic of Kazakhstan or draft documents related thematically, canceling or complementing each other, etc. is supported. This allows you to view chains of interrelated documents. Links can be set to documents stored outside the document management system (link by URL). Thus, the document of the CASE system can refer to external information materials or documents stored in other information systems.
Access Regulation	User rights in the system regulate both access to card files and documents in accordance with their vultures, and the set of functions available to this user (registration, editing, writing off a document, deactivation, etc.)

6. The effectiveness of the system "CASE"

According to Western consulting companies, when working with paper documents:

· About 15% of all documents are irretrievably lost;

· Up to 30% of the employees' working time is spent searching for the necessary materials;

· For each document an average of 19 copies are created.

The automation system of office work and electronic document management “CASE” creates fundamentally new conditions for more efficient organization of work with documents:

Non-automated technology	Automated technology
manual acceptance of documents received via electronic channels (fax, telegraph, e-mail)	automated reception of documents received via electronic channels
manual printing of cards, preparation of summaries, certificates, reports, registers	automatic printing of cards, standard summaries, references and registers, the formation of arbitrary reports
manual movement of the draft document in the process of approval and approval	automated transfer of the project between approving and approving officials on a predetermined route
reproduction of documents and cards, transportation and transfer thereof to performers	automatic distribution of the required number of electronic versions of documents and cards over a computer network
manual registration of the fact of the transfer of documents and resolutions to an official, which is often not performed due to negligence of employees	automatic registration of the facts of sending and receiving documents and resolutions on a computer network
multiple registration of the same documents in magazines and file cabinets of various structural units	one-time primary registration of a document in any department and subsequent automatic tracking of the movement and execution of the document in electronic filing units
manual search of documents and collection of information on their execution in separate file cabinets of various departments	automated end-to-end search in all file cabinets, taking into account access rights
mail and courier sending of documents and resolutions to branches and other institutions with manual compilation of relevant registers	automation of mailing list processing functions, sending documents and resolutions to branches and other institutions via e-mail with their protection by cryptography

"CASE-Enterprise" is intended not only for clerical services (secretariats, chancelleries, general departments, expeditions, etc.). The system also automates the activities of direct participants in the workflow: managers, specialists - that is, all employees of the organization working with documents.

"CASE" meets all the requirements for modern electronic document management systems, as well as for automation systems of classical office work.

Supporting full-fledged paperwork of paper and fully electronic documents, "BUSINESS-Enterprise" allows you to implement a mixed paper-electronic document management system in your organization. The system provides a unique opportunity to create highly efficient paperless paperwork in especially busy areas of management activity while maintaining full-fledged paper workflow in separate areas. This allows you to smoothly switch to modern management technologies, without the risk of failures in the modernized management documentation system.

The automation system for office work and electronic document management was created as a result of a generalization of many years of experience in the development and operation of dozens of such systems in the largest institutions of the former USSR and Russia. Therefore, it fully complies with the requirements of current clerical standards, and also supports the rules (including informal ones) and the techniques used in clerical practice of domestic enterprises and institutions.

In the “CASE-Enterprise” system, the user can be either the official directly indicated in the documents or another employee of the institution to whom the relevant authorities are delegated.

7. Systems of the family "CASE"

The systems of the “CASE” family are scalable, they support a centralized, distributed and decentralized organization of office work:

· “CASE-Secretary” can be installed on one computer and thereby provide centralized registration and control of the execution of documents.

· “BUSINESS-Enterprise” supports multi-user mode and provides centralized management of a single office process.

· If the institution has departments with independent paperwork, then CASE-Enterprise supports the interacting paperwork of these departments.

Also, the scaling of the system is ensured by the use of the following technologies:

Work in Internet / Intranet networks	To provide access to documents in the system, a web interface is implemented. It provides easy and efficient access to documents from any local or remote computer via the Internet.
Distributed electronic workflow	The system allows for the automated exchange of legally authorized electronic documents between organizations or geographically remote units. In this case, all the rules of domestic office work are observed. Confidentiality and authenticity of documents are provided by certified cryptocurrencies.
Support for large document arrays	The data storage system allows multiple users to work with large amounts of documents. Real, practically confirmed capabilities - over 4,000,000 documents, over 500 simultaneously working users. At the same time, there is a single-user version of the system that works with shareware DBMS.

"BUSINESS" is an open system. It integrates with any Windows application through the open API included with the system.

The API provides the ability to controlled access to stored data in read mode by other programs. Such programs, if necessary, can be developed by the customer, if expansion of the consumer properties of the system is required, for example:

· To output system data in the most convenient form of reports;

· To form queries of the required type for the search and selection of data;

· To access system data via INTERNET (INTRANET);

· To export system data to other customer databases, etc.

