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Automation of document flow in the organization. Automated document management system

Alimony
10.06.2020

With the growth of production capacities, the volume of the used nomenclature also increases, which must be processed and grouped qualitatively and correctly. Full automation of office work will help to lay out all the documentation in such a way that, if necessary, you can get it and use it. necessary information specific employee.



Workflow automation: is there a need?

Conventionally, the entire process of work of any company, regardless of the volume and specifics of employment, can be divided into the processing of documentation, the coordination of document flow, the sale of services and goods. At the same time, only the sale of goods brings material profit, but even without high-quality processing of the nomenclature, the whole process will be chaotic, inferior.

Is there a need to automate the workflow of an enterprise, business, or can you use personal options for maintaining and coordinating the nomenclature? To consider this issue, it is necessary to give an elementary example - buying a phone in a store. In order for a store or an enterprise to be able to sell its products, it is necessary to do a lot of work, which in most cases is associated with the processing of documentation:

  • demand processing and market analysis (actual offers);
  • search for suppliers, conclusion of a contract;
  • purchase of goods;
  • acceptance of goods (according to waybills);
  • markup product;
  • implementation;
  • delivery assurance, guarantees;
  • registration of the purchase between the store and the buyer;
  • providing profitable periodic promotions to attract the buyer;
  • observance and control of consumer rights.

This is only a small part of all the processes that need to be organized when buying one phone. And if we assume that the trade turnover is huge, and there are several outlets, then the volume of processed nomenclature is colossal. You can't do without a special automated system.

Electronic workflow automation

Document flow, regardless of its volume, should be easily accessible at the right time. Today, there are multiple automated systems for storing and processing documents that reduce all paperwork by several times. The most popular are documentation systems in 1C, special paid CRM systems.

According to research by Ernst & Young, businesses that have benefited from the introduction of electronic inventory control systems have improved their productivity by 20-40%, processing and maintaining tax documents by 75%. At the same time, the cost of paying for the safety of all documentation decreased by 80%.

All users of the automated control system can be divided into three components: the governing body, employees, partners. All categories of users use clear and simple tools to control and coordinate any manipulations, and the system only helps to carry out all procedures without errors (template).

Automated office work helps:

  • prepare documentation, acts, reconciliations;
  • send and receive the necessary documents both in one system and from third-party users (partners);
  • to store documentation in special files, hosting for several years;
  • control the volume of tasks set and completed by employees;
  • control the quality of service;
  • make mark-ups, keep accounting records;
  • search for documentation at the right time, from the right place;
  • formation of cases according to existing templates;
  • exchange information between employees and management.

The introduction of a documentary automatic system can be carried out both on permanent basis, as well as temporarily. However, the benefit for any business of such automation is obvious.

Automated workflow: advantageous characteristics

Automated documentation is a new business opportunity that is focused on increasing production volumes and increasing sales. There are some disadvantages, but there are many more advantages.


Central management, control

Previously, it was extremely difficult to control the business at any stage. The manager could not manage all the processes at the same time, and the amount of workflow with an increase in sales and development naturally increased in proportion to profit. The domestic approach to doing business today, given the possibilities of the Internet and electronic programs, is not relevant, unproductive.

Today, there are special products on the commodity management and control market that allow the manager to:

  1. increase the speed of information processing;
  2. make quick decisions of a different nature;
  3. improve executive discipline among employees;
  4. to master a high modern program automation module in a computer helps to track the results of the work of any department, each employee;
  5. establish a system of trade, cooperation with partners.

Among other things, for a manager or a responsible person, the documentation automation system allows you to do all the work remotely, from the place from which it is necessary at the moment. Such opportunities have become a reality with the introduction of special portable software and applications for phone, tablet, computer. All you need to get started is to enter data, control and perform the necessary activities.

The most popular document management systems at a distance and in the office - CPM systems.

Teamwork

Previously, in order to carry out simple manipulations on the same accounting department, it was necessary to coordinate many points with different departments. As a result - VAT accrual, taxation and registration wages was carried out for several weeks. Today, all these processes are maximally simplified and automated.

To conduct payroll, you can use previously completed templates, control accrual, draw up additional payments. But, the most important thing is the minimum probability of error, error, since the human factor is practically absent.

