Organization's documents for electronic document management. Electronic document flow: how to register? How to enter electronic document management

For many decades, paper documentation has been the generally accepted form of presentation of the results of intellectual activity and an instrument of information interaction. Millions of engineers, technicians, employees in industrial enterprises, government agencies, and commercial structures were engaged in its creation (and are still employed to this day). With the advent of computers, various means and systems for automating paper documentation began to be widely introduced.

Electronic document flow is understood as a way of organizing work with documents, in which the bulk of the company's documents are used in electronic form and stored centrally in the so-called electronic archives, a kind of information warehouses, or data storages.

The main tasks of implementing the system at the enterprise electronic document management(SED) are:

ь effective management of document flows at the enterprise;

ь centralized storage of documents;

ь increasing control over the execution of work on documents;

ь increasing the productivity of employees;

l facilitating access to information for making management decisions.

The introduction of corporate EDMS gives an enterprise two types of advantages: tactical and strategic.

The tactical benefits of implementing an EDMS are mainly related to cost savings. Automation of electronic document management gives an enterprise the following tactical advantages:

ь physical release of space;

ь reducing the cost of copying;

ь reduction of costs for delivery of information in paper form;

ь reduction of costs for resources: people and equipment;

b reduction of paper costs;

ь increasing work productivity: faster execution of work, an increase in the total number of work performed, improved work with data / records (documents with legal obligations), the ability to perform new types of work.

The strategic benefits of implementing an EDMS include benefits that are associated with improvements in key business processes, which in turn are associated with an increase in turnover or profit. The introduction of electronic document management provides the following strategic advantages:

ь the emergence of the possibility of collective work on documents (which is impossible with paper office work);

l significant acceleration of the search and selection of documents (by various attributes);

l increasing the security of information due to the fact that work in the EDMS from an unregistered workstation is impossible, and each user of the EDMS is assigned their own authority to access information;

ь increasing the safety of documents and the convenience of their storage, as they are stored electronically on the server;

l improving control over the execution of documents.

The main result of workflow automation is putting things in order in working with documents, significantly optimizing business processes, reducing the time for making managerial decisions and increasing the efficiency of the organization as a whole. After the implementation of the EDMS, the company's management receives effective tool management necessary for business development in modern conditions.

The implementation process consists of several stages. The main stages are:

1) examination organizational structure enterprises, identification of the main business processes, workflows and a formal description of the flow of documents;

2) drawing up a nomenclature of documents, forming reference books and classifiers, drawing up instructions;

3) adaptation of the system based on the information obtained at the stage of the survey;

4) software installation and configuration and trial operation;

5) final configuration of the system, taking into account the shortcomings identified during trial operation;

6) training of the personnel of the enterprise.

For more efficient work of JSC "Metallurgical plant named after A.K. Serov ”it is proposed to introduce such an innovation in the document management system as the“ Chancellor ”system. The Chancellor application package is a software product created on the Lotus Domino / Notes platform that is designed to create electronic document management systems in government agencies. government controlled, large geographically distributed organizations, manufacturing enterprises and banks.

The Chancellor system is capable of comprehensively solving problems of office automation, as well as creation, movement, routing of documents in real time, their centralized storage and archival processing. The system is designed for:

ь organization of electronic document management: storage, routing and movement of documents in real time, collective and group work of employees.

l office automation: work with documents from the moment they are received or created and until the completion of the execution of documents, sending to a case or archive.

storage and archival processing of documents: centralized storage of a database of all documents, search for cases and documents, export from office automation systems.

The Chancellor operates on a modular basis and includes 12 application modules. At the request of the customer, the EDMS can include any number of the above modules, depending on the specifics of the enterprise. For the implementation of EDMS at JSC Metallurgical Plant named after A.K. Serov ", it is advisable to select the following modules:

1) "Basic system": the "core" of the product, the basis for creating and managing the EDMS, to which an arbitrary number of modules are connected, depending on the needs of the customer. Basic system tools: graphical router, configurator, organization structure, workplace, protocols, installer - provide centralized management of all components of the EDMS.

2) "Office work": the module is designed to automate office work, the movement of organizational and administrative documentation. It provides work with documents from the moment they are received or created until the completion of execution, sending to a case or archive.

3) "Personnel management": the module is designed to automate business processes HR administration- maintaining staffing table, storing employee registration cards, registering appointments and dismissals of employees, recording working hours, granting labor and social vacations, carrying out certification activities, compiling statistical reports, maintaining personalized records, etc.

4) "Contracts": the module is designed to manage the pre-contractual, contractual and post-contractual activities of the enterprise - conducting electronic document management, ensuring the creation, approval, signing and execution of contracts; support of claim activity; transfer of executed contracts to the electronic archive.

5) "Archival business": the module is designed for archival office work at the enterprise - transfer of executed documents from the EDMS to the archive, compilation and maintenance of a nomenclature of cases, formation and registration of cases for transfer to the archive, maintenance and accounting of cases in the archive.

6) "Stamp forms": the module is designed to perform the functions of accounting for the receipt and use of forms strict accountability and letterhead.

7) "Electronic digital signature" (EDS): the module is designed to use external cryptographic security tools that support national standards, in the Lotus Notes environment.

8) "Quality Management System" (QMS): the module is designed to automate the maintenance and accounting of QMS documents at the enterprise and includes two components:

ь "QMS Documents" provides software implementation management of QMS documents and the ability to quickly familiarize all users of the system with the latest versions of documents related to the quality management system.

b " QMS Audit»Provides automated control documentation and data on the conduct of internal and external quality checks at the enterprise and their results.

The total cost of the implementation project can be calculated using the formula

K about = K pr + K os + K p + K lane, (14)

where K pr is the cost of the software platform;

K os - costs of EDMS licenses;

K p - the cost of additional equipment;

K lane - the cost of training personnel.

