COURSE WORK

By discipline:  "Corporate Information Systems and Efficiency of Information Systems"

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

INTRODUCTION

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

The first version of the system "BUSINESS" was released in 1996. Today, "BUSINESS" 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 the "Highest Quality Certificate".

1. General information about the system "BUSINESS"

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

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

· Provides the necessary level of confidentiality of information 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 Technologies — Practical Guide to Information Security Management)

· Provides secure electronic document management using electronic digital signature (EDS) and special cryptographic tools. The company "Electronic Office Systems" has all the necessary certificates of the FSB to use information security tools in their products.

· Provides opportunities for mass transfer of paper documents into electronic form and placing them into the system database using the "In-line scanning" option.

· Supports a full cycle of working with draft documents, including their routing and versioning.

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

· It has an open architecture and provides the opportunity to integrate with other software tools of both the EOS company and other software vendors.

2. Benefits

For managers at various levels:

· Quick document search;

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

· Effective monitoring and reporting on the implementation of resolutions;

· Reduction of time for preparation and coordination of documents;

· Convenient work on draft documents;

· Receiving summary reports and journals;

· The possibility of delegation of authority.

For office staff, secretariats, for clerks:

· Quick and easy registration of documents using a comprehensive system of various directories;

· Tracking the progress of the implementation of resolutions;

· Convenient and fast search in any details of the registration card (RK) of both documents and projects (CKPD);

· Document transfer log; internal and external dispatch registries;

· Reporting.

3. The main functions of the system "Case"

Main functions

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

Work with incoming and outgoing documents

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

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

· Setting the structure of the registration number in accordance with the nomenclature of cases adopted in the organization.

· Overlay resolutions, monitor execution, write and view resolution reports.

· Shipment of documents for execution within the organization along specified routes.

· Quick search in all requisites of the Republic of Kazakhstan and the RCAP, the ability to save and use complex search queries.

· Write-off of documents in the case and the possibility of transfer to archival storage.

Work with internal documents of the organization

· The full cycle of working with draft documents is supported:

o the creation by the Republic of Kazakhstan of a draft document, including “pursuant to” the administrative document;

o change the project with the storage of previous versions;

o approval and approval of the draft document;

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

· Formation of instructions for documents;

· Manage the passage of documents with a variety of solutions. The entire document as a whole and each of its points may have its own hierarchical resolution trees, each of them with its own performers and controllers.

· Transfer of the authorized documents to employees for familiarization and execution.

· Control of passage and execution of documents. The role controller function has been implemented - the ability to delegate the control function of documents, points and resolutions to individuals or departments 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 assigned: access rights; access rights to the card indexes within which it is possible to work; a set of office operations in accordance with the functional responsibilities.

· Logging user actions.

· Using methods of cryptographic protection of information - EDS and encryption.

Possibilities of "BUSINESS-WEB"

The possibilities of working through the Web have become as close as possible to the functionality of the "BUSINESS" system in the local network. Employees of a remote branch office — with 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 making, executing and monitoring decisions.

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

· Registration of related documents;

· Certification of files attached to the Republic of Kazakhstan, digital signature, as well as checking the digital signature of attached files;

· The issuance of resolutions on the document, execution control

· Coordination and signing of draft documents

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

· Search for documents and resolutions by the values ​​of their details;

· Receiving reports on internal and external workflow.

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 forwarded electronically. Incoming documents are often also translated 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 management and production staff: speeds up the preparation, coordination, endorsement and approval of documents, simplifies the process of searching and processing documents, sharing them both within the organization and with external correspondents / recipients. In addition, there is a significant reduction in the consumption of paper and consumables, reducing the need for copiers and equipment and its personnel.

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

Unlike the usual signature, the EDS not only identifies the identity of the person who signed the document, but also ensures that no changes have been made to the document after its signing.

By registering incoming documents, the employee can put his EDS on the document file, certifying its authenticity. When working with draft documents, outgoing and internal documents of an organization, EDS can be used for approval, vising, approval, registration and sending the document to the addressee.

For the use of electronic digital signature in the system "BUSINESS" a special option "EDS and encryption" is provided.

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

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

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, allows you to securely protect confidential information from unauthorized access - reading, distortion, or spoofing.

In the event that the “BUSINESS” system is installed for all participants in the information exchange, digital signatures are also attached to the document along with the documents. Thus, users of the corporate system are given the opportunity to sign and distribute signed documents throughout the geographically distributed organization. In this case, for example, verification of the signature of the president of a corporation in a remote branch is performed in the same way as verification of the signature of an employee of a branch — one click of the mouse.

The technology works with the option "EDS and encryption".

For each user of the “BUSINESS” system having a signature right, a key is formed consisting of two parts: a secret one and a public one.

The secret key is written to the carrier: the electronic tablet Touch Memory or the electronic key EToken, transmitted personally to the user. The secret key can be additionally protected by a user password (in case of loss of carrier).

The secret key is used to sign documents and to decrypt messages sent by the user via email. To sign a document file or a message, the user simply needs to place the secret key carrier in the computer’s reading device and “click” the “Sign” button.

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

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

CUKS is a corporate center of key system management, its activities cover only its own organization, branches and subsidiaries. If necessary, certificates issued by the TSUKS can also be signed by a higher Certification Authority. ZUKS operates on a stand-alone computer, for security purposes not connected to any communication line.

Administration of the CSC does not require special training. All the necessary information is provided in the documentation of the system BUSINESS.

Options for delivery and installation options "EDS and encryption."

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, check the signatures of other users. For such users, the option package includes a hardware secret key reader.

· Signature verification only. The user can verify the signatures of other users, but 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 cannot sign documents himself. This option is available from the version “BUSINESS” 8.09 and involves the acquisition of a signature verification server that allows you to verify signatures from any workplace of the “BUSINESS” system.

Depending on the needs of the customer, you can purchase arbitrary combinations of options Options. For example, purchase a full-featured option only for management personnel with signatory rights, and for the rest of the staff to purchase the option “Signature verification only.”