At the same time, all employees of the company are in constant contact with each other, there is interaction between departments and individual office workers. The manager himself can control the effectiveness of the implemented tasks, manage the process and give orders.

Confidential Features

Any business is a combination of experience, skills and knowledge. Naturally, the more directions there are, the higher the probability of calculating all the risks, market features, and the specifics of doing business. Such experience is the most important, priceless, more expensive than material goods. Therefore, the main task of both the head and each employee of the company is to maintain confidentiality, keep records in such a way that all strategic information is not publicly available to competitors in the market.

An important feature of automation systems (for example, the same 1C) is the ability to subscribe to workflow using electronic signature with encrypted encryption. Therefore, it is possible not only to determine the author, but also to confirm the authenticity of the information, its relevance.

A modern workflow automation system allows not only to carry out all manipulations as quickly and efficiently as possible, but also to do it absolutely confidentially. For example, all important information on finance, the number of contacts of partners, clients, employees is available only to a few employees ( single register): head, security department, personnel department. Previously, it was extremely difficult to implement such a task.

Storage

Doing business, entrepreneurship is mountains of informative and strategic documentation, which is important to get, receive and process in a timely manner. With an increase in turnover and sales, such information becomes more and more, and therefore a special department is indispensable.

Among large companies, Documentum products are popular, for smaller enterprises Content Management Server offers are relevant.

To reduce the cost of maintaining an entire department, it is enough to automate the preparation of documents for placement in special storages. Among other things, it is possible to copy data in the required amount, save information for as long as necessary, and have access at the time when it is needed.

Additional benefits of document automation:

  • ability to quickly create required document by template;
  • the production of automatic registration and distribution of documentation;
  • formation of working folders of users and departments;
  • convenient work with correspondence;
  • processing and control administrative documents;
  • storage of documents in the registration card;
  • interconnected work with documents;
  • tracking the movement of documents;
  • support of nested subsystems;
  • accounting and control of the number nomenclature;
  • performance of work via the Internet;
  • distribution formation;
  • territorial designation of services, departments, outlets;
  • setting the necessary options in the processed system;
  • exchange of information by e-mail;
  • search for information according to the specified selection criteria;
  • automatic updating of directories.

All the functions of automation, registration and maintenance of documents in business help to significantly simplify all bureaucratic foundations, reduce the burden on the manager and his subordinates, and increase the efficiency of trade.

Organization of electronic document management at the enterprise in questions and answers

Automation of workflow, today, has become not just a means of optimizing the internal processes of the enterprise, but an urgent need in the face of fierce competition. It is the automation of workflow that gives new opportunities to any organization to speed up work, allows you to get ahead of competitors when making both operational and strategic decisions. This article will help you determine if your organization needs workflow automation, as well as some of the factors to consider when deciding on workflow automation in your organization.

In the previous article, we touched on the classification issues software products to automate work with documents and reviewed the main points that you should pay attention to when choosing office automation systems.

However, the office automation system allows you to automate only a small part of the work in the organization. In this article, we will approach electronic document management systems more broadly, without highlighting specific products, and will try to answer the most important questions that arise when implementing electronic document management systems (EDMS).

Question 1. When and why is it necessary to organize electronic document management in an enterprise?

To date, automation of workflow in the enterprise is also necessary, as automation accounting in the mid nineties. There are many reasons for this. Firstly, information must be processed as quickly and efficiently as possible, sometimes information flows are no less important than material ones. Secondly, the loss of information or its falling into the wrong hands can be very expensive. There are a number of problems common to those organizations where documents are processed in the traditional way:

  • Documents are lost
  • a lot of documents are accumulated, the purpose and source of which are unclear;
  • Documents and information contained in them fall into the wrong hands;
  • a lot of working time is spent searching for the right document and forming a thematic selection of documents;
  • multiple copies of the same document are created - a lot of money is spent on paper and copying documents;
  • A lot of time is spent preparing and coordinating documents.

The introduction of an electronic document management system allows you to solve all these problems, as well as:

  • Ensure the coordinated work of all departments;
  • Simplify the work with documents, increase its efficiency;
  • increase the productivity of employees by reducing the time of creating, processing and searching for documents;
  • increase the efficiency of access to information;
  • Allows you to differentiate the rights of employees to access information.