"CASE" is tightly integrated with the MS Office package, which allows you to register documents directly from editors or the mail program. Also, the system has already implemented integration with the following EOS products:

Subsystem "ARCHIVE CASE"	"ARCHIVE CASE" is a multi-user subsystem designed to automate the preparation for transferring files to the archive, maintaining and recording archival documents. The programs are integrated in the part of maintaining the nomenclature of affairs, tracking changes in the organizational structure of the organization, as well as import-export of electronic documents.
System "FRAMES"	The software system “Cadres” is intended for the automated maintenance of personnel records of enterprises and institutions. The system can be used both by individual enterprises and organizations, and organizations having a complex structure: holding type, having numerous subsidiaries, with an extensive structure of branches, etc.

8. Differences in the systems of the family "CASE"

The DELO-Start system uses MSDE (Microsoft Data Engine) as a DBMS.

Function	BUSINESS Enterprise	CASE Secretary *	BUSINESS START
Distributed online document processing	+	-	-
Distribution of access rights to various documents and system functions	+	-	-
Maintain multiple file cabinets of documents	+	-	-
Working with draft documents	+	-	-
Integration with the ARCHIVE CASE subsystem	+	-	-
Ability to interact with a crypto server	+	-	-
Registration of documents	+	+	+
Entering Resolutions to Documents	+	+	+
Distribution of documents on execution by “folders” depending on the stage of document execution: Received, On execution, On control    and etc.	+	Only the folder is open On the control "	-
Monitoring the execution of documents **	+	+	+ only in search
Multi-criteria document search	+	+	+
Formation of standard reports	+	+	+
Email sharing	+	+	-
Writing off documents in business	+	+	-
Tracking the movement of paper originals and copies of documents, maintaining registers of internal transfer of documents	+	+	-
Maintaining custom lists of officials, organizations, subject headings, groups of documents	+	+	-
Editing output plate templates	+	+	-
Maintaining registers of external distribution of documents	+	-	-

* - MSDE (Microsoft Data Engine), which is included in the delivery package, is used as a DBMS.

** - operational control of the execution of documents can be carried out in two ways:

· When viewing the list of control resolutions in the “Control” folder;

· In the search mode for the details of the resolution.

9. The structure of the system "CASE"

Figure 1. shows the structure of the CASE system and its options.

Fig. 1. The structure of the system "CASE" and its subsystems.

10. Basic technical requirements

“CASE” is an application system for the automation of paperwork and electronic document management, operating in a client-server environment.

As a DBMS, Oracle 9i (9.2.0.3 or later), Microsoft SQL Server 2000 can be used.

SERVER REQUIREMENTS

The requirements for the server are primarily determined by the requirements of the selected DBMS, the estimated number of users of the CASE system, and the organization’s document flow. In each case, the server configuration is determined individually.

The volume occupied by the DB "CASE" on the hard disk is calculated from the calculation - 50 MB is the initial size of the database, plus from 2 KB for each registration card (excluding the volume of attached files).

Average server characteristics:

· Pentium IV processor and higher;

· RAM at least 512 MB;

· Free space on the hard drive is determined by the organization’s document flow. It is calculated at the rate of 50 MB for system needs, plus 2 KB for each registration card (excluding the volume of attached files). The minimum starting database size is 50 MB.

If you are using Oracle DBMS on a platform other than Windows, to provide such optional features of the CASE system as contextual search by attached files and CASE WEB, you will need an additional Windows server with MS Internet Information Server, MS Index Server installed.

WORK REQUIREMENTS

Full featured client

The client part of the CASE system is running Windows 2000, Windows XP. The client part of the corresponding DBMS must be installed on the workstation, as well as to use all the functionality of the CASE system, MS Internet Explorer 6.0 and MS Office 2000 (or later).

· Pentium II processor and higher;

· RAM at least 128 MB;

· Free hard disk space from 200 MB;

· Monitor with a resolution of 800x600, 65 thousand colors

Windows2000 Professional.
Thin Client:

To work with the “BUSINESS” system through the WEB interface (“BUSINESS WEB”), a computer with Internet Explorer 6.0 and higher is required.

CONCLUSION

"CASE" meets all the requirements for modern electronic document management systems, as well as for automation systems of classical office work. Supporting full-fledged paperwork of paper and fully electronic documents, “BUSINESS” allows you to implement a mixed paper-electronic document management system in your organization. The system provides a unique opportunity to create highly efficient paperless paperwork in especially busy areas of management activity while maintaining full-fledged paper workflow in separate areas. This allows you to smoothly switch to modern management technologies, without the risk of failures in the modernized management documentation system.