Used special software.

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

5. The functions of office automation and electronic document management

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

Work on document projects

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

1. the creation by the Republic of Kazakhstan of a draft document, including “pursuant to” an administrative document;

2. change of the project with preservation of the 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 the project, sequential or parallel routing is performed, the timing of consideration and the period for preparing the project as a whole are controlled.

Registration of documents

For each document in the "BUSINESS" system a registration control card (RK) is formed, into which information about the document is entered. Both incoming documents and documents created inside the organization can be registered: letters, orders, orders, contracts, acts, etc. The composition of the requisites of the Republic of Kazakhstan: correspondent, summary, date of creation, registration number of the document, signature, subject, access stamp, note on the availability of applications, nomenclature, composition of the document, resolution, etc. Some details, such as resolutions and performance reports, recipients correspondents may have a plural meaning.

Performance control

In the "BUSINESS" system implemented control of the execution of documents. Both the execution of resolutions and the execution of the document as a whole can be put on control. At the same time, deadlines are automatically tracked, controlled documents and documents with expired deadlines are highlighted. It is possible to form reminders to executives and reports on the execution of control documents. Other functions of the office automation system are listed in Table No. 1.

Table number 1. The functions of office automation

Processing and storage of documents	Any number of files containing the document itself in a computer representation form (for example, a facsimile image of a paper document, text, audio or video material, etc.) can be “attached” to the card. These files can come through communication lines or be created in an organization using text editorsFor example, MS WORD, scanners, microphones or other devices connected to the computer.
Expansion of the details of the document card	The card contains a set of details that fully meets the requirements of office work. To reflect the departmental or sectoral specifics, the field composition of the card can be expanded with additional details. New fields can be created by users independently without any programming. Additional details may be of different types: string, numeric, date. It also provides the ability to control the data entered in the created details.
Stream entry of documents	Stream input of documents allows to solve the problem of mass input of electronic images of paper documents into the workflow system of electronic documents. When registering documents, a unique bar code assigned by the system is printed on the first sheets or on separate blank sheets (separators). In the process of scanning and recognition at a separate workplace equipped with a high-performance scanner, the system analyzes the bar code 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 corresponding RCs.
Document flow	The system has several mechanisms for organizing the movement of documents. Each mechanism ensures the optimal implementation of a particular record-keeping process. When working on a draft document, the card is automatically sent via a sequential or parallel route between predetermined approving or approving officials. In the process of sending the project, the nature of the issued visas is taken into account and the terms of consideration are controlled. After the resolution is issued, the finished document is communicated to the implementers, and the deadlines for the execution of instructions are monitored.   The “BUSINESS” system also implemented many other mechanisms for the movement of documents: internal addressing, sending electronic documents to external organizations, complete control of all types of movement of paper documents, and so on.
Ensuring legal usefulness	In the process of approval or approval of the draft document, the user can certify the document in question by electronic digital signature (EDS). This allows to ensure the legal validity of the created electronic documents. To store EDS certificates, a third-party certifying center and an intra-corporate key system management center (CSC) can be used, created on the basis of EOS software products and certified cryptographic tools.
Sending documents	The system allows you to create mailing lists for the expedition of the institution, to imprint envelopes, to send documents using e-mail systems. Documents sent via e-mail can be protected by encryption and certified by EDS. For this purpose, certified cryptographs are used in the system.
Reference and analytical work	As the system functions, the information database of the institution’s documents accumulates in it. The system provides a search for documents in this database by a combination of any requisites of the Republic of Kazakhstan, as well as a search through the text of the document. Difficult if necessary search query  can be saved and used repeatedly. The documents selected as a result of the search can be stored in the user's personal folders or printed as a list.
Full text search by document content	A combined search has been implemented: simultaneously using a combination of registration card details and full-text search in the content of the documents themselves.
Work with related documents	The possibility of establishing links between the RK documents 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 installed on documents stored outside the workflow system (URL link). Thus, the document of the “BUSINESS” system can refer to external information materials or documents stored in other information systems.
Regulation of access rights	User rights in the system regulate both access to card files and documents in accordance with their necks, as well as the range of functions available to a given user (registration, editing, writing-off of a document, disarming, etc.)

6. The effectiveness of the system "BUSINESS"

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

· About 15% of all documents are irretrievably lost;

· Up to 30% of staff time spent on the search for the necessary materials;

· For each document, an average of 19 copies is created.

The system of office automation and electronic document management "BUSINESS" creates fundamentally new conditions for a more efficient organization of work with documents:

Non-automated technology	Automated technology
manual reception 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, references, reports, registers	automatic printing of cards, standard summaries, references and registers, generation of random reports
manual transfer of the draft document in the process of approval and approval	automated project forwarding between coordinating and approving officials along a predetermined route
reproduction of documents and cards, transportation and transfer to performers	automatic distribution of the required number of electronic versions of documents and cards on a computer network
manual registration of the fact of the transfer of documents and resolutions to the official, which is often not performed due to the negligence of employees	automatic registration of facts of sending and receiving documents and resolutions on a computer network
multiple registration of the same documents in magazines and card files of various departments	one-time initial registration of a document in any department and the subsequent automatic tracking of movement and document execution in the electronic filing cabinets of the departments
manual search of documents and collection of information about their execution in separate file cabinets of various departments	automated end-to-end search in all card files with access rights
postal and courier dispatch of documents and resolutions to branches and other institutions with manual compilation of the relevant registers	automating distribution functions, sending documents and resolutions to branches and other institutions via e-mail with their protection by means of cryptography

"BUSINESS-Enterprise" is intended not only for office services (secretariats, offices, 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.

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

Supporting the full-fledged paperwork of paper and fully electronic documents, "BUSINESS-Enterprise" allows you to implement in your organization a system of mixed, paper-electronic document circulation. The system provides a unique opportunity to create highly efficient paperless office work in particularly busy areas of management with preservation of full-fledged paper workflow in certain areas. This allows a smooth transition to modern management technologies, without the risk of failures in the modernized document management system.