Conclusion: workflow automation is necessary in any organization, regardless of the scale and type of ownership. The organization of the EDS needs to start right now.

Question 2. Choosing an electronic document management system - sweet songs of manufacturers and suppliers.

Now you need to decide on the choice of system. In the previous article, we classified existing products for automating work with documents. Let us remind ourselves of the classes of systems:

  • Office automation and document management systems
  • workflow management systems
  • systems for organizing and managing archives of documents
  • electronic document management systems

Each system solves a certain class of problems. So, from the office automation system, one should not expect a full-fledged routing of work flows.

ERP class systems deserve special mention - often one hears the following words from a potential customer: “we are implementing an ERP system and will not implement an automation system for document management support (DOA)”. There is an erroneous opinion that ERP-systems solve all the problems of workflow in the enterprise. This is not so - ERP systems are designed to automate production workflow, not management, and the most effective solution is the integration of the ERP system and the automation system of the preschool educational institution.

Every system manufacturer claims that its products are the most functional, the most convenient and the most efficient. It often happens that way - the customer comes with a very specific problem, after listening to which the manufacturer talks about his super-system, which will immediately solve this and all other problems. As a result, the customer spends money (often a lot) on organizing a workflow automation system at the enterprise and does not get what he wanted. With all this, a software product could be really good, but it was originally intended to solve problems of a different class.

Tip number 1 - decide what kind of tasks you want to entrust the automation system with. If the staff of the organization does not have specialists capable of independently determining the class desired system it is best to seek help from a consultant. For starters, you can look at the reviews published in the specialized press and on some sites on the Internet.

Tip number 2 - having determined what class of system you need to look for, study, if possible, all the offers, choose systems with the functionality you need, but those that can be further expanded by adding new features.

Tip #3 - Contact technician. The capabilities of the system are largely determined by the software and hardware platform on which the system will be operated. You should not think that an EDMS in which the DBMS does not support replication, and the mail server of a well-known company from Redmond is used as a transport medium, will effectively solve the problems of organizing document management at geographically distributed enterprises.

Tip #4 - Choose systems that are easy to set up, expand, and scale (i.e. provide investment protection), that are easy to use, and have an ergonomic user interface.

Tip #5 - Test the system in action. Surely the manufacturer has a demo version or a distribution option with evaluation licenses - install the system at your place and test it in action before you buy it. By the way, some manufacturers during the evaluation period provide free technical support.

Tip number 6 - it is not necessary to immediately acquire a powerful expensive system. The process of organizing electronic document management can take place in stages - first you can implement simple system, which can be further developed by scaling and adding new features.

Conclusion: get a document management system that suits your organization. Determine the class of the required system, the required functionality, in case of impossibility of self-selection, contact a consultant.

Question 3. Implementation - stages, terms, money.

This question is a logical continuation of the previous one - some implementers often say that they will organize electronic document management as soon as possible, in 2 stages, and at the same time they will try to shake out the maximum possible money from the customer.

The timing of the implementation of the system depends on many factors. We list the main ones:

  • System class. The office automation system, consisting of one workstation of the secretary, will take a week during which the secretary will be trained to work with the system. The introduction of an ERP class system can take a whole year, and it is not necessary that the number of workstations be large.
  • · The scale of the implemented system. The term for organizing an electronic document management system certainly depends on the number of workstations and servers on which the system will be operated - users must be trained, all personal computers and servers must be installed and configured software.
  • System customizability. Adaptation of the system in accordance with the requirements of the customer (sometimes the term "customization" is used) is possible in two ways - by setting up and changing the program code. If the system adapts by changing the settings, then the adaptation process is faster.

The process of organizing document circulation in any enterprise consists of several stages. The main stages are the following:

  • · Examination organizational structure enterprises, identifying the main business processes, workflows and a formal description of the flow of documents.
  • · Drawing up the nomenclature of documents, formation of directories and qualifiers, drawing up of instructions.
  • · Adaptation of the electronic document management system based on the information obtained at the survey stage.
  • · Installing and configuring software and trial operation.
  • · Final adjustment of the document management system at the enterprise, taking into account the shortcomings identified during trial operation.
  • · Training of personnel of the organization.