K os = 18239 + 10465 + 4485 + 20930 + 8372 + 33009.6 + 13156 + 19136 = 127,792.6 rubles.

K o = 38571 + 127 792.6 + 184 179.4 = 199373.2 rubles.

Another expense item worth considering is system administration and maintenance costs. Maintenance cost is 20% of the cost of purchased licenses.

C = Kos * 20%, (15)

where C is the cost of maintaining the EDMS;

С = 127,792.6 * 20% = 25,558.52 rubles.

Total cost of implementation costs

З = С + К о, (16)

where З is the cost of implementation of EDMS;

С - expenses for maintenance of EDMS;

K os - the cost of purchasing a license.

З = 25558.52 +199373.2 = 224931.72 rubles.

It is necessary to calculate the cost savings in the implementation of the EDMS. Let the estimate of direct cost savings include only the cost of paper saved by implementing such a system and the cost of employee time saved.

The maximum cost of paper consumed per month can be calculated based on the ability of one employee to read and assimilate a certain number of pages of documents per month. Based simple experiment you can find out that during the working day one average employee is able to read no more than 100 typewritten sheets of documents. On the other hand, the minimum volume of pages read by one employee during the working day cannot be less than one complete document, that is, four to five pages, otherwise this employee does not work with documents, and therefore is not of interest from the point of view of implementation SED. Suppose there are 15 pages per day per employee in an organization.

Monthly paper costs will be:

M = G * B * H * T, (17)

where Г is the number of working days in a month;

B - the number of sheets per employee per day;

H - the cost of one sheet of paper with the printed information (copier, printing);

T - the number of employees who deal with the documentation.

M = 21 * 15 * 150 * 184 = 8694 rubles.

The value of the time saved is even more difficult to assess. First of all, it consists of the following factors:

1) saving effort due to reuse existing documents;

2) saving time for searching for the necessary documents by organizing the storage of documents and effective means of searching for information;

3) acceleration of all business processes due to their automation, formalization and control of the performing discipline.

Since any organization is constantly engaged in solving tasks that are quite similar to each other, it is obvious that the possibility of reusing existing documents is very real. If for some types of documents (contracts, letters, invitations) such reuse is an established practice in most places, then for documents of the type commercial offers, analytical reviews, preliminary drafts or even just correspondence, unfortunately the percentage of reuse in most cases is zero. It should be noted that there is a prototype (template) for almost any document. Most often, it will be possible to "take" from 20 to 30% of the prototype (not from the volume of the text, but in terms of labor costs for creation), the rest is the specifics of an individual case. Therefore, we will proceed from a reuse rate of 25%. If we assume that each employee spends about 20% of their working time on creating new documents (this parameter has not been measured anywhere), then the total time savings for employees will be about 5% of their full working time. The average annual salary of a specialist engaged in document management at an enterprise (secretary, office worker, etc.) is 12018 rubles.

B = I * K * E, (18)

where B is the savings from the introduction of the EDMS;

And - the number of employees;

K - average monthly expenses per employee;

E - labor savings,%.

B = 184 * 1149.2 * 0.05 = 10572.64 rubles.

On average, an employee performs ten operations per day to search for various documents. Searching for one document takes on average two minutes. In 10% of cases, the employee does not find the required document. If the document was not found immediately, two more minutes are spent looking for it.

Calculation of labor cost savings after the implementation of the EDMS per month

T = ((10 times / day * 2 minutes + 10 times / day * 10% 2 minutes) * 1 / (8 hours * 60 minutes) * 12018 rubles * 184) / 12 = 8431.8998 rubles.

Labor savings after the implementation of the EDMS per month will be

where T is the saving in labor costs after the introduction of the EDMS;

B - savings from the introduction of the EDMS.

Saving money per month when implementing the EDMS will be

E = 10572.64 +8431.8998 = 19004.539 rubles.

where E - Labor savings after the implementation of the EDMS per month;

M - Monthly paper costs.

С = 19004.539 + 8694 = 27698.539 rubles.

Saving money per year when implementing the EDMS will be

C r = 12 * C, (21)

where C is the cost savings per month when introducing the EDMS.

With r = 12 * 27698.539 = 332382.46 rubles.

Payback period

P = З / К о * 12, (22)

where P is the payback period;

З - costs for the implementation of the EDMS;

С - income from the implementation of the event.

P = (224931.72 / 332382.46) * 12 = 8.12 months.

The payback period of the event was 8.17 months. The economic effect can be calculated using the formula:

H = C g - Z, (23)

where H is the economic effect;

З - costs for the implementation of the EDMS;

С - savings in the implementation of the EDMS per year.

H = 332382.46 224931.72 = 107.450.74 rubles.

The introduction of an electronic document management system gives a significant economic effect, but its quantitative assessment is a difficult process, since many factors have to be taken into account. The economic effect is largely determined by the correct choice of the system and the implementation process. It should be noted that economic efficiency will grow as the number of documents in the electronic archive and the number of employees connected to the electronic document flow increases.

An effective modern process that allows you to optimize the work of companies is the organization of electronic document management. Any structure can save its work time and will begin to make strategic and operational decisions several times faster, outstripping its competitors.

At first glance, it seems that automation can completely change the way an enterprise operates, but this is far from the case. The introduction of an electronic document management system will make it possible to change the work of only a few sections of the enterprise, while the very organization of such functionality can raise serious questions.

Important points

The translation of all available documents in a single company into electronic format is now simply necessary. A similar situation happened in the 90s with the accounting system. Information must be processed efficiently and very quickly, since knowledge today surpasses material flows in importance.

