Implementation of an electronic document management system at the enterprise. Electronic document management as a way to optimize business processes Conceptual apparatus and types of electronic document management


With the proliferation of computers, 100% of documents are created in in electronic format. However, more than half of them are still printed for review and approval.

As for the exchange of documents and the signing of agreements between business entities, paper media are almost always used.

There are three submission methods:

  • Through the System of Guaranteed Message Delivery to personal account taxpayer;
  • On magnetic media with digital signature
  • Through the “Taxpayer Terminal” program at the tax office.

Increasing operational efficiency and reducing costs is the goal facing any enterprise that plans to remain in business for many years to come. And it can be achieved with the introduction of electronic document management, especially since this is provided for in Russian legislation.

At the same time, it is important to pay attention to those documents that must be printed in paper form according to the law and ensure that the paper and electronic document turnover did not duplicate each other, because in this case nothing could be saved.

If everything is organized correctly, then electronic document management is the key to the efficiency of a modern enterprise.

The constant increase in the volume of documents accumulated in an 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 confidentiality and safety of documents, etc. d. As a result, a situation of information insufficiency arises, management decisions are accepted slowly, and management costs for document flow increase. All this negatively affects the efficiency of management and functioning of the enterprise as a whole.

Implementation information technologies at enterprises allows you to move from the traditional form of a document on paper to an electronic document (ED), which in this case becomes one of the elements of the internal machine information support enterprises.

However, completely eliminate paper documents and switch to electronic documentation impossible because legal norms still require paper originals, and a significant part of the information does not arrive at the enterprise in electronic form.

Electronic document (ED)— a set of information presented in electronic digital form and certified by an electronic digital signature.

An electronic document has certain features, which primarily include the fact that it is separable from the medium and exists in two forms: passive - storage and active - transmission and processing, including visualization if necessary for human perception. It is impossible to talk about mandatory fixation or 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 duality of the presentation form, the electronic document must meet the following requirements:

Created, transmitted and stored using software and hardware;

Have a certain structure;

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

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

These advantages include:

Possibility of searching for electronic documents without direct access to material documentary objects;

Transfer of electronic documents without moving material objects in space and the possibility of remote access to electronic documents if communication resources are available;


Possibility of storage in funds computer technology almost unlimited number of ED;

The ability to quickly check the integrity of 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 forever. These are impressive numbers, and the data only shows that for any enterprise or organization, the issues of optimizing document flow and controlling information processing are of key importance.

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

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

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

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

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

Rice. 6.14. Typical elements of an electronic document form: 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) flag; And) combobox; To) listbox; l) submenu

The main typical elements of the EPD presented in Fig. 6.14 refer to:

- input field (editbox, edit field) is a text window that is used to enter and edit user text. There are single- and multi-line editors, as well as a combo element that combines an input field with a drop-down list (combobox, combination box). The current value is displayed in the field, and a list of possible values ​​opens when you click the arrow button;

- button 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 designed to scroll the contents of a window left and right (horizontal scrolling) or up and down (vertical scrolling). The buttons located 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 general content. The length of this rectangle can indicate the ratio of the volume of the visible part to the entire contents of the window;

- counter used to change the numeric value displayed in a field. The counter consists of an edit line (for typing 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;

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

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

- listbox designed to present the same type of information and list options. From the list, the user can select an entry (line), which is highlighted with bright highlighting (cursor). Vertical scrolling to the right indicates that not all entries in the list are visible. If the list does not scroll, it means that all elements are displayed in the list frame. Element listbox very similar to combobox but differs from it primarily in that listbox displays the values ​​and allows you to select what you need, a combobox also allows you to edit data (the input field becomes active);

- pop-up (drop-down) menu (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 called up by pressing the right mouse button). A pop-up (drop-down) menu differs from lists primarily in that the functions here are presented on a panel, which is displayed both in expanded form and as a drop-down list, which is usually more convenient, as it saves area of ​​the application window. In addition, many submenus have a cascading function that allows them to expand into several levels.