Some of these steps may run in parallel. Particular attention should be paid to the personnel training process, you should not save money on it, since in case of unprepared personnel, even the most advanced document management system, ideal for your enterprise, will be ineffective.

Depending on the factors listed above, the organization of electronic document management can take from one to two weeks to six months. Implementing an enterprise resource management system can take a year or more.

The cost of the electronic document management system deserves special consideration. The main rule is the following: systems of the same class cost about the same.

The cost of the system depends on several factors: the class of the system, the functional and technological capabilities of the representative system of a certain class, the scale of the organization of electronic document management. The cost of the system does not only consist of the cost of software licenses - the work carried out at one stage or another of the implementation process will also require funds, and the amount spent on implementation can significantly exceed the total cost of licenses of the required software. The next very important factor affecting the final cost of the system is the amount of costs for operation, maintenance and technical support of the system.

Conclusions. Systems of the same class cost about the same, the total cost of the system is determined not only by the cost of software licenses. You should not save on the implementation process - the effectiveness of the system in the vast majority of cases depends on the correct choice of the system and the correctly conducted process of organizing electronic document management.

Before talking about office automation and workflow systems (SADD), let's dwell on the definition of these concepts. Office work is understood as documentary support for management or a branch of activity that provides documentation and organization of work with official documents. Document flow is the movement of documents in an organization from the moment they are created or received until the completion of execution or dispatch (GOST R 51141-98).

In Russia and in the West, different concepts of workflow have developed, which are reflected in the differences in automation systems. One of these fundamental differences is the centralized (Russian approach) and decentralized (Western approach) control system. Russian and foreign systems should be considered separately, and in this article we will focus mainly on domestic systems, as well as on the possibilities of electronic document management.

Electronic document management compared to traditional paper has whole line advantages:

    • ease of making changes to the document;
    • the ability to place in the document not only text, but also multimedia data;
    • the ability to use pre-prepared forms;
    • higher speed of information transfer over a large number of addresses;
    • saving paper;
    • compactness of archives;
    • ease of control of information flows;
    • high speed of search and extraction of information;
    • the possibility of protecting documents from unauthorized access and delimiting the rights of employees to access information.

It should be noted that the introduction of SADD gives certain advantages to the management of enterprises and organizations for effective management and prompt decision-making, namely:

    • transparency of the activities of employees and departments;
    • high speed of obtaining analytical references and reports;
    • strengthening performance discipline;
    • decline negative impact human factor on the company's activities;
    • reduction in the number of employees involved in working with documents (couriers, clerical workers, etc.).

The figure shows how much the time of individual stages of working with documents is reduced when replacing a paper process with a digital one. In the conditions of electronic document management, much less costs are required for setting up workflow when external conditions change, for example, requirements for changing the reporting form. The introduction of an office automation system and electronic document management is accompanied by an optimization of the entire management process, which becomes simpler and more logical. The quality of decisions being made is improving, control over the execution of managerial decisions is being carried out more effectively, direct and indirect social costs associated with the maintenance of the administrative apparatus are reduced.

Documents are sent using an automated document management system, which contains a single database of classifiers, dictionaries and standards for the entire organization. Document routing is usually determined depending on the type of document and the prevailing rules of work (however, this function is not supported by all systems). The exchange of documents with external organizations in the presence of agreements with them is provided using the corporate information portal.

Many of the existing SADD allow companies that have implemented them to switch to paperless workflow. However, even in the presence of SADD, the so-called mixed workflow often takes place, when most of the work with documents is carried out in in electronic format(draft documents, their approval, etc.), and only a part of them is printed, signed and stored in paper form. This is due to several reasons. Firstly, the legislative framework does not allow to completely switch to electronic documents. Secondly, the users of these systems themselves are not yet ready to completely abandon the habit of working with paper documents. On practice electronic document management now covers mainly internal document flow and much less often (if there are agreements between organizations) - intercorporate.