The system of office automation and electronic document management was created as a result of the accumulation of many years of experience in the development and operation of dozens of similar systems in the largest institutions of the former USSR and Russia. Therefore, it fully complies with the requirements of current record-keeping standards, and also supports the rules (including non-formalized ones) and the techniques used in the record-keeping practice of domestic enterprises and institutions.

In the "BUSINESS-Enterprise" system, the user can be either the official directly indicated in the documents or another employee of the institution to whom the relevant powers have been delegated.

7. Systems of the “BUSINESS” family

Systems of the “BUSINESS” family are scalable, they support a centralized, distributed and decentralized organization of workflow:

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

· "BUSINESS-Enterprise" supports multi-user mode and provides centralized management of a single workflow process.

· If there are divisions in the institution with independent workflow, the “BUSINESS-Enterprise” supports the interacting workflow processes of these divisions.

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

Work on the 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 document management	The system allows the automated exchange of legally valid electronic documents between organizations or geographically distant units. At the same time, all standards of domestic office work are respected. Confidentiality and authenticity of documents are provided by certified cryptographs.
Large document support	The storage system allows multiple users to work with large quantities of documents. Real, practically proven 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 a shareware DBMS.

"A BUSINESS" - open system. It integrates with any Windows-based applications through the open API supplied with the system.

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

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

· To form requests of the required type for searching and selecting data;

· To access system data via INTERNET (INTRANET);

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

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

Subsystem "ARCHIVAL BUSINESS"	“ARCHIVE” is a multi-user subsystem designed to automate preparations for the transfer of files to the archive, maintain and account for archival documents. Programs are integrated in terms of maintaining a nomenclature of cases, tracking changes in the organizational structure of the organization, as well as importing and exporting electronic documents.
System "FRAME"	The software system “FRAME” is intended for the automated maintenance of personnel records of enterprises and institutions. The system can be used both by individual enterprises and organizations, as well as by organizations with a complex structure: holding type, having numerous subsidiaries, with an extensive branch structure, etc.

8. Differences in family systems "BUSINESS"

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

Function	BUSINESS-Enterprise	BUSINESS Secretary *	BUSINESS Start
Distributed processing of documents in the network	+	-	-
Distribution of access rights to various documents and functions of the system	+	-	-
Maintaining several document files	+	-	-
Work with draft documents	+	-	-
Integration with the subsystem “ARCHIVAL BUSINESS”	+	-	-
The ability to interact with the cryptoserver	+	-	-
Registration of documents	+	+	+
Entering resolutions to documents	+	+	+
Distribution of documents on execution by “folders” depending on the stage of document execution: Received, Performed, In Control   and etc.	+	Only the folder is open In control "	-
Control of execution of documents **	+	+	+ search only
Multi-criteria document search	+	+	+
Formation of standard reports	+	+	+
Share documents by email	+	+	-
Write off of documents in the case	+	+	-
Tracking the movement of paper originals and copies of documents, maintaining registers of internal transfer of documents	+	+	-
Maintaining user lists of officials, organizations, subject headings, document groups	+	+	-
Editing print form templates	+	+	-
Maintaining registers of external distribution of documents	+	-	-

* - MSDE (Microsoft Data Engine), which is included in the 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 “In Control” folder;

· In search mode by resolution details.

9. The structure of the system "BUSINESS"

Figure 1. shows the structure of the system "BUSINESS" and its options.

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

10. Basic technical requirements

"BUSINESS" is an application system for office automation and electronic document management, operating in a client-server environment.

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

SERVER REQUIREMENTS

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

The volume occupied by the database "BUSINESS" on the hard disk is calculated at the rate of - 50 MB of the initial size of the database, plus from 2 KB to each registration card (without taking into account the size of attached files).

Average server characteristics:

· Pentium IV processor and higher;

· rAM  not less than 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 (without taking into account the size of attached files). The minimum starting database size is 50 MB.

In the case of using Oracle DBMS on a platform other than Windows, to provide such optional features of the “BUSINESS” system as contextual search by attached files and “BUSINESS-WEB”, an additional Windows server with MS Internet Information Server, MS Index Server installed will be required.

REQUIREMENTS FOR WORKING PLACES

Full-featured client

The client part of the system "BUSINESS" is working under running windows  2000, Windows XP. The workstation must have the client part of the corresponding DBMS installed, as well as for using all functionality  “BUSINESS” systems, MS Internet Explorer 6.0 and MS Office 2000 (or later versions).

· Pentium II processor and higher;

· RAM not less than 128 MB;

· Free hard disk space of 200 MB;

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

· Windows2000Professional.
Thin client:

To work with the system "BUSINESS" through the WEB interface ("BUSINESS-WEB"), you need a computer with Internet Explorer 6.0 and above installed.

CONCLUSION

"BUSINESS" meets all the requirements for modern electronic document management systems, as well as for automation systems of classical office work. By supporting the complete paperwork of paper and fully electronic documents, "BUSINESS" allows you to implement in your organization a system of mixed, paper-electronic document circulation. The system provides a unique opportunity to create highly efficient paperless office work in particularly busy areas of management with preservation of full-fledged paper workflow in certain areas. This allows a smooth transition to modern management technologies, without the risk of failures in the modernized document management system.

The development of the economy sets before the management of enterprises and organizations of any form of ownership the task of automating office work, organizing document management and creating document management systems (DMS).
Electronic Document Management Systems (EDMS) include tools that allow you to:

1. create documents;
2. process documents;
3. to replicate documents;
4. deliver documents;
5. store documents;
6. control the execution of orders;
7. create collaboration tools
8. archive documents.