The advantages of electronic document forms include the ease of modification (for example, using graphical form design tools), 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, subsequent saving of the document as a file;

Scanning paper, fax and other documents that have material basis, subsequent recognition of images in a specialized computer program and their saving as a file;

Taking a photograph and then saving the raster image as a file;

Video shooting and subsequent saving of 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 scanning operation, the document is manually indexed by filling the fields of the document card with certain values. Document attributes include the document name, creation time, author, records management specialist, department name, document type (fax, letter, contract, specification). The list of such attributes is usually expanded. The fields can be filled in randomly or from specific directories.

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

2. Mass (in-line) 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 combination with high-performance office equipment and allow it to be distributed throughout the organization without delay electronic versions documents received in paper form.

When implementing mass document input technology (stream scanning) two main types of problems are solved:

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

2. The problem of extracting data from paper documents while saving an image of the document. For example, saving an image of a text document, or a 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. converting a scanned image of printed characters into their text representation;

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

- mark recognition(usually squares or circles crossed out with a cross or ticks) OMR (Optical Mark Recognition);

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

Work 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 document flow, cover all corporate units of the enterprise and implement various combinations of technologies for collecting, indexing (assigning pointers to search for specified elements), storing, searching and viewing 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 document flows in enterprises.

The electronic document management systems being developed in our country are focused primarily on the national characteristics of document management, since in Russia over the course of 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 document management 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 automation of the traditionally already established technology of institutional 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 management, and then, in accordance with resolutions, transferred to the immediate executors;

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

Unified and detailed rules for working with management documents in organizations, regardless of their field of activity - strict rules for filling out log books and file cabinets, reporting forms, etc.

In the context of regulated document management technology, as a rule, electronic document management systems (EDMS) implemented at domestic enterprises are mainly focused on automating traditional office work using IT capabilities. For example, traditional office work involves maintaining many journals or filing cabinets that support paper document flow. And it is the maintenance of these file cabinets 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 representations, on the basis of a LAN, decentralization of the performance of various office work functions is organized while maintaining centralized control over document flow. For example, it becomes possible to carry out independent automated registration of documents in departments while maintaining centralized control over their passage, etc. In addition, the presence of a corporate computer network connecting geographically remote departments allows for centralized control over their document flow, which is impossible to implement 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, through the automation of document processing functions that are not directly dependent 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 mass introduction of PCs seemed then to 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 media. And the rapid growth in the quality and productivity of PCs as printing devices has generally played a cruel joke on paperless technologies: the number of paper documents has increased several times. Computers and telecommunications have transformed from a means of replacing paper document management into a means of supporting it.

Currently, there are serious discussions surrounding the transition to electronic documents. “Electronic documents cannot be a complete replacement for traditional printed sources,” Harris Interactive researchers came to this conclusion after conducting a survey of 2,265 American users over the age of 18 working in various sectors of the economy together with Earthtone. According to the results obtained, more than half of those surveyed believe that “paperless document flow” will not become a real process in the near future.

On average, 64% of respondents noted that they found it easier to read printed documents than text on a PC screen, and 68% found it much more convenient if they saw something on paper rather than electronically. The researchers also note the fact that only 42% of respondents believe that “paperless document management” will become a reality in the companies where they work in the next 5 years. However, many experts are inclined to take a different position, comparing the introduction of EDS with the spread of mobile communications, which only 20 years ago few people considered an obligatory attribute of business activity for specialists.

Modern electronic document management systems allow you to:

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

Increase the speed of search and access to necessary documents, especially in conditions of collective use of documentation, when documents created by other employees are required;

Increase the efficiency of transferring documents between executors;

Reduce copying costs, stationery etc.

An individual electronic document physically consists of one or more files. During its existence in electronic document management systems, it goes through several stages that form it 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 into the EDMS, it is first indexed, which is similar to registering documents in a paper-based system.