When using electronic document management, a very difficult problem arises. technical question. Since the documents of any organization or enterprise are both in electronic and paper form, an important procedure that simplifies the transition to paperless technologies is the conversion of paper documents into electronic ones. Firmware solutions based on standard home scanners do not provide the performance required by corporate customers who need so-called streaming scanning technologies. And only specialized software systems in conjunction with high-performance office equipment make it possible to distribute electronic versions of documents received in paper form throughout the organization without delay.

Choice of SADD product

one of the main trends recent years began to use industrial automation systems instead of their own developments, which indicates both the increased requirements of customers seeking to get a complete solution, and the maturity of the market, ready to offer SADD solutions in conjunction with services. Today, the market offers a fairly wide range of automation systems developed by Russian companies. In accordance with their specifics, enterprises and organizations can choose the option that suits them: only for automating office functions, for organizing mixed or fully electronic document management.

When choosing an SADD, you should pay attention to system requirements, scalability and versatility of the solution.

Data storage and the actual operation of the SADD are provided by software platforms. It can be MS SQL, Oracle, Lotus Notes, etc.; sometimes systems support running on multiple DBMS or development platforms. According to experts, the reliability of their work is approximately the same, they differ in the specifics of the work, the maximum possible volume of input documents and cost.

Typically, customers choose the system for which the organization already has a DBMS. For example, if an organization has a SQL server or Lotus Notes, then the choice of system will most likely be limited to those running on the same platform SADD. It should be noted that the Grand Doc systems from Granit Center (www.granit.ru) and Kodeks (agregat.kodeks.net) operate on MS SQL. Simultaneously on MS SQL and Oracle - Landocs from LANIT (www.landocs.ru), DELO from Electronic Office Systems (www.eos.ru). On Lotus Notes - "BOSS-Referent" from "IT" (www.it.ru), "Cinderella" from STC IRM (www.mdi.ru), the latter also works on MS SQL and Oracle. The EUFRAT-Document Management box solution from Cognitive Technologies (www.evfrat.ru) has its own database, although in design solutions the system can be implemented in MS SQL and Oracle.

On May 24, the Russian company ABBYY for the 11th time held the DOCFLOW conference-exhibition dedicated to electronic document management and management automation. This event has been held since 1995 and has already become a tradition. Every year the number of participants and visitors to DOCFLOW and the number of topics discussed are growing, and the format of the event is also changing.

This year the conference gathered 2,500 visitors: 63 companies participated (47 stands with the latest solutions in the field of electronic document management and management automation); 76 analytical and news reports were presented. Half of DOCFLOW visitors are heads of companies and departments, 64% are representatives of large companies with one hundred or more computers. Over half of the visitors came to DOCFLOW this year for the first time, and 20% have already attended the conference more than three times. One fifth of the visitors to the conference-exhibition came from the regions of Russia and from the CIS countries and even from Yuzhno-Sakhalinsk.

The schedule of the event this year has become more intense: one day of DOCFLOW included 76 reports in 7 thematic sections of the conference, 47 booths of participating companies and 5 press conferences. For the first time, the division of reports into thematic sections was introduced: “Complex platforms”, “Streaming document input”, “Electronic document management systems (EDMS)”, “Business process management tools (BPM)”, “Electronic data storages”, “News”. The schedule of the conference was compiled in such a way that everyone could choose the necessary and interesting sections and reports for him.

A separate event was the work of the analytical section "Document Management from A to Z". The reports contained information on the main stages of the implementation of an electronic document management system - from making a decision on the need to switch to electronic document management and choosing an EDMS to implementing and evaluating efficiency. Within the framework of this section, market experts spoke about key issues: about the problems associated with the introduction of electronic document management systems and about their solution; about how to start the transition from paper to mixed workflow and what to be afraid of at the same time; about how to achieve the desired result when implementing the EDMS. The total audience of the section was about 800 people.

DOCFLOW today has become not just a platform where manufacturers of document management systems could present their solutions in this area, the conference-exhibition has taken on the function of education, helping to form a civilized market for electronic document management.

The annual May DOCFLOW can be considered the culmination of activity in the electronic document management market. However, this is not the only initiative of ABBYY in this industry. In September of this year at SofTool 2005 (just like last year) the conference "DOCFLOW Day" will be held and the united booth DOCFLOW will work. And the information portal www.DOCFLOW.ru, created by ABBYY several years ago, continuously provides its readers with the most complete, structured and useful information about the market, technologies, solutions and developers of Russian electronic document management systems.