In addition, the data must not fall into the hands of outsiders, otherwise the company will become vulnerable and can be easily destroyed. There are a number of problems that organizations dealing with paperwork have to face:

• materials may be lost;
• files appear in which it is difficult to determine the authors and purpose;
• documents can fall into the hands of outsiders;
• it can take a while to find the right materials great amount working time;
• each file is copied, due to this there are additional expenses for stationery and paper;
• coordination of documentation and its preparation takes a lot of time.

When transferring an organization to electronic document management, you can get rid of all these difficulties, as well as:

• improve the overall efficiency of the enterprise by simplifying the work with materials;
• to form a well-coordinated system of work within the company;
• to increase the efficiency of obtaining the necessary data;
• to increase the overall labor productivity of employees of the enterprise, which is possible by reducing the time spent on working with documents;
• create different rights for all employees of the enterprise, according to which they will receive access to information.

How to choose a suitable EDMS?

Next, you should decide what kind of electronic documentation system you can choose. There are several classes of systems that are responsible for automating workflow, managing all work information flows and archival documents, as well as direct control.

Each system was designed to solve a variety of problems. In particular, the automation system will not allow correct routing of all work streams. That is why it is necessary to choose a system that fully meets your needs within the framework of the enterprise.

The peculiarities of the organization of electronic document management are the ability to choose the right system data. Very often you can find references to ERP systems. Many people believe that they are able to solve absolutely all problems within a single enterprise, but this is far from the case. Most the best option- combination of ERP system and automatic system DOE.

To choose the most optimal system, it is enough to adhere to a few simple tips.

1. It is important to first decide on the tasks that this system will perform. If necessary, consult with specialists.
2. Next, you should fully study all the offers on the market that have this functionality.
3. Choose a system that can be easily configured at any convenient time, and then test it with the demo version. Some EDMS companies provide free support for the testing period.
4. You don't need to buy it right away expensive system with high power.
5. The implementation process can be carried out in several stages, spending the required amount in parts.

The subtleties of the implementation of the EDMS

The timing of the introduction of an electronic document management system can vary significantly: some experts claim that they are able to complete the process in the shortest possible time. The only drawback of this scheme is that specialists try to get the maximum possible amount of money from the customer for their work.

The implementation process can depend on many factors.

System class

The ARM system can be implemented in a week, and the implementation of the ERP structure can require a lot of time from the customer and specialists (a month, half a year, a year).

Scale

How more system, the more time and effort it takes to implement it. Among other things, it is necessary to train all users of the system to work with it and install the necessary software on all computers of the organization.

Ease of controls

Some manufacturers adapt the system according to the existing customer requirements by changing the program code. This adaptation takes a lot of time, but if the system can be adapted by changing the settings, it happens much faster.

Organization stages

The organization of the workflow itself should consist of six stages, but their number may vary:

These steps can be carried out in parallel.

If you don't know , how to organize electronic document flow in the organization, the main attention will need to be paid to training the employees of the enterprise. All employees must be trained as efficiently as possible, otherwise even perfect systems will malfunction.

The transition from paper to electronic document flow can be carried out in a period from 2 weeks to 6 months; the introduction of new systems can take from 12 to 24 months. The cost of this system should be considered separately. A general rule: all systems of a single class have a similar cost, which depends on a number of factors.

The economic efficiency of electronic circulation of documents has long been discussed among specialists and in the press. It is difficult to assess this efficiency, since it is necessary to take into account the importance of the EDMS for each enterprise.

The constant increase in the volume of documents accumulated in the organization (orders, letters, contracts, memos, instructions, etc.) leads to an increase in the volume of difficult tasks: searching for documents, keeping them up to date, ensuring the confidentiality and safety of documents, etc. etc. As a result, a situation of information deficiency arises, managerial decisions are not made promptly, and management costs for document circulation increase. All this negatively affects the efficiency of management and the functioning of the enterprise as a whole.

The introduction of information technologies at enterprises allows you to switch from the traditional form of a paper document to an electronic document (ED), which in this case becomes one of the elements of the enterprise's in-machine information support.

Nevertheless, it is impossible to completely exclude paper documents and switch to electronic documentation, since legal norms still require paper originals, and a significant part of information does not come to the enterprise in electronic form.

Electronic document (ED)- a set of information presented in electronic digital form and certified electronically digitally signed.

An electronic document has certain features, which primarily include the fact that it is separable from the carrier and exists in two forms: passive - storage and active - transmission and processing, including visualization, if necessary, human perception. One cannot talk about obligatory fixation or about the state of ED if the active form of its existence is considered, i.e. the period of time during which it is perceived, processed or transmitted.

Despite the ambiguity of the presentation form, an electronic document must meet the following requirements:

Created, transmitted and stored using software and hardware;

Have a specific structure;

Be able to be presented in a form understandable for human perception;

The use of electronic documents in management activities has many advantages over traditional paper documents.

These benefits include:

The ability to search for ED without direct access to material documentary objects;

Transfer of electronic documents without moving material objects in space and the possibility remote access to ED in the presence of communication resources;

Possibility of storing practically unlimited amount of ED in computer facilities;

The ability to quickly check the integrity of the stored information and create backup copies of ED in automatic mode;

Electronic protection against copying, counterfeiting, unauthorized access, modification, etc .;

Restoring an electronic document from a backup copy in a short period of time with minimal financial costs, etc.

Foreign consulting companies give the following estimates of losses when working with paper documents and the effectiveness of the transition to working with electronic documents. According to the company DELPHI, about 15% of all paper documents are irretrievably lost, and employees spend up to 30% of their working time trying to find them. Company Coopers & Lybrand indicates that organizations make an average of 19 copies of each document and that almost 7.5% of all documents are lost irretrievably. These impressive figures, and the data only say that for any enterprise or organization, the issues of workflow optimization and control over information processing are of key importance.