In practice, the CAS and the SED are usually combined within single systemcalled the office automation and electronic document management system (SADED), for which there is a steady demand in the software market. There are more than 10 SADEDs on the Russian market, which differ from each other in many ways: the cost of ownership (including the need to acquire and support additional software, such as 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 the acquired SADED to the specific requirements of a specific business area.
Such systems should enable document management to be carried out both by function and by process in an organization. SADED can support either the DMS standard (documents management system), or the Workflow standard (document flow automation).
The software market in this area includes:

• software products aimed at automating workflow - electronic office (Case, Cinderella, LanDocs);
• software products based on Lotus Notes (Company Media, Boss-referent);
• software platforms for creating your own solutions (Documentum, Hummingbird);
• ready-made solutions based on own software platforms (DocsVision, Directum, Optima, Euphrates).

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

• archiving and backup;
• anti-virus protection and protection against unauthorized access;
• support of 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 important function  for fault tolerance of the paperless workflow system and the organization of a full-featured search on all documents of the enterprise. Integration with systems anti-virus protection  for fault tolerance group policies  enterprise security, access control to databases of electronic document management systems, access control, ready access templates created for the purposes of specific departments (human resources department, accounting, etc.), remote access and remote administration tools SADED allow you to use web-based document management technologies.
An important requirement for SADED is to minimize the total cost of ownership. When choosing such a system are important used database management system (DBMS), as well as development tools. To minimize costs, you should build SADED on already existing licensed software. In addition to minimizing the cost of acquisition, the introduction of such an approach will allow to attract specialists of the enterprise to develop SADED, to integrate it into the corporate IT environment. The cost of training specialists
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 turnkey solutions for adapting software to a specific business activity.
When choosing SADED, the 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 SADED, the following aspects should be considered.

1. Compliance of the SADED function set with user requirements: functionality and price-quality factor, system complexity and elimination of functions whose application is unlikely, excessive simplicity, which will require additional investments in the necessary modules.
2. The prevalence of software on the market (primarily in the regional).

The duration of the presence of a SADED on the market indicates its prevalence, availability of specialists, as well as the ability to support the system, eliminate errors, 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 area of ​​the enterprise (organization) - the customer SADED. Different business areas (construction, healthcare, etc.) have their own specific features that will require adaptation of the SADED. If developers (distributors) have ready-made solutions, they can significantly save on adaptation.
2. Used tools (DBMS). If you have licensed software to work with the DBMS, it is advisable to use a single platform for the formation of the IT environment of the enterprise (organization). Improve the TCO will help the use of software products with open source (open-source).
3. The need to purchase additional modules and additional user licenses. Software makers usually include a base package. limited number user licenses. When connecting new users, it may be necessary to purchase additional licenses. Some modules (for example, 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
   requires periodically updating the knowledge of specialists in the implementation and support of increasing the complexity of the system, its redundancy, development of directories. With insufficient staff training, this causes opposition from users. Filling a large number of directories requires the involvement of IT staff. System administrators should deal only with administrative functions!
5. Convenience of the interface and the organization of remote work. Intuitive clarity and simplicity of the interface will allow to overcome the opposition of users to implement SADED at the initial stage. The possibility of obtaining access to the system not only from the head office in many cases will simplify the work of the SADED users of the enterprise (organization).

The final decision on the acquisition and implementation of this or that office automation system and electronic document management is the personal responsibility of the company's administration and the head of IT services.
The firms represented on the Russian market - developers of software for office automation and organization of electronic document management are shown in Table. 6.4.
Table 6.4. The main software products for 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	Intertrast	http://www.intertrust.ru
OPTIMA-Workflow	OPTIMA	http://www.optima-workflow.ru
Boss Referent	Ay-Ti	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/
Squad	Interprocom LAN	http://www.interprocom.ru

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

Directum is a system for office automation and electronic document management, corresponding to the concept of ECM (Enterprise Content Management). The creators of the system adhere to the Workflow standard with sufficient redundancy, the purpose of which is to automate work, primarily the office and the secretariat of the enterprise (organization): coordination of documents, control of execution by processes that require interaction between departments and management, preparation of meetings. The main modules of the system are:

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

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, IS-Builder uses a built-in programming language that allows modification and development of new electronic document cards, handbooks 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 control cards (RCM) (Fig. 6.13), to control the location of the paper document. In addition, there is the possibility of monitoring the execution of orders.

After registration, the incoming document goes through the usual stages of management review, resolution, control, and document execution. Further work of performers with the document can be carried out completely in electronic form. This significantly reduces the time spent by performers and prevents accidental loss of the original. Depending on the style of work of a manager, the document is considered either in paper or in electronic form. Based on the resolution issued by the head, the document can be put under control with the appointment of performers, assignments and deadlines.
The system Directum has ample opportunities to accompany business processes. Document routes can be set as standard, i.e. formed by patterns, and arbitrary for specific processes. It is possible to monitor the workload of subdivisions by orders within the framework of business processes of the organization. Typical routes are configured using a special editor. For the convenience of monitoring the movement of documents and the execution of orders there is the possibility of setting the timing of notifications.

For the preparation of meetings, there is the possibility of scheduling the agenda using the system Based on the results, a protocol can be prepared on 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 actual presence of employees and make decisions using a survey method (using EDS).
Integrated use as a means of CRM will automate the work of units for product sales and marketing, saving on the acquisition of additional software.
The organization of document storage is based on the placement of all documents in the common information space of the SQL Server database, which simplifies the organization of sharing access to documents created on computers by users. It also significantly expands the search capabilities for electronic documents (Fig. 6.14).
SADED Directum also has extensive integration capabilities with the application package. Microsoft Officethat lets straight out
applications to send a document for approval, view the history of work with the document, related documents, as well as insert fields from the electronic document card 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 is possible to view the history of changes in the content of the document (for example, in the coordination process) and, if necessary, return to any of the versions.
Confidentiality of documents stored in the Directum system is ensured by setting access rights to each document or folder ( full access, change, view, 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 either on the basis of a user's private key certificate or by setting a regular password. The digital signature, implemented using MS CryptoAPI, allows you to integrate the Directum system with various information cryptographic systems, including those certified by 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 module "clerical work", which allows to automate the functions related to clerical work and processes related to the movement of documents;
• “process management” module, aimed at supporting business processes based on the concept of workflow in accordance with ISO 9001: 2000 standards.