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

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

The birth of an ED, in addition to indexing, is also accompanied by the registration of an accounting card, which can be different for different types of documents, while all actions on the document (deletion, renaming, etc.) are logged. If necessary, the EDMS saves all previous versions and even deleted documents. The 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

Indexing method Characteristics of the method Disadvantages of the method
1. By keywords(currently not used independently) Sets of keywords characteristic of working with this document are identified and entered into the index file 1. The indexing process requires the participation of experts 2. The indexing result is subjective and does not guarantee reliable document management (when searching using keywords, you may not get the desired result)
2. Full-text indexing (meets most user requirements) It is organized through automatic conversion of a document into a set of words with preservation of their positions in the document (for the ability to search by phrases). The processed text is entered into an index file and used when searching for documents Large volume of the index database (about 70-80% of the total size of indexed files)
3. By details The requisite markup of the document is set (the card defines fields for entering data that determine the properties of the document). The default set of system visits must include items determined by the current standards for office work. The user has the opportunity to modify the set and properties of details The search does not return results if any fields have not been filled in (usually abstract and keywords)

2. Becoming— the stage at which the document is edited. In EDMS for the organization teamwork The technique of blocking processed documents is used over the document, 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 sub-version 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 to prove a particular fact, i.e. had legal force. Accepted the federal law“On Electronic Digital Signature” allowed organizations to create systems for exchanging exclusively electronic documents, in which an electronic document can act as an original that does not need to be duplicated with 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 for identification and authentication of a document, and is currently used, for example, in corporate systems electronic document management, organized in the internal circuit of the enterprise, for transmitting reports electronically to government agencies, etc.

For use of digital signature It is necessary to have two keys (ciphers): private and public. Keys are unique, interconnected sequences of characters used for encryption, decryption, providing a document with an electronic digital signature and verifying it. The only 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. To read, the recipient first decrypts the document with his private key, then verifies the authorship and security of the text using the sender's public key.

Get a private key (for encryption) or a public key signing key certificate (for decryption) any individual, representing an enterprise, for example, for submitting reports to government bodies, can at the Certification Center (CA), which is a certified communications operator (organization) that has the appropriate license.

In this case, the public and private keys received for submitting reports electronically will be valid for exchanging information with government agencies through Registration Centers (RCs), with which contractual relations have been established. Registration Center will ensure the confidentiality of correspondence and unambiguous 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 electronically using digital signature

When a document is changed after its digital signature has been certified, a new version of the document is created based on 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 just 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 storing and retrieving documents.

There are two forms of archive organization: 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 recording of paper documents, i.e. The systems store electronic cards for paper documents and maintain control of standard archival operations: issuing a document, returning it, etc.

Static archives support document searching - attributive And full text.

- attribute search is performed based on the attributes of the document card. During the search process, a match between the request and the card field values ​​is checked;

- full text search provides for automatic processing of the entire content of a document to find it by any word in its text. For full-text search, parameters such as search completeness are determined - the correspondence between the documents found for a given request and the actual list of documents; noise during search, i.e. ratio of documents that correspond to and those that do not comply with the request.

Static archives protect documents from unauthorized access and audit work. Protection 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 be 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 these documents were developed. This function is provided through special viewing programs that allow you to access documents of various formats without downloading resource-intensive applications.

In the process of working with documents, specialists often need to comment on certain issues reflected in the documents. To implement this function, some archives support document annotation, which is the ability to add comments to a document without changing its main content (this is different 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 implementing functions characteristic of static archives, have additional capabilities, which include:

- support for teamwork with documents, 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 the simultaneous editing of the same document by several users and thereby possible conflicts; providing the opportunity for several users to work simultaneously within one document;

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

- distribution of published documents. Sometimes, after a document has been published, it needs to be distributed. This mainly happens in two ways: either through the system Email, mailing, or through Internet, publication on a web server;

- providing an expanded range of access rights to the document, namely: for editing, for publication, for removal of publication and for creating a new version;

- solving boundary problems, associated with the transition of various 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 stale documents that are rarely accessed are stored on simpler, higher-capacity, and less expensive media. To solve this problem, hierarchical data storage systems are used (Hierarchical Storage Management (HSM) - hierarchical storage management), 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 data storage system— a set of software and hardware 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, while for archival storage it is sufficient robotic optical disc libraries, which are software and hardware systems for storing and providing quick access to a large amount of data recorded on optical storage media. For such storage systems, it is necessary to solve the problems of not only the collaboration of storage media, but also to ensure the migration of documents between them.