This statement can also be confirmed by the following data. At the rate Siemens Business Services, up to 80% of his working time the manager spends on working with information, up to 30% of the employees' working time is spent on creating, searching, agreeing and sending documents. There are also estimates that you have to spend up to 40% on working with documents. labor resources and up to 15% of corporate income. And when going to work with electronic documents, according to the assessment Nortan Nolan Institute, the increase in the productivity of employees is 25-50%, the processing time for one document is reduced by more than 75%, and the cost reduction for space for document storage is up to 80%.

There are two main types of electronic documents - electronic analogue of a printed document, executed using a word processing program, and independent electronic document, developed in specialized software products based on the organization of databases, and formed by filling out an electronic form of a document.

Electronic forms of documents do not mean an image of a paper document, but initially an electronic (paperless) technology of work, which involves the appearance of a paper form only as a hard copy of a document. Processing technology electronic forms documents allows you to get away from typewritten forms and deal only with their electronic presentation.

Electronic document form (EFD)Is a page with empty fields left for the user to fill out.

Forms can accept different types of input information and contain various standard elements, the use of which is provided for in most ED design automation programs - input fields, buttons, switches, drop-down menus, etc. (fig. 6.14).

Rice. 6.14. Typical elements of the electronic form of the document: a) one-line input field; 6) multi-line input field; c) types of buttons; d) horizontal scrolling; e) counter; f) tab / bookmark; g) switch; h) checkbox; and) combobox; To) listbox; l) submenu

The main typical elements of the EFD shown in Fig. 6.14, include:

- input field (editbox, edit field) is a text box that is used to enter and edit user text. There are single- and multi-line editors as well as a combo box combining an input field with a dropdown (combobox, combination box). The current value is displayed in the field, and the list of possible values ​​is expanded when the arrow button is pressed;

- button is designed to execute commands by clicking on it with the mouse cursor. The shape of the button can be a rectangle with an inscription or an icon with a picture;

- scrollbar is intended for scrolling the contents of some window to the left and to the right (horizontal scrolling) or up and down (vertical scrolling). The buttons at the ends of the ruler indicate the direction of scrolling. The rectangle moving between the buttons indicates the position of the part visible in the window in relation to the content. The length of this rectangle can indicate the ratio of the volume of the visible part to the entire content of the window;

- counter used to change the numeric value displayed in the field. The counter consists of an edit line (for entering the required value on the keyboard) and two buttons for increasing or decreasing values;

- tab / bookmark (tab) used for logical grouping within one window of several subordinate windows;

- radio button (radiobutton) is used to set factors, one of which will be present in one way or another. A filled circle before the name of a factor indicates its preference over the rest;

- check box allows you to enable or disable the influence of one or several functions provided in the program. The presence of a mark next to the name of the function indicates the resolution of its influence on the operation of the program;

- listbox is intended for presenting information of the same type, listing options. From the list, the user can select an entry (line), which is highlighted with a bright highlight (cursor). Scrolling vertically to the right indicates that not all entries in the list are visible. If there is no scrolling in the list, then all the items are displayed in the list box. Element listbox very similar to combobox, but differs from it primarily in that listbox displays the values ​​and allows you to select the required one, a combobox also allows you to edit data (the input field becomes active);

- menu popup or submenu- a list of links that appears on the screen when one of the menu items is activated (this concept also includes the context menu, which is called by pressing the right mouse button of the manipulator). A pop-up (drop-down) menu differs from lists primarily in that the functions are presented here on a panel that is displayed both in expanded form and in the form of a drop-down list, which is usually more convenient, since it saves the area of ​​the application window. In addition, many of the submenus have a cascading function that allows you to expand them to multiple levels.

The advantages of electronic forms of documents include the simplicity of their modification (for example, using graphical tools for designing forms), as well as the presence of special intelligent elements for automating certain functions (for example, for automatically entering data from directories, checking the correctness and integrity of filling, etc. .).

Currently, there are several ways to generate electronic documents, which include:

Layout of the document using a specialized editor, then saving the document as a file;

Scanning paper, facsimile and other documents that have a material basis, followed by image recognition in a specialized computer program and saving them as a file;

Taking pictures and then saving the bitmap as a file;

Capturing video and then saving the video image as a file.

The most widespread methods of layout and scanning of documents, i.e. translation of paper documents into electronic form.

There are two classes of such technologies:

1. Personal input of paper documents, which is carried out using flatbed scanners. After the scan operation, the document is manually indexed by filling in the fields of the document card with certain values. Document attributes include the name of the document, the time of creation, the author, a specialist in the office, the name of the department, the type of document (fax, letter, contract, specification). The list of such attributes is usually expandable. Fields can be filled in arbitrarily or from specific reference books.

Personal input of paper documents is not efficient enough and is not used at large enterprises in corporate computer networks.

2. Mass (stream) input of paper documents. In this case, a large number of documents of the same type are processed. Such technologies are supported by specialized software systems in conjunction with high-performance office equipment and allow you to distribute without delay throughout the organization electronic versions documents received in paper form.

When implementing the technology of mass entry of documents (stream scan) two main types of tasks are solved:

1. The task of extracting structured data from paper documents. For example, when conducting questionnaires of a large number of the population to carry out marketing research. The questionnaires are scanned, data is extracted from them and placed in a specific database.

2. The task of extracting data from paper documents with the preservation of the document image. For example, saving an image of a text document, or the client's signature on a check or payment order, etc.

Information recognition, document content analysis and data extraction are currently carried out using the following text recognition systems:

- optical recognition of printed characters OCR (Optical Char-acter Recognition), those. translation of the scanned image of printed characters into their textual representation;

- recognition of separate printed characters written by hand, ICR (Intelligent Character Recognition);

- recognition marks(usually crossed out squares or circles with a criss-cross or check marks) OMR (Optical Mark Recognition);

- stylized digit recognition- recognition of handwritten numbers written by hand according to a template (for example, an index on postal correspondence).