DocsVision has wide integration capabilities with other software products related to the automation of enterprise management and document management software: 1C Enterprise, Microsoft Axapta, Microsoft SharePoint, Microsoft Office, Active Directory.
When installing the server side, web access to the system is immediately organized. In addition, for organizing the work of remote departments there is a module for data replication between remote and main servers.

The module “Office work” is built on the basis of the DocsVision platform, in connection with which the user works in the application using the platform's main tool (Navigator) and its objects (folders and views) described in the DocsVision Platform Guide. The basis of the application consists of the following objects (a detailed description of these objects is given in subsequent subsections of the guide):

• document cards containing relevant fields and allowing to register documents of the following types: incoming documents; outgoing documents; internal documents; archival documents;
• file cards, which contain a file description and allow editing files in applications according to their format, as well as simplifying the inclusion of files into document cards;
• processes that automate some clerical operations;
• process templates that simplify the description and launch of new processes;
• directories containing a variety of intraorganizational information;
• additional references:
• clerical settings containing data about advanced settings  (in particular, those providing encryption and signing of electronic documents, the default scanning settings, the list of users who are allowed to access all fields of the cards, etc.);
• scanning barcodes, providing stream scanning of a large volume of documents, followed by splitting the resulting graphic file into separate documents and attaching them to the appropriate document cards;
• a business calendar that allows you to calculate working time for employees who have both a standard work schedule and a specific one (for example, moving time);
• message;
• reconciliation card;
• task card.

In accordance with the functional model of the enterprise, a hierarchy of folders for divisions is created (Fig. 6.15). For the convenience of administration, detailed credentials for each employee are entered. An unusual feature is the task in the account

user data declination of his last name, first name and middle name in all cases for further use in the system.

EDS settings also have special features: it is possible to replace the manager’s signature with the signature of a responsible employee who replaces him (temporarily or permanently) in accordance with internal subordination. Access rights to shared folders are set directly through the interface. operating system.
To synchronize with the paper office in the system there is a parallel maintenance of the nomenclature of cases with electronic registration of documents. In the DocsVision structure, it is possible, like the usual nomenclature of cases, to keep records of the physical location of documents, including registration of the name, location

document, date of creation, retention period (with the possibility of being reminded about the need to write off or archive), the number of volumes, the index and other operations (Fig. 6.16).

The following types of cards are provided for the organization of electronic document flow in the “Document management” module:

• incoming document - to work with the document with the type of stream “incoming”;
• outgoing document - to work with the document with the outgoing stream type;
• internal document - to work with a document that is in use within the organization, for example, by internal order;
• archive 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 certain route;
• task - designed to package related tasks;
• process - allows you to link the tasks of one document into a single sequence. The process is created, started and executed as the tasks of which it is composed are executed;
• process template — allows you to create templates for some of the processes that are regularly repeated in the organization (for example, preparing weekly reports). Templates are the procurement of processes, on the basis of which the 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 the performer’s refusal to perform or when the task is redirected to the deputy performer; 2) by the user himself for storing messages in the system, which can be used for various purposes;
• business calendar - allows you to create a work schedule of the organization or its individual employees. Maintaining business calendars allows you to calculate, for example, the timing of tasks;
• approval - allows you to automate some stages of the coordination of documents.

The module "Process Management" allows you to automate the management of documents and business processes based on the platform DocsVision, 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 jobs and tasks with an indication of their beginning and end and the precise definition of inputs and outputs”. The stage of automation of processes in an organization is preceded by a stage of their formalization. DocsVision tooling allows you to formalize business processes, including
subprocesses and auxiliary processes (including both synchronous and asynchronous execution) that exist in the enterprise or organization. This module is closely integrated with other modules of DocsVision, which allows you to process objects for the organization of continuous process sequences.
Business processes are created on the basis of templates: process cards, process diagrams, process properties (variables, gateways), functions included in the process. DocsVision system allows you to manage processes and functions of departments and employees, taking into account their relationship.
There are also ample opportunities to create reports on the execution of processes, setting priorities, their monitoring and implementation.
The complete formalization of all processes in an enterprise is a complex and long-term task, requiring significant investments in employee training and system adaptation. The capabilities of DocsVision in this area support the development of document management support for an enterprise that is 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 wide possibilities for automating processes taking into account the interrelation of functions at the enterprise. The system requires Microsoft SQL Server. Integration with Exchange software products, Axapta, Active Directory services will be a good help for organizations building their IT infrastructure based on Microsoft software products.
The LanDocs software products developed by LANIT are used to build document management systems for enterprises and organizations and can be adapted to any activity. With the use of LanDocs software, various solutions can be implemented for building the enterprise's IT infrastructure. In the framework of the subject matter, we highlight the main ones:

• an office automation and workflow system, which is based on the norms and standards in force in Russia for organizing the accounting of documents, control orders in accordance with the processes and functions of departments and employees;
• organization of access to documents based on a secure repository with the ability to search for and delimit user access to documents, including electronic storage
  copies of paper documents (the mechanisms used by EDS are certified by FAPSI);
• support of business processes of the organization in accordance with the concept of Workflow 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 within the framework of two architectural solutions: in a two-tier client-server architecture based on industrial DBMS by Oracle and Microsoft, and also in a three-tier architecture with a specialized web application server, providing the ability to remotely access the system’s information via the Internet, using Microsoft Internet Explorer platform-independent client.
Integration with e-mail systems allows you to seamlessly include in the record keeping contour not only the clerks, but also other categories of personnel of the organization - executives, managers, giving them the ability to perform de-production operations in MS Outlook (MS Exchange Client) or Lotus Notes.
The system implements a documented application programming interface (API) that provides the ability to embed document management services into external Windows applicationsas well as supporting a number of standards, which made it possible to integrate LanDocs with a number of external software systems  and specialized equipment - e-mail systems, the Fine Reader system (for text recognition of scanned documents), MS Project and Open Plan project management systems, scanner equipment (TWAIN interface).
The “Office Work” module LanDocs is a basic subsystem, which includes the main functions of automating the work of the office and conducting electronic office work (including maintaining an electronic archive of documents):