Migration can be carried out either by setting up the system by the administrator (for example, after 100 days have passed from the date of creation, the document should automatically move to a less productive and cheaper medium), or automatically, depending on the frequency of users accessing one or another document. This 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 the enterprise.

In general, an enterprise’s electronic document management system must meet the following requirements: scalability, distribution, modularity And openness.

1. Scalability lies in the ability to support a different number of users, from a few units to several thousand, and the ability to increase power. This requirement is met through support for industrial database servers.

2. Distribution. The architecture of the electronic document management system must support the interaction of geographically distributed divisions of the enterprise, united by the most diverse communication channels in terms of speed and quality. Also, the EDMS architecture must ensure 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, software available to the enterprise accounting, financial management etc. Therefore, the electronic document management system must have open interfaces for possible modification and integration.

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

Single registration of a document, allowing you to uniquely identify the document in any version used by the EDMS;

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

Continuity of document movement, allowing to identify the person responsible for the execution of the document (task) at each moment in the life of the document (process);

A unified (or coordinated distributed) database of documentary information, eliminating the possibility of duplicating documents;

An effectively 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 (features) of documents, which allows you to control the movement of documents through document flow processes and make management decisions based on data from reports, etc.

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

1. Document attribute storage is intended for storing a card, which is a collection of fields characterizing a document. Typically, the EDMS has a concept of document type (for example, contract, specification, letter, etc.) and each type has its own card. Cards 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, and creation date. Special - date of signing, validity period, amount of the contract (for documents of the “contract” type), etc. Document types, in turn, can have subtypes that contain 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 greater nesting of such subtypes. Typing documents, building their hierarchy, and designing cards for them is one of the most important stages in the process of implementing EDMS.

In addition to the concept of document type, there is the concept of document category, and one document can simultaneously belong to several categories. Categories can be arranged into 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 departments, for example, the category “Documents of the Marketing Service”, and in it the subcategories “Product Sales Agreements”, “Invoices”, etc. An agreement with a consumer can be simultaneously classified into the subcategories “Agreements” and “Product Sales Agreements,” which belong 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 appear any number of times in different nodes of this hierarchy.

There are three possible solutions for organizing 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, a large nesting of types), and also use effective algorithms for searching information in cards. The disadvantages of this approach are the inability to use 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, there is always the possibility of migrating data from another EDMS manufacturer into it, which facilitates the transition from one electronic document management system software product 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 which the DBMS is built allows you to use all the mechanisms built into this environment, including backup, replication, search, etc. The problems with this approach lie in the very need for a specific environment for the operation of a document management system, as well as in the restrictions that a specific environment imposes on the structure of its databases.

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

StorageV file system reduces the degree of security when restricting 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 not be directly accessible to any user. The EDMS maintains its own system for a 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 is not entirely reliable from the point of view information security. To provide additional data protection, file encryption at rest is often used. In addition, almost all EDMS use random file naming, which greatly complicates the search for the desired file when trying to access it bypassing the system. When working with a file system, most EDMS require moving files into specially organized directories.

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

3. Components that support 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) Managing documents in storage. Includes procedures for adding and removing documents, saving versions, transferring for storage to the archive, maintaining the archive, etc.

2) Search documents carried out in both attribute and full-text forms. Some EDMS support document search by word forms, which is carried out using normalization technology. The effectiveness of the method depends on the algorithm used. For the Russian language, the most effective is the dictionary method, when the word is normalized on the basis of dictionaries that contain word forms. In addition to the dictionary method, a heuristic normalization method can be used, when a word can be brought to a normal form by following certain rules that describe the normalization algorithm. It can be noted that if for in English the set of normalization rules is 300 pages typescript, then for a Russian it is several orders of magnitude greater.