Working with electronic documents is organized and supported by specialized software products called "Electronic Document Management Systems (EDMS)". As a rule, such systems are used in enterprises with a large volume of workflow, cover all corporate links of the enterprise and implement various combinations of technologies for collection, indexing (assignment of pointers to search for specified elements), storage, search and viewing of electronic documents in corporate databases.

Electronic document management system (EDMS)- an organizational and technical system that ensures the process of creating, access control and distribution of electronic documents in computer networks, as well as providing control over the flow of documents in enterprises.

The electronic document management systems developed in our country are focused primarily on the national peculiarities of document management, since in Russia over the centuries (on a national scale) a unified technology for working with management documents has developed. Russian office work has no analogues in other countries. Today in the West, the development of office automation stimulates the development of workflow technologies through the introduction of so-called EDMS (Electronic Document Management Systems)- electronic document management systems. And in Russia, as a rule, we are talking about the automation of the traditionally established technology of office work.

The main features of the "Russian model" of document flow are:

Maximum centralization of control over document flow: the document is first brought to the attention of the management, and then, in accordance with the resolutions, is transferred to the direct executors;

Centralization and regulation of the activities of the main business-production services: reception and distribution of documents, registration and control of the passage of documents, control of execution, etc .;

Uniform and detailed rules for working with management documents in organizations, regardless of their field of activity - strict rules for filling out registration journals and card files, reporting forms, etc.

In the context of a regulated workflow technology, as a rule, electronic document management systems (EDMS), implemented at domestic enterprises, are focused mainly on the automation of traditional office work using IT capabilities. For example, traditional office work involves the maintenance of many journals or filing cabinets serving paper-based documents. And it is the maintenance of these card files that is the primary object of office automation.

At the same time, connections between the card and the electronic image of the document (text, image, sound, etc.) are organized, electronic archives are formed with effective mechanisms for reference and analytical work with a large number of documents in various forms of presentation, the decentralization of the execution of various office work functions is organized on the basis of the LAN. centralized control over document flow. For example, it becomes possible to carry out independent automated registration of documents in departments while maintaining centralized control of their passage, etc. In addition, the presence of a corporate computer network connecting geographically remote divisions allows for centralized control over their document flow, which is impossible to carry out within the framework of traditional technology.

Thus, electronic document management systems support the full continuity of traditional office work, while ensuring its evolutionary transformation into a more efficient form, due to the automation of document processing functions that do not directly depend on the nature of the documents themselves and related applications. For example, functions such as registering documents or moving them around an organization can be implemented regardless of whether the documents themselves are memos, contracts, or payment documents.

In the 1970s. the concept of "paperless technologies" has become widespread. The massive introduction of the PC, it seemed then, would lead to a sharp reduction in paper documents. However, a number of legal and technological issues were not resolved, which did not allow the abolition of paper information carriers. And the rapid growth in the quality and productivity of PCs as printing devices generally played a cruel joke with paperless technologies: the number of paper documents has increased several times. Computers and telecommunications have evolved from a means of replacing paper workflows to a means of supporting it.

Currently, serious discussions are underway around the transition to electronic documents. "Electronic documents cannot be a complete substitute for traditional printed sources," the researchers at Harris Interactive concluded, when they conducted a survey of 2,265 American users aged 18 and over, working in various sectors of the economy, in collaboration with Earthtone. According to the results obtained, more than half of the respondents believe that "paperless document circulation" will not become a real process in the near future.

On average, 64% of respondents noted that it is easier for them to read printed documents than text on a PC screen, and 68% are much more convenient if they see something on paper rather than in electronic form. Researchers also note the fact that only 42% of respondents believe that "paperless workflow" will become a reality in the companies where they work in the next 5 years. However, many experts are inclined to a different position, comparing the implementation of the EDMS with the spread of mobile communications, which 20 years ago, few people considered an obligatory attribute of the business activity of specialists.

Modern electronic document management systems allow:

Reduce the cost of storing information by reducing the space occupied by information archives;

Increase the speed of searching and accessing necessary documents, especially in the conditions of collective use of documents, when documents created by other employees are required;

Increase the efficiency of transferring documents between performers;

Reduce costs of copying, stationery, etc.

An individual electronic document is physically composed of one or more files. In the course of its existence in electronic document management systems, it goes through several stages that form its life cycle, starting from birth and ending with archiving - storing documents (Fig. 6.15).

Rice. B.15. Life cycle of an electronic document

1. Birth. When creating or entering a document in the EDMS, first of all, its indexing is performed, which is similar to the registration of documents in the paper management system.

The main purpose of indexing electronic documents is to obtain the maximum amount of reliable information about the generated document and create its registration card. In the future, the EDMS deals with this particular card, without affecting the real objects of the file system.

There are three main methods of indexing electronic documents, presented in table. 6.5.

The birth of ED, in addition to indexing, is also accompanied by the registration of an accounting card, which may be different for different types of documents, while all actions on the document (deletion, renaming, etc.) are recorded. If necessary, the EDMS saves all previous versions and even deleted documents. Actions that can be performed on documents are determined by the rights that are given to users, which allows you to set a strategy for working with documents.

Table 6.5 Basic methods of indexing electronic documents

2. Becoming- the stage at which the document is being edited. In the EDMS, to organize collective work on a document, the technique of blocking processed documents is used, i.e. only one specialist can edit a document at a time. In this case, the edited document is automatically assigned new number subversions. The previous subversion of the document is saved, you can open it and, if necessary, make changes. All operations performed are logged.