• registration of documents - the ability to customize the requisite composition of the registration card for the specifics of accounting for various types of documents; The ability to create and store an unlimited number of versions of texts (files) of documents is supported. The creation and modification of the texts of documents is carried out by the 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 of documents stored in the corporate repository - the search of documents is provided both by the registration card details and by the text of documents, taking into account the morphology of the language;
• tracking of records between documents, grouping documents into complexly structured folders;
• exchange of documents and messages, the direction of documents and tasks for execution;
• coordination of documents in electronic form;
• control of the execution of documents and tasks (in this case, the system provides support for work in the mode of executor replacement); Formation of various reports on document flow and control of execution.

It is implemented in the “client-server” architecture on the basis of an industrial database management system and functions in the computer network of personal computers with Windows OS. Supplied to work with Oracle or MS SQL Server DBMS. 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 flow. The main automation processes are:

• creation of electronic documents and electronic analogues of paper documents (OCR amp; Production Systems);
• document registration and accounting (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, accounting of versions of electronic business and economic documents.

The release of this system is the company UpScale Soft, which has the status of Microsoft Gold Certified Partner. 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 the site microsoft.ru (the development library section).
The system is based on the principles of open architecture, which allows achieving a high degree of integration with other systems (scanning, text recognition, e-mail, etc.).
It is focused on automating 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 flow that automates the creation and processing of objects that are involved in business processes in an enterprise, and not a tool for automating document processing activities. The system can use confidentiality mechanisms, licensed (certified) FAPSI information encryption tools
The open architecture of the system also allows you to adapt it to the specifics of any organization. As in any similar system, it is necessary, including a long period of preparation for deployment, the filling of a significant number of directories. The system is positioned as “support-oriented staff of non-specialists in computer technology, but with experience in office management” (Fig. 6.17).

To fully utilize the OPTIMA-Workflow features, you must also purchase a Microsoft Exchange Server,

Microsoft SQL Server. To use the integration features with other Microsoft products, it is also advisable to purchase Microsoft Project Server (there are data exchange capabilities with this application, more advanced visual presentation capabilities are used).
For user convenience, there are modules "bulletin board", "event log", "inventory", "definition 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 control the execution of orders, taking into account the specifics of the enterprise or organization (Fig. 6.18). Distinctions on access to items of the document can be established, which will provide an opportunity to get acquainted with the content of only those paragraphs of the document in which the user is mentioned, access to all others will be denied. In addition, it may be undertaken to send notifications about the inspection of the performers indicated in the document.
An important advantage of the system is a special approach to the restriction on the replication of documents, during which work takes place with one copy of a document, and information about the progress of execution, appeals to the controller, and the fact of execution are 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 for processes operating in a particular enterprise.

1. Describe the main functions of the Internet portal of the government that is integrated with the workflow.
2. What are the directions of creating a functional model of the workflow of the lawmaking 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. Give a description of the state ordering system 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 an integrated information system for the automation of building design.
7. What are the results of standardizing the electronic submission of medical records?
8. Conduct a comparative analysis of domestic office automation systems and electronic document management.
9. What is the main content of the documentation support of the management of working capacity?

V. Balasanyan,
  CEO of EOS

Documents are the informational basis of the organization’s activities, since it is in them that more than 80% of its information resources are concentrated. In addition, the workflow is, in essence, an orderly exchange of this information between employees and departments. Thus, improving the efficiency of working with documents in an organization directly affects the efficiency of the organization’s performance of its functions, be it an improvement in the provision of services to citizens by a state or municipal institution or an increase in the competitiveness of a commercial enterprise.

Work with documents in the organization: basic concepts and regulatory documents

Office work as a system of rules and technologies for working with documents covers the processes of preparing documents (documentation) and organizing work with documents (storage, use, movement) up to their destruction or transfer to archival storage.

The most important technological process of working with documents in an organization is document flow - the movement of documents from the moment they are created or received until the completion of the execution, dispatch or return to business. Document flow refers to the following processes: registration of documents, organization and control of their consideration and execution.

It is assumed that a special document management service (case management, office, secretary, etc.) is responsible for the coordination, control, and implementation of the workflow processes in the organization.

The main regulatory documents governing the documentation support of management in Russian FederationToday are:

GOST R 51141-98 "Record Keeping and Archiving. Terms and Definitions",  describing the system of concepts in the field of office work and archiving;

"Standard instruction on record keeping in federal executive bodies", which establishes general requirements for the functioning of document management support services, documenting management activities and organizing work with documents.

Currently, a draft federal law has been prepared "On the documentation support of management activities"  , (cm.).

Electronic document management involves the movement of documents in electronic form. In federal law "On electronic digital signature" of January 10, 2002 N 1-FZ  The legal conditions for the use of an electronic digital signature are determined, under which the electronic digital signature in an electronic document is considered equivalent to a handwritten signature in a document on paper.

"Electronic Revolution" in working with documents

Until recently, substantive work with documents was largely separated from office work as a technological activity in the production, accounting, relocation, control and retrieval of documents. Office work was carried out by dedicated staff of secretariats and offices. As a result, office automation systems, as a rule, were viewed precisely as automation systems for the activities of this technological staff.

However, in the last decade, office automation has led to revolutionary changes in the field of work with documents. Now, instead of secretary-typists, the documents are made by their authors themselves - using personal computers, and a few keystrokes of a computer are enough to send the created document over a computer network - to the next room or to another continent. Thus, decision makers have become direct participants in office management and workflow technologies, starting from the moment the document was created and right up to the control of its execution and work with the documentary archive. In this regard, the existing stereotype of the attitude towards document management systems requires revision as a means of increasing the efficiency of the work of the record keeping staff. Now the electronic document management system is a key tool for the direct activity of decision makers - managers.