3) Routing and execution control ensures the delivery of documents within the framework of business procedures in the organization. Routing operates on documents stored in the archival system. There are two main approaches to organizing routing systems: document-oriented and work-oriented.

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

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

The following types of routing systems are distinguished: flexible And hard. In the case of flexible routing, the next recipient of the document is determined by the employee in whose charge the document is located. this moment. In the case of hard routing, the path of documents is determined in advance based on the business logic of the enterprise. Typically, a mixed approach is used—for some documents and enterprise structures, rigid routing is more appropriate, while for others, flexible routing is more appropriate.

TO flexible systems routing include free routing without control And with execution control.

Free routing without execution control supports two types of operations:

- Serial routing when a document passes one executor after another. The transfer of a document from one user to another can occur after the control time has expired or after one of the users has completed work.

- . Parallel routing, when a document is simultaneously received by all executors. Completion of the route occurs in cases where one user or all of them finish working with the document.

Routes can be more complex than just sequential or parallel. There are also combined routes, consisting of sequential and parallel elements, as well as conditional ones, with transitions depending on the state of certain route variables.

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

A minimally sufficient system that provides routing of documents is an email system that supports parallel distribution of documents (routing differs from distribution or distribution in that the routed document returns to the beginning of the route, for example, to the initiator, and the distributed document goes to the executor without return control) . With the help of additional applications, email systems ensure consistent routing of documents.

Free routing of documents with execution control.

Execution control refers to the following operations:

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

Control of task reading - the initiator is informed that his task has been read by the employees for whom it was intended;

Progress control—the initiator is notified that the task has been completed;

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

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

History of assignments;

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

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

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

An integral part of routing is document execution control. 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) Generating reports is performed automatically, similar to the generation of office document logs. Using various reports, you can see, for example, the total time spent by employees working on a specific document, the speed at which documents are processed by department, etc.

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

Functionally modern systems Electronic document management 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 full-text search tools: fuzzy search, semantic search, etc., and tools effective organization storage For example, support for a wide range of storage equipment, etc.

Systems with advanced tools 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, so it is called the general word “work” (work).

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

The business process model can be easily changed. Thus, without any programming you can quickly get something that actually works. Workflow-application. In some Workflow systems Creation information models business processes is only possible through programming, which is a rather painstaking process that also requires special knowledge.

Systems focused on supporting organizational management and knowledge accumulation. These are “hybrid” systems that usually combine 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. Such systems contain “hard” and “free” routing technologies, when the route of the document is assigned by the manager (“describes” incoming document). These systems are usually used in government structures, 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.

Systems designed to support collaboration (collaboration). The main task of such systems is to ensure that people in an organization work together, even if they are geographically separated, and to preserve the results of this work. Typically implemented in the concept of "portals". They provide services for storing and publishing documents, searching for information, discussing, and making appointments (both real and virtual).

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

The further development of electronic document management systems at large enterprises is their integration with common corporate applications ( ERP-systems), which will allow you to organize access to all corporate knowledge and data and manage corporate information, since large enterprises requires close interaction between all of its corporate applications that involve information exchange.

We study the basics of building an optimal document flow system, provide examples and step-by-step algorithm building a document turnover schedule.

From the article you will learn:

Document flow diagram at the enterprise

Centralized

This form is suitable for organizations with a strict hierarchical management structure that adheres to the principle of linear distribution of functions (unity of command). A centralized form of paper circulation presupposes the presence of organizational structure a company with a specialized division responsible for working with all documentation.

Decentralized

This form is suitable for organizations in which the powers of departments are clearly divided according to the principle of operational autonomy.

The decentralized form of document circulation assumes that each structural unit has its own department responsible for working with documentation.

Mixed

With this form of turnover, the leading role in working with documentation is given to the central service of the preschool educational institution, but some of the procedures are delegated to special services created within each structural unit companies.

Example of a document flow diagram

The route scheme for the movement of documents is the basic principle of the business paper circulation system. In this scheme, each document flow is assigned common characteristics, instances are prescribed, and mandatory procedures are defined.