3. Publication- the moment of signing the document. One of the main purposes of a document is its ability to certify certain facts. Until recently, a paper document with the necessary details and degrees of protection was the main way of proving a fact, i.e. was legally binding. The adopted Federal Law "On Electronic Digital Signatures" allowed organizations to create systems for the exchange of exclusively electronic documents, in which an electronic document can act as an original that does not need to be duplicated by a paper copy.

Electronic digital signature (EDS)- an analogue of a handwritten signature, which is a means of protecting information, providing the ability to control the integrity and confirm the authenticity of electronic documents.

EDS technology allows identification and authentication of a document, and is currently used, for example, in corporate systems of electronic document management, organized in the internal circuit of the enterprise, for transferring reports in electronic form to government bodies, etc.

To use an EDS, you need two keys (ciphers): a private and a public one. Keys are unique, interconnected sequences of characters used to encrypt, decrypt, digitally sign and verify a document. The only proprietary owner of the private key is the owner of the digital signature. The public key can be known to any recipient or potential sender of an electronic document.

The owner of the digital signature must first sign the document using his private key, then encrypt it with the recipient's public key and send it. For reading, the recipient first decrypts the document with his private key, then verifies the authorship and safety of the text using the sender's public key.

Any individual representing an enterprise, for example, for filing reports with government agencies, can obtain a private key (for encryption) or a signature key certificate with a public key (for decryption) at a Certification Center (CA), which is a certified operator (organization) of communications licensed.

At the same time, the public and private keys received for submission of reports in electronic form will be valid for the exchange of information with government bodies through the Registration Centers (RC), with which a contractual relationship has been established. The registration center will ensure the safety of the confidentiality of correspondence, unambiguity of identification legal entity, who sent the reporting files, protection of reporting files from unauthorized modification, etc. (fig. 6.16).

Rice. 6.16. Organization of the process of submitting reports in electronic form using EDS

When a document is changed after its EDS has been certified, a new version of the document is created on the basis of the existing version and a new life cycle begins. In different systems, this function is implemented in different ways: either a completely new document can be created, or simply a new version.

4. Archiving (storage) of documents. At enterprises for storing electronic documents, archives are organized, which are a complex of software and hardware, designed to solve the problems of storage and retrieval of documents.

There are two forms of organizing archives: static and dynamic.

Static archives allow you to organize the storage of an arbitrary number of electronic documents on a variety of storage media. They also provide for the organization of accounting for paper documents, i.e. the systems store electronic cards for a paper-type document and support the control of standard archival operations: issuing a document, returning it, etc.

Static archives support document search - attributive and full-text.

- attributive search is performed according to the attributes of the document card. In the search process, the match of the request to the values ​​of the card fields is checked;

- full-text search provides for the automatic processing of the entire content of the document to find it by any word in its text. For full-text search, such parameters are determined as the completeness of the search - the correspondence between the found documents for a given request and the actual list of documents; search noise, i.e. the ratio of relevant and inappropriate documents.

Static archives protect documents from unauthorized access and audit work. Security is carried out at the document level, i.e. each document must have an associated list of users who have the right to perform certain operations with it. For static archives, this list of operations can represent the following set: viewing and printing a document, the right to change its card, etc.

The most important function of static archives is to support viewing documents without downloading the applications in which the documents were developed. This function provided by special viewers that allow you to access documents of various formats without downloading resource-intensive applications.

In the process of working with documents, specialists often need comments on certain issues reflected in the documents. To implement this function, some archives support document annotation, which consists in the ability to add comments to the document without changing its main content (this is the difference from editing the document itself). Comments (arrows, signs, text, highlighting) are stored in layers that can be linked to their author.

Dynamic archives, in addition to the implementation of functions typical for static archives, have additional features, which include:

- support for collective work with the document, which is expressed in ensuring the integrity of documents, for this, the library functions of checking out and returning documents for editing must be implemented, which prevents simultaneous editing of the same document by several users and thereby possible conflicts; in providing the opportunity within the framework of one document to work simultaneously for several users;

- organization and work with compound documents. Each document can be a collection of others. In this case, it is called a composite, or container (and in office work - "cases"). A compound document combines documents using several types of links that determine which versions are placed in the container (for example, latest by date, last edited, major version, etc.). The specified links determine how the document will be assembled into a container. For compound documents, there must be an application that will finalize it;

- distribution of published documents. Sometimes, after a document is published, it needs to be redistributed. This basically happens in two ways: either through the system Email, by mailing, or through Internet, publishing on a web server;

- providing an extended range of access rights to the document, namely: to edit, to publish, to remove the publication and to create a new version;

- solving boundary problems, associated with the transition of different documents (electronic, paper, micrographic) from one type to another.

When creating an archive, the storage period of the document and the frequency of access to it are taken into account. Frequently accessed documents are stored on high-performance storage devices, while irrelevant documents that are rarely used are stored on simpler, larger, and less expensive media. To solve this problem, hierarchical data storage systems are used. (Hierarchical Storage Management (HSM) - management of hierarchical storage), which create a "virtual file system" from all kinds of heterogeneous storage media, while managing the transfer of information from one medium to another.

Hierarchical storage system- a set of software and hardware tools aimed at achieving the minimum cost of storing information and optimizing access to it.

For example, high-speed hard disk drives are used for online access, and for archival storage, it is enough robotic optical disc libraries, which are software and hardware systems for storing and providing online access to a large amount of data recorded on optical media. For such storage systems, it is necessary to solve the problems of not only joint work of information carriers, but also to ensure the migration of documents between them.

Migration can be carried out either by configuring the system by the administrator (for example, after 100 days from the date of creation, the document should automatically move to a less productive and cheaper medium), or automatically, depending on the frequency of user access to this or another document. Such use of a hierarchical data storage system allows not only to reduce the cost of storing information, but also to effectively manage the information resources of an enterprise.