Depending on the degree of customization, SADD is conditionally divided into boxed and custom-made. A boxed solution is a generic solution that is suitable for most organizations and can be customized within certain limits. The custom solution is made up of various modules and is much more customizable to the needs of the organization, allowing it to better meet the specific requirements of the customer.

Despite the seeming advantage of a custom solution, it is worth noting several important features of it. Installing and configuring such a system is very complicated and almost always requires the involvement of specialists from the developer company, and in some cases even the partners of the developer company are not able to install it. In addition, the implementation of such a system costs much more. If the organization's workflow is distinguished by a number of features that no boxed solution is able to take into account, then it cannot do without a design solution. However, we note that in the case of too unusual forms of workflow, there is a high probability that it is basically ineffective, while the introduction of a standard system can streamline the work of the organization. For companies with traditional office work and document management, a boxed solution is more suitable, because such a product has been tested by many customers, takes into account the wishes and comments of customers; there is always detailed documentation and a list of typical errors - in short, all the advantages of a typical solution, including a lower price. Out of the box solutions, one can name such as "Grand Doc", "DELO", "EUFRAT-Document Management", from design solutions - almost all Western developments, as well as Landocs, "BOSS-Referent", "Cinderella".

Obviously, there are no universal solutions that take into account the fullness of the specific needs of various organizations. To find out if the system is tailored to a specific customer, it is best to refer to the list of clients of the developer company - it most accurately characterizes the specialization of the system. If there is a company similar to yours in the list of clients, then it is quite possible that the system will suit you. For more information, you can contact regular customers and ask their opinion about the system, as well as learn about the difficulties encountered during implementation.

And now let's take a closer look at the most common domestic products.

Code: Workflow

Producer: State Enterprise "Computer Development Center" (http://agregat.kodeks.net/esed/esed1.html)

The corporate system "Code: Document Management" is a complex of interconnected office work systems, document banks and corporate services that provide automated solution of tasks of office work and document flow in bodies state power and other organizations.

  • ready-made solutions for typical tasks (functions) of office work - each of the systems that make up the corporate system is specialized for the implementation of typical document processing tasks: registration and control of the movement of official correspondence, registration and control of the consideration of citizens' appeals, centralized control of administrative documents, instructions, etc. .;
  • support and maintenance of paper document management, a gradual transition from paper to electronic document management;
  • modularity combined with a single information logic - document exchange between subsystems, centralized maintenance of global directories, implementation of ubiquitous access to databases using Internet / Intranet technology, distribution of messages, summaries, warnings by e-mail;
  • The efficiency of the system is determined by the use of its own products and technologies, a focus on the most popular software and hardware platforms, primarily Microsoft, and low implementation costs.

Functional subsystems that are part of the "Code: Document Management":

  • "Code: Official Correspondence" - registration of incoming and outgoing documents of the organization (subdivision); formation of the corresponding case on the basis of the nomenclature of cases of this unit, organization of the movement of documents by executors and control of their execution; setting documents for centralized control with data transfer to the subsystem "Code: Control of the execution of documents";
  • "Code: Control of the execution of documents" - registration of control documents, tasks, executors, distribution of control cards for executors; registration of postponements of tasks; automatic and manual removal from control of fully developed control documents; formation of the corresponding case on the basis of the nomenclature of cases of this unit; automatic re-registration of documents when transferring control documents to subordinate units working with a similar subsystem;
  • "Code: Letters and appeals of citizens" - entering data about applicants; registration of appeals and questions raised in them; control over the consideration of appeals and instructions of the head, given in connection with their consideration;
  • "Code: Document preparation system" - creation of an electronic full-text archive of documents;
  • "Code: System for registration of regulatory and administrative documents" - registration of documents of the organization, distribution of texts of documents in electronic form for their execution, as well as the creation of an electronic repository of full-text documents of the organization;
  • "Code: Document Management Reference System" - providing access to document databases via Internet / Intranet technology and prompt receipt of information about document management from any remote computer.
  • "Code: Document Exchange" - the exchange of documents between subsystems both within the local computer network and between geographically remote subsystems.