How to automate office work

Today, an organization that wants to get a modern solution for creating automated workflow technology has a fairly wide choice - from the acquisition of individual private technologies to complete integrated systems. Company approach "Electronic office systems  "implemented in popular system "A business",  is that the new technology should be consistent with the traditional management culture, the existing regulatory framework and the current technology of working with paper documents.

The fact is that Western traditions are connected with the manager’s personal responsibility for the document and its execution (it is characteristic that the word “document circulation” is not in English). The subject of regulation in the traditional Western document management systems (the so-called document management systems) was the systematization of the storage of executed documents (similar to domestic archival storage). It is on the basis of this tradition that the concept of Western electronic document management systems has been formed, and therefore it is not surprising that so far many of them are translated by us with a kind of phrase “electronic archive”.

The Russian tradition implies the obligatory registration of each document from the moment of its appearance in the organization, as well as regulated (and controlled) document circulation even before the completion of the document execution. The very idea of ​​such accounting and regulation of the movement of documents is quite adequate to the modern world tendencies of management organization using computer networks. However, workflow technology ( workflow), built-in Western document management systems, as a rule, are very general in nature and in no way take into account the existing and thoroughly developed domestic management practice for centuries.

It follows from this that the direct use of Western ready-made systems for the integrated automation of Russian office work is impossible. It is not by chance that all the leading domestic developers create their own systems for automating office workflow and document management, including using Western technologies and software components.

Traditional office automation system functions

The traditional functions that make up the content of Russian paperwork and paper workflow are well known. They include receiving and sending documents, their registration, consideration and execution of decisions, bringing them to the performers, monitoring the movement and execution of documents, their destruction or transfer to the archive.

Initially, in the mid-1990s, the system "A business"  it was focused on the automation of traditional office work as a real-life technology for recording and controlling the movement of mostly paper documents. Further experience showed, despite the initial presence in the system of a number of "electronic document management" functions (work with files of electronic documents and e-mail, scanning, full-text search, Web  -access and others), that these functions for a long time were not demanded by most customers.

Automation of traditional office work allowed to solve a number of the most important problems of control over the documentation activity of the enterprise and its divisions. However, today, to create a modern automation system for working with documents, it is absolutely not enough to simply transfer the worked out stereotypes of office paperwork to the electronic document management system. It is not the technical accounting and control functions that are coming to the fore, but a whole series of problems with working with electronic documents proper.

New functions of electronic document management systems

Compared with traditional paperwork, the electronic document management system must ensure the implementation of a number of new functions, the most important of which are listed below.

Reception of electronic documents

The system of office automation, focused only on paper workflow, can be limited to work with structured information about the document and its details - the so-called registration card. The electronic document management system should also ensure full-fledged work with the documents themselves in electronic form. In system "A business",  in particular, an arbitrary number of files representing the electronic document itself can be associated with the registration card.

The electronic document management system should provide the necessary service to include documents from various sources and devices, including those received via e-mail, fax lines or on paper. If the documents are formed directly at the workplaces of users of the electronic document management system, then it should provide for the automated generation of templates of standard documents into standard documents. office applications  (for example, in MS Word  or Excel) with the subsequent automatic registration of such documents.

Electronic Document Storage

This is the key function for most foreign document management systems ( DMS - Document Management System).

(System "A business  "in particular, having its own repository has the ability to work with documents stored in document management systems that support the standard ODMA: Open Document Management API  - a standardized software interface to document management systems, designed to interconnect document management systems with each other and applied systems. Currently ODMA  supported by almost all leading global suppliers of document management systems.)

For the purposes of traditional office work, it is enough to keep the document description in the form of a set of well-defined, necessary for office record keeping and control details (outgoing and incoming numbers, name, who signed, resolutions, deadlines, etc.). The electronic document management system is designed for a wider range of users, including those who work with documents. Therefore, in addition to traditional accounting and control details, it should provide additional opportunity  storage and processing, specific to each type of documents details.

For example, among the details of the personnel order may be information about the employee and his position, and among the details of the contract - his number, name, date and amount of payments in stages. Without the allocation of such details, the use of an electronic document management system for meaningful work with documents in functional units related to specific types of activities will be ineffective or completely impossible and unnecessary.

Document control

The paper document management system is primarily used by personnel involved in controlling the movement of registered paper documents between departments. The electronic document management system organizes the work of the entire management of the enterprise at all stages of the document life cycle, including work on projects, coordination, endorsement, execution, write-off, and transfer to archival storage. This requires a qualitatively new level of support for mechanisms of multi-step document routing and distribution of role functions of participants in the workflow for each of the processes.

User authentication and separation of access rights

In paper-based documents, the separation of access rights is ensured by transferring paper documents only to persons specified in the relevant resolutions or their authorized representatives (secretaries, assistants, etc., in accordance with their role in the workflow process). Authentication in paper workflow is carried out through signatures (visas) and seals (forms).

In office automation and electronic document management systems, such separation of access rights should be supported both at the level of registration cards and at the level of electronic documents. (It should be noted that, in conventional document management systems, access rights are in no way connected with document flow routes.) When switching to electronic document management, an automation system becomes an intermediary between the participants in the document processing process, which must identify the user who participates in the process and also provide him with signature analogue (digital signature) or printing analogue (digital signature of the user acting as the keeper of the official stamp and letterhead ui).

Electronic document management and new management schemes

As an advantage, Western management schemes are often noted. high level  delegation of authority and, accordingly, “horizontal” workflow, for example, workflow directly between employees of different departments, bypassing their managers.