In general, the enterprise electronic document management system must meet the following requirements - scalability, distribution, modularity and openness.

1. Scalability is the ability to support the work of a different number of users, from a few units to several thousand, and the ability to increase capacity. This requirement is met by supporting industrial database servers.

2. Distribution. The architecture of the electronic document management system should support the interaction of territorially distributed divisions of the enterprise, united by the most diverse in terms of speed and quality of communication channels. Also, the EDMS architecture is obliged to provide interaction with remote users.

3. Modularity. The EDMS should consist of separate modules, integrated with each other, which allows enterprises to consistently implement individual software modules, depending on the need for them.

4. Openness. The EDMS should not exist in isolation from other applications, for example, the accounting software available at the enterprise, financial management etc. Consequently, the electronic document management system should have open interfaces for possible refinement and integration.

The organization of the electronic document management system at enterprises is based on the following principles:

Single registration of the document, which allows to uniquely identify the document in any version used by the EDMS;

Possibility of parallel execution of operations, which allows to reduce the time of movement of documents and increase the efficiency of their execution;

Continuity of document movement, which allows identifying the person responsible for the execution of the document (task) at every moment in the life of the document (process);

A single (or agreed distributed) base of documentary information, which makes it possible to exclude the possibility of duplication of documents;

An efficiently organized document search system that allows you to find a document with minimal information about it;

A developed reporting system for various statuses and attributes (signs) of documents, which allows you to control the movement of documents through workflow processes and make management decisions based on data from reports, etc.

All software products of the electronic document management system, which include "Documentum" firms EMC, LanDocs company LANIT, Optima Workflow holding Optima,"Euphrates" firm Cognitive Technologies,"Case" of the EOS company, "BOSS-Referent" of the IT Co. group of companies, etc., contain mandatory standard components: 1) storage of cards (attributes) of documents; 2) storage of documents; 3) components that implement the business logic of the system.

1. Storage of document attributes is intended for storing a card, which is a collection of fields that characterize a document. Usually in the EDMS there is a concept of the type of documents (for example, a contract, specification, letter, etc.) and each type has its own card. Cards of different types have mandatory fields common to all documents and special fields related to documents of this type... Common fields are the unique document number, its title, author, creation date. Special - the date of signing, validity period, the amount of the contract (for documents of the "contract" type), etc. Document types, in turn, can have subtypes containing a common set of fields that they inherit from the main type, and additional fields that are unique to the subtype. The most advanced document management system can support large nesting of such subtypes. Typification of documents, building their hierarchy, and designing cards for them is one of the most important stages in the process of implementing the EDMS.

In addition to the concept of a document type, there is the concept of a document category, and one document can belong simultaneously to several categories. Categories can be arranged in a category tree. For example, you can have a category "Administrative and economic activities" with subcategories "Laws", "Orders", "Contracts", etc. In this case, you can have a parallel structure by department, for example, the category "Documents of the marketing service", and in it the subcategories "Sales contracts", "Invoices", etc. A contract with a consumer can be simultaneously referred to the subcategories "Contracts" and "Sales contracts", referring to different branches in the hierarchy of categories. Thus, it becomes possible to search for a document in such a tree based on its classification, and the same document can occur any number of times in different nodes of this hierarchy.

There are three possible solutions for organizing a card storage - using your own storage, using a standard DBMS and using the tools of the environment on which the DBMS is built.

Own attribute store documents allows you to optimize it for the task of storing cards, flexibly implement the functions of creating complex cards (having, for example, large nesting types), as well as use effective algorithms for finding information in cards. The disadvantages of this approach are the inability to use the standard resources of the existing information environment, as well as the dependence of important information on the EDMS provider. For example, when using a standard DBMS, it is always possible to migrate data from another EDMS manufacturer to it, which facilitates the transition from one software product of an electronic document management system to another.

Using standard DBMS for storing documents solves the problem of exporting data from one system to another. However, the relational model, implemented in most DBMSs, is not convenient for the data model used in the EDMS, since it is quite difficult to provide the necessary flexibility when creating document cards, especially if a complex structure is needed.

Using the tools of the environment on the basis of which the DBMS is built, allows you to use all the mechanisms built into this environment, including backup, replication, search, etc. The problems of this approach lie in the very need for a certain environment for the work of a document management system, as well as in the restrictions that a particular environment imposes on the structure of its databases.

2. Document storage. There are two approaches to implement it - storage in the file system and the organization of a specialized storage of the EDMS.

Storagev file system lowers the degree of security when differentiating access, since the file system may not support the security model that is implemented in the EDMS itself. In this case, the EDMS is endowed with its own access rights, which means that the files saved by it will be inaccessible to any of the users directly. EDMS maintains its own system of list of users with access rights, organizing access to files through these rights. At the same time, the access system becomes difficult to maintain and not entirely reliable from the point of view of information security. File encryption during storage is often used to provide additional data protection. In addition, almost all EDMS use random file naming, which greatly complicates the search for the desired file when trying to bypass the system. When working with the file system, most EDMS require moving files to specially organized directories.

Systems with their own file storage or the storage-based environments on which they are built provide more efficient control of access to documents and a more reliable solution to the problem of access control. But this raises questions related to data integrity, the availability of effective backup tools and integration with a hierarchical storage system based on robotic libraries. In most EDMS, they have certain solutions, but here it should be borne in mind that in this case you can use only the tools available in the system itself, while in the case of file storage, the specialist has a choice.

3. Components supporting the business logic of the system.

These include:

1) management of documents in the repository;

2) search for documents;

3) routing and execution control;

4) generation of reports;

5) administration.

1) Document management in storage. Includes procedures for adding and removing documents, saving versions, transferring them to the archive, maintaining the archive, etc.