The systems are implemented in two versions - file-server and client-server.

DocsVision 2.0 "Archive-Office Management"

DocsVision system is a complete application designed to create document archives to automate the main office procedures and business processes of document processing in an organization.

System functions:

  • maintaining a file of documents;
  • creation of an electronic archive of company documents;
  • maintaining directories of contractors and employees of the organization;
  • organization of development cycles for the approval of documents;
  • organization of control over the execution of documents and tasks;
  • routing of documents in the organization and outside it;
  • automation of various document processing processes;
  • organization of procedures for periodic processing of documents and broadcasting of documents.

This system can be used as a complete solution for implementation in companies or serve as a prototype when developing a custom application. The structure of the system can be customized according to the needs of a particular organization.

CompanyMedia-Office work

This system is designed to automate workflow with tracking the movement of documents in real time.

System functions:

  • reception, processing and distribution of incoming (incoming) correspondence;
  • preparation, signing, registration and distribution of outgoing correspondence;
  • preparation, signing, registration and sending of internal and organizational and administrative documents, as well as control over their execution;
  • organization of correspondence between organizations and individual divisions;
  • support for multi-year operation.

The main characteristics of the system:

  • unlimited number of jobs and unlimited number of organizations;
  • end-to-end office work;
  • 100% information delivery guarantee;
  • substitution mechanism, that is, the ability to provide permanent or temporary access to documents related to certain employees to other employees of the organization (“substitutes”).

OfficeMedia - Record keeping

The system is designed to automate the work of secretaries or the records management department and provides managers of all levels with the opportunity to give instructions on the received documents and control their execution.

The "OfficeMedia - Paperwork" set consists of the following databases:

  • "Registration of documents" - for organizing a systematic accounting of documents, monitoring the performance discipline of employees, preparing reports, etc.
  • "Library of working documents" - for the preparation of documents, their classification, storage, contextual information search and printing of documents;
  • "Approval" - to automate the distribution of documents for approval and control over the process;
  • "Familiarization" - to automate the distribution of documents for familiarization.
  • "Appeals of citizens" - for conducting office work on the basis of appeals individuals;
  • "Organizational and administrative documents" - for the formation of draft orders, instructions, memos, their approval, signature and control of execution.

DOCS Open

Producer: "Lotsia Soft" (http://www.lotsia.com/techno-ds.html)

Management Complex technical documentation based on DOCS Open is an integration solution that is based on advanced developments of foreign and domestic companies that are leaders in the areas of creating electronic archives, technical document management, managing the composition of the product and design data, as well as entering information from paper media. The solution is built on a client-server architecture.

System functions:

  • converting paper documents into electronic form with subsequent processing (text recognition, etc.);
  • work with text and graphic formats of documents, as well as the use specialized applications to work with other formats;
  • search for documents by an unlimited number of criteria; contextual search in Russian; fuzzy search;
  • availability of free and predefined routing tools with support for execution control; monitoring of work (full history of work with documents and history of tasks and work), obtaining complete information about the status of the document, the state of work and involved performers;
  • reliable control over access to documents and protection against unauthorized access.

To establish and visualize logical links between documents, the additional module "Watcher" is used, which provides the ability to display the logical structure of the archive using the presentation mechanism.

The server part of the complex can work both on the PC platform and on workstations running various versions of UNIX OS (HP, Sun, etc.). Various versions of Windows are used as a client. Supports work over the Internet. One of the most popular industrial database servers (Sybase SQL Anywhere, MS SQL Server, Sybase SQL Server, Oracle) can be used as a DBMS on almost any software and hardware platform.

"GRAND DOC" for Windows

Producer: "Granit-Center" (http://www.granit.ru/products_info.asp?id=10)

"Grand Doc" is a specialized system for automating office work and workflow in government and municipal structures ah management. This SADD can be attributed to specialized systems for automating office work and workflow.

System functions:

  • accounting of all business documents, storage and work with texts of documents;
  • control of each stage of consideration and the way the document passes from receipt to write-off to the case;
  • receiving background information about documents;
  • document flow analysis.

"Grand Doc - Lite" is a single-user version for municipal government structures with a small amount of workflow. Designed for accounting and working with documents at one workplace. Platform - Microsoft SQL.