This diagram indicates:

  1. executors (i.e. departments taking part in the processing of this stream);
  2. route (i.e. the order of the performers);
  3. the presence of reverse movements (does the document go to the same executor several times);
  4. the nature of the operations carried out by each specific performer).

An example of an organization's document flow diagram is presented in Fig. 1:

Figure 1. Document flow diagram of the enterprise

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Types of document flows

The movement of data in a certain direction, organized within a closed system of document circulation, is called document flow. The source and receiver of the data remain the same.

The classification of document flows is carried out on the basis of their relationship to the control object and in the direction of movement.

First classification

  • horizontal flows (occur between departments of the same level);
  • vertical flows (occur between departments at different levels);
  • ascending (papers from subordinate structures move to management ones);
  • downward (documents from management structures move to subordinates).

Second classification

  • the incoming flow is formed by papers coming from external sources;
  • the outgoing flow consists of documents sent from the organization;
  • internal flow is formed by papers circulating within the organization.

Stages of document flow in an organization

Development and implementation of the scheme document flow of the organization involves combining the entire variety of procedures into a number of basic stages:

Forwarding processing. At this stage, incoming correspondence is received, checked, distributed to addresses and submitted to the manager for review.

Preliminary review. At this stage, the DOU service reviews and classifies papers by type, importance, complexity, author status, etc.

Direction to management. At this stage, resolutions are passed and administrative decisions are made.

Treatment. At this stage, the documents are executed and sent for storage.

The basic principle of all stages is rational movement, i.e. stream optimization, merging and reduction. For this purpose, special technological instructions, the main purpose of which is to determine the most effective order of procedures and develop optimal route schemes.

How to create a document flow chart

The best option for graphically displaying all stages of document processing is a diagram. Each type of work is carefully analyzed, and the result of this analysis is the development of a flowchart that visualizes the entire process.

The sequence of actions necessary to solve the problem is presented graphically.

There is no unified schedule scheme. Each enterprise needs to develop it independently. The larger the enterprise, the more types of activities it has, the more detailed the schedule should be.

Stage two.

We appoint those responsible for paperwork

It’s quite easy to do this with primary documentation - the one who compiles it is responsible for the execution. For other papers, such a person will have to be appointed. If this is not done, then if the document is lost or the deadline for its submission is missed, there will be no one to ask.

Stage three.

We set deadlines.

The deadline within which the responsible employee must submit the document is the most important part of the entire schedule. The deadline can be set in months or days elapsed from the date of execution of the document.

Stage four.

Choosing a design

As mentioned above, convenient way design of the schedule - flowchart. But it can be formatted both as text and as a table. The text form is suitable for a small organization; for a larger organization, a table will be more convenient. The main principle is that your diagram should be easy to read for employees responsible for document circulation.

We’ll tell you how to implement an electronic document management system in a company on your own in 10 steps.

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Why do you need an electronic document management system?

There is probably not a single company left that does not use computers and local networks. Therefore, the terms EDI and electronic document management will sooner or later begin to be mentioned in conversations about the immediate plans of even small organizations.

Electronic document management in short, it is the transfer of an organization’s document flows into digital electronic form, the automation of all document processing processes.

What advantages does the introduction and maintenance of electronic document management with the help of specialized software- electronic document management systems (EDMS)?

  1. Labor efficiency and, as a result, productivity increases. Automated search for any request can significantly reduce the processing time of documents and ensure control of the timeliness of their execution.
  2. Employees get instant access to any document created and registered in the system. It becomes possible to quickly make corrections; access to documents can be limited by executor.
  3. The influence of the “human factor” is minimized and errors associated with it are eliminated.
  4. Costs are reduced by increasing labor efficiency, and costs for office equipment and consumables are reduced.
  5. Interactions both between individual performers and between company departments are improved. The exchange of information and the passage of management signals are accelerated.
  6. The time for creating, agreeing and approving documentation is reduced by providing collective access and monitoring the timing of each stage.
  7. The costs of organizing archival storage of documents are reduced.
  8. The degree of protection of documentation from loss and damage, and from unauthorized access is increased.