2) Document search carried out in both attributive and full-text forms. In some EDMS, the search for a document by word forms is supported, which is carried out using the normalization technology. The effectiveness of the method depends on the applied algorithm. For the Russian language, the most effective dictionary method is when a word is normalized based on dictionaries that contain word forms. In addition to the dictionary one, a heuristic normalization method can be used, when a word can be brought to a normal form by following certain rules describing the normalization algorithm. It can be noted that if for in English the set of rules for normalization is 300 pages of typewritten text, but for Russian it is several orders of magnitude more.

3) Routing and execution control ensures the delivery of documents within the framework of business procedures in the organization. Routing operates with documents stored in an archive system. When organizing routing systems, there are two main approaches - document-oriented and work-oriented.

Document oriented. In this approach, the document is the main object of the system, and it is he who is routed, and all other routing parameters are associated exclusively with the document.

Job-oriented. The main object of this approach is a work to which a different list of objects, including documents, can be attached. However, work can exist without them. The second approach is more general.

Allocate the following types routing systems - flexible and tough. In the case of flexible routing, the next recipient of the document is determined by the employee who is currently in charge of the document. In the case of rigid routing, the path of the documents is determined in advance based on the business logic of the enterprise. Usually a mixed approach is used - for some documents and structures of the enterprise, rigid routing is more appropriate, and for others, flexible.

Flexible routing systems include loose routing without control and with execution control.

Free routing without execution control supports two types of operations:

- Serial routing, when the document passes one performer after another. The transfer of a document from one user to another can occur after the expiration of the control time or after completion of the work by one of the users.

- . Parallel routing, when the document arrives at the same time to all performers. The route is completed when one user or everyone finishes working with the document.

Routes can be more complex than sequential or parallel routes. Combined routes are also distinguished, consisting of sequential and parallel elements, as well as conditional ones, with transitions depending on the state of certain variable routes.

To develop such routes, a specialized workstation is used where you can describe and create a route. The initiator invokes the designed and named route, attaches documents to it, and initiates operations.

The minimum-sufficient system that ensures the routing of documents is an e-mail system that supports parallel distribution of documents (routing differs from distribution or distribution in that the routed document is returned to the beginning of the route, for example, to the initiator, and the sent document goes to the performer without return control) ... With optional email applications, e-mail systems ensure consistent routing of documents.

Free routing of documents with execution control.

Execution control refers to the following operations:

Task delivery control - the initiator is given information that his task has reached its destination (executor);

Control of the reading of the task - the initiator is informed that the employees for whom it was intended have familiarized themselves with his task;

Execution control - the initiator is notified that the task has been completed;

Job monitoring means that the initiator can always see who and what is doing with his job now;

Notice of violation of deadlines - the initiator is notified that the task sent by him is overdue by a specific employee;

History of assignments;

Quality control of performance - the initiator has the opportunity to check the quality of performance and confirm it.

Rigid routing systems include routing of documents along predetermined routes with execution control.

The routing function is not present in all ERMS. Systems without routing facilities are electronic archives.

An integral part of routing is document execution control. The execution of a document means the performance of an action related to the document by each of the participants within the framework of his official powers.

4) Formation of reports is performed automatically, similar to the formation of office journals of documents. Using various reports, you can see, for example, the total time spent by employees working on a specific document, the speed of passage of documents by department, etc.

5) Administration- support for the operation of the system itself, setting its parameters, etc.

Functionally, modern electronic document management systems can be divided into five main types.

Systems with advanced means of storing and retrieving information(electronic archives). Electronic archive Is a special case of an electronic document management system focused on efficient storage and retrieval of information. These systems have developed means of full-text search: fuzzy search, semantic search, etc., and means of efficient storage organization. For example, support for a wide range of storage equipment, etc.

Advanced systems workflow(Wf)- "work flow"(there is no exact equivalent for this term in Russian). These systems are mainly designed to ensure the movement of certain objects along predetermined routes (the so-called "hard routing"). At each stage, the object can change, therefore it is called the general word "work" (work).

Overall functioning Workflow systems is based on the fact that most of the business processes is a periodically repeated, regulated sequence of actions (task execution), which can be easily formalized. For this purpose, in them using special tools business process models are created that describe who, when, at what workplace (possibly in a remote branch), with the help of what programs and how certain data should be processed. The description of the business process embedded in the model allows you to automate the formation, activation, execution and control of various tasks.

The business process model can be easily modified. Thus, without any programming, you can quickly get a really working Workflow-Appendix. In some Workflow systems the creation of information models of business processes is possible only with the help of programming, which is a rather painstaking process that also requires special knowledge.

Systems focused on supporting the management of the organization and the accumulation of knowledge. These are "hybrid" systems, which usually combine the elements of the previous two. The basic concept in the system can be either the electronic document itself or the task that needs to be completed. In such systems, there are technologies of "hard" and "free" routing, when the route of the document is assigned by the head ("schedules" the incoming document). These systems are commonly used in government structures, in offices large companies, which are distinguished by a developed hierarchy, have certain rules and procedures for the movement of documents. At the same time, employees collectively create documents, prepare and make decisions, execute or control their execution.

Collaboration-oriented systems (collaboration). The main task of such systems is to ensure the joint work of people in the organization, even if they are geographically separated, and to preserve the results of this work. Usually implemented in the concept of "portals". They provide services for storing and publishing documents, searching for information, discussing, means of scheduling meetings (both real and virtual).

Systems with advanced additional services, for example, customer relationship management service (CRM - Customer Relation Management), project management, email, etc.

Further development of electronic document management systems at large enterprises is their integration with common corporate applications ( ERP-systems), which will allow organizing access to all corporate knowledge and data and managing corporate information, since large enterprises requires close interaction of all their corporate applications in which information exchange is involved.