Indeed, in traditional domestic practice, documents move from an employee of one department to an employee of another department, as a rule, through the heads of these departments, and the manager, for example, an organization, cannot directly address the document to the contractor, that is, “through the head” of the employee’s higher managers. With paper documents, this scheme of passing documents "through managers" allows them to control the activities of their departments and executors.

However, it is completely wrong to conclude from this that the electronic document management system, which allows to solve the problem of “vertical” document circulation, is not capable of implementing “horizontal” document management. On the contrary, it is the combination of "horizontal" and "vertical" workflow that allows you to create a truly effective document management system. In particular, by “allowing” direct addressing of documents and instructions to direct implementers, it is always possible to provide an electronic “notice” to the interested managers about the documents received for execution by the units entrusted to them.

The problem of transition to more efficient - transparent - management schemes for document circulation covering a network of geographically distributed institutions (offices) is even more pressing. Traditional paper workflow is naturally localized within a separate office. The interaction between the offices of one or various organizations is carried out at the level of exchange of incoming / outgoing correspondence. In this case, a document registered in one office, being sent to others, is registered in each of them anew, and direct control of the state of work with the document inside a remote unit is usually impossible.

A huge management effect in the very near future promises a transition from electronic document management in separate local office networks to a single document management system of a geographically distributed system of organizations, which can be viewed from a document management point of view as one single virtual office. The enormous advantages of this scheme are: one-time registration of any document, the ability to address documents directly to specific performers, regardless of their territorial location and job hierarchy; "transparency" of the passage and execution of documents in the entire geographically distributed control system.

Electronic and paper documents in one system

In conclusion, it is important to note that in the conditions of an active transition to electronic document circulation, paper document circulation continues, and in the foreseeable future will continue to remain a significant component of the document flow. Therefore, in these conditions there will always be a problem of simultaneous management of paper and electronic document circulation.

In the general case, the same document may exist in electronic and paper form throughout its entire life cycle, and sometimes both paper and electronic copies of the same document may exist at the same time. Thus, the separation of control over paper and electronic documents is confusing and ultimately leads to a loss of control over the document flow of the enterprise as a whole. The main task here is, naturally, within a single system, to ensure control over all the "hypostases" of the document.

Components of the economic effect

The effect of using electronic document management systems includes:

direct economic effect (saving labor and material costs for working with documents);

effect due to the unification of the organization’s documentation activities and reduction of dependence on the individual technological experience of the staff;

reduction of time cycles for working with documents and creating a single documentary space;

full control over documents, their movement and executive discipline.

Traditionally, the concept of workflow automation is associated with work with correspondence, documents of a managerial and organizational nature, etc. but SED  also allow you to associate each document with the actions that should be done with it. Thanks to this system, it becomes possible to track the performance of certain work by employees. Thus, EDS provides not only effective management of document flows and information security  in the company, but also to increase control over the execution of work on documents and the productivity of employees

Electronic Document Management Systems (EDMS)  currently used in the IT infrastructure of almost any company - both private and public. In most companies, either the EDS is already implemented, or it is planned to be introduced in the near future. Electronic document management systems solve an ever wider range of tasks, integrate with accounting systems, and allow you to manage enterprise vital signs (build KPI or MTP systems). Via SED an enterprise becomes transparent and manageable: all simple business operations (for example, shipment of goods from a warehouse or transfer of materials to production) are accompanied by their reflection in the accounting system in the form of electronic documents. Business transactions can be accompanied by accounting and fixation of indicators of business processes. The accumulated information on the indicators is integrated into the EDS in the indicators of the upper level, and, thus, we get the balanced scorecard, reflected in the manager's panel.

Electronic document management systems  They have a number of advantages, among which are the possibility of a one-time registration of an electronic document, parallel execution of necessary operations with tracking of the person responsible for their execution, as well as the availability of an efficiently organized document search system and an advanced reporting system.

Besides, SEDAs a rule, they contain the means of group work on documents and projects, scheduling and loading of employees on work with documents, keeping history of work with documents and safe work with remote offices and departments of an enterprise. On the most common in Russia platform "1C: Enterprise 8" example SED  is an . With the advent of the 1C: Enterprise 8 platform, the distribution of the 1C family of programs was reoriented from the small to the medium and corporate segments of enterprises. Electronic document management is an attribute of a complete information system for such enterprises, while the workflow class system and the more advanced version of BPMS are a standard module of the corporate information system of an enterprise in which the number of office employees reaches more than 50 people.

Electronic document management system  should not have industry specifics. The main and most common variant of electronic document management is box products, and EDS on the 1C platform is no exception.

In the conditions of modern business development, the SED should solve problems related to cost optimization, with the possibility of saving internal resources of the enterprise. At the same time, the most optimal variant is such a situation for an enterprise, when the implemented information electronic document management system allows you to quickly (in 2-3 months) recoup the costs of implementation. A prerequisite for such an implementation is the presence in the enterprise of an employee who owns knowledge of process management, skills in building notation diagrams describing business processes and fairly well representing business processes occurring in an enterprise implementing EDS. An important tool can be formalized business process diagrams.

Implementation SED  should always decide the question of optimizing business processes and saving labor costs of both senior management and ordinary employees of the enterprise. At the same time, the maximum effect of the implementation is achieved when the electronic document flow functions in a single information space with the management and accounting system. Such an integrated system allows to solve a much larger number of tasks.

There are a number of standard uses. SED  on a platform 1С, for example, automation of contractual work. But the solution of such tasks as personnel documentation, work with travel and advance reports, applications for money, sales support processes, procurement, production and warehouse documentation can be solved only in a single information system with the accounting system. For example, on the platform 1C 8 electronic document management system "PeterSoft: Process Management"  can work in a single database with the product "1C: Salary and Personnel Management" or "1C: Manufacturing Enterprise Management", which allows you to comprehensively solve both functional tasks (for example, recruitment) and accounting (payroll) and managerial (motivational decision making) about salary increase or fine), and the tasks of interaction and information transfer (passing a document along a route, connected with timely notification of all interested participants of the process according to the previously approved procedure).