Since everyone who is in one way or another connected with office work is familiar with the concepts of “electronic document, electronic document management,” there is no need to convince anyone of the need to implement an electronic document management system. But many companies still believe that it is complicated and expensive. But, meanwhile, it is quite possible to implement it using the organization itself, which will significantly reduce costs.

Electronic document management system (EDF): stages of implementation

The algorithm for implementing an electronic document management system consists of 10 steps.

Step 1. Decide on the goals and objectives of automation. Analyze the problems of document management at the enterprise, consider whether they can be solved through electronic document management.

Step 2. Conduct a pre-project survey. Study the specifics of record keeping in your company, for this:

  • conduct an audit of document flows between performers and structural divisions;
  • analyze current regulations to optimize document flows, trace the routes of internal and external documents;
  • study the process of creation, coordination and approval of all types internal documents, emerging in the company;
  • inspect the procedure for registering and processing incoming and outgoing correspondence;
  • Assess the extent to which the company’s record keeping complies with the norms and requirements of industry standards and the legislation of the Russian Federation;
  • study the procedure for creating files, requirements for their current storage and transfer for storage to the organization’s archive;
  • think about which business processes need to be automated;
  • analyze the data obtained and formulate technical requirements EDMS electronic document management must meet.

Scheme. Operations on internal documents

Step 3. Conduct an audit of the company's existing paperwork processes before switching to electronic document flow. It is necessary to systematize and streamline work with document flows, and optimize the entire office management system in the company. Develop regulations for processing documents, draw up instructions in which to establish areas of responsibility between performers, and specify the procedure for interaction between them. Make amendments and additions to local regulations, job descriptions. Together with the IT service, think through security issues and access control. Follow the requirements of the standardization system for document management set out in GOST R ISO 15489-1-2007.

Step 4. Draw up a diagram of the document management process, write down document flow routes, the order and priority of execution, coordination and approval of documentation. Provide the possibility of simultaneous access and collaboration with the document for all executors. Compose technical task taking into account specific wishes and requirements.

Step 5. Study modern EDMS, think about what changes and additions can be made to the standard configuration, taking into account the features that characterize the electronic document flow of your organization. Many software development companies take into account individual requirements customers and make the necessary adjustments.

Step 6. Start implementing an EDMS in your organization by choosing one of two options:

  1. Implement EDI by document type, when the processing of one type of document is first automated: orders and instructions, contracts and agreements.
  2. Gradually implement the EDMS by department, when first jobs are automated in the office work service, then in personnel service, accounting and so on throughout the company.

Since in any option the processing of documents already begins, obtain certificates for the responsible executors authorized to sign documents.

The table shows what types of electronic digital signatures exist and when signing which documents they can be used.

Step 7 Create an electronic archive by converting previously created paper documents into electronic formats. In an electronic archive, documents can be stored both in the form of scans and in text editor formats. You can start creating an electronic archive as soon as management decides on the need to implement electronic document management.

Electronic files in the nomenclature of company files

Step 8 Integrate the EDMS with other automated accounting systems used in the company. Working in electronic document management systems, as a rule, implies the ability to exchange data with those accounting systems that have already implemented and now provide automated personnel, financial, and production accounting in the company.

Step 9 Conduct employee training and develop user manuals taking into account the specific features of specific workplaces.

Step 10 Ensure control over compliance with regulated procedures during the period of adaptation of performers to new working conditions. Appoint responsible employees in the departments who will provide operational assistance to others and ensure that the established procedure for using the EDS is followed.

It should be understood that the implementation of EDMS, document flow in electronic formats- not an end in itself. This effective tool external interaction and not only with executive authorities and control and supervisory authorities. The EDMS will ensure a unified document flow with separate divisions and prompt exchange of documents with counterparties. Show initiative and your partners, suppliers and customers. This will help not only improve the quality and speed of exchange information flows, but also to reduce the payback time of the electronic document management system implemented at the enterprise.

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