"Grand Doc - network version" - is addressed to state and municipal management structures with a document flow volume of 5 to 30 thousand documents per year and with the number of users from 20 to 150.

"Grand Doc - corporate version" (based on " unified system electronic document management and office work of municipal structures of the administration of the administrative district") - is intended, respectively, for conducting electronic document management and office work of the administrative district.

A BUSINESS

Producer: "Electronic Office Systems" (http://www.eos.ru)

"DELO" is a comprehensive industrial solution that allows you to automate office work and introduce electronic document management both in individual organizations and in distributed holding or departmental structures. The use of the "DELO" system allows you to automate administrative regulations and organize effective control over the movement and execution of both paper and electronic documents organizations.

System functions:

  • registration and entry of documents;
  • work on draft documents;
  • execution of documents;
  • execution control;
  • search for documents;
  • inventory of cases and archival storage.

Additional components of the system are "Archive File", "DELO-web", "EDS and Encryption", "Password Wizard" and "Stream Scanning".

1C-Archive

"1C:Archive" is an enterprise-wide document management system and serves to increase the efficiency of employees' collective work with archives of electronic documents and control performance discipline.

System functions:

  • organization of a centralized repository of all documents of the organization, structuring them into rubricator folders and providing collective access for employees both via the local network and the Internet;
  • issuance of orders; selection of performers or a group of performers; setting deadlines and automatically sending notifications to employees about the receipt of new orders;
  • storage of all versions of documents with the ability to return at any time to the desired version or compare any two versions of documents;
  • search both by the details of the registration card and by content (full-text search) taking into account the morphology of the Russian language;
  • user rights management and setting various rights access to folder-categories and documents contained in them for different users.

WebPortal technology is designed to dynamically publish document archives on the Internet and provide access to documents using conventional web browsers for clients, remote offices or modem employees.

Effect Office

Manufacturer: ICC "Garant International" (http://www.garant.spb.ru/products/eof_eto.shtm)

  • "Effect Office" is a series of software products for systematization, safe storage and efficient search of documents;
  • "Effect Office - document management system" - is designed to create an electronic archive of documentation and organize computer workflow of an enterprise. Implemented local and client-server options;
  • "Effect Office - personal archive" - ​​a special version of the system for one user;
  • "Graphic Effect", "Graphic Effect Plus" - for working with graphic images;
  • "Effect Secretary" - the workplace of the secretary;
  • "Effect Mail" is a centralized system for receiving, sending and registering e-mail.

LanDocs

The LanDocs system is designed for complex automation of office work processes and archiving of electronic documents. The system includes:

  • LanDocs: OFFICE PRODUCTION - a basic system for automating office work processes and maintaining an archive of electronic documents;
  • LanDocs: DOCUMENT SERVER - server software for centralized management of the storage of documents (document files) in an electronic archive; interacts with the LanDocs system: OFFICE PRODUCTION;
  • LanImage: SCAN AND VISUALIZATION OF IMAGES - a system for scanning paper documents and visualizing their electronic images;
  • LanDocs: INTERNET ACCESS. Specialized web-server;
  • LanDocs: MAIL SERVER and LanDocs: MAIL CLIENT;
  • LanDocs: SECURITY SUBSYSTEM - information protection through electronic digital signature and encryption;
  • LanDocs: ROUTING - simulation of document movement processes by building graphic maps; complements LanDocs: OFFICE PRODUCTION.

OPTiMA-WorkFlow

Manufacturer: OPTiMA (http://www.optima-workflow.com/rus/)

This system, designed to manage the processes of creating, processing, replicating and storing documents, as well as to automate the main procedures of modern office work and document management, includes:

  • a graphical editor for describing scenarios for the movement of documents and technological operations at the stages of working with them;
  • the possibility of monitoring compliance with the requirements of the technology for working with documents and monitoring the execution of instructions;
  • version control mechanism;
  • reporting tools;
  • the ability to work in distributed corporate networks;
  • the ability to customize the interface of the user's workplace.

DIS: systems

Document-oriented corporate Information Systems(DIS:systems) provide an increase in the efficiency of management activities by automating management documentation support. This product is focused on the organization of office work in public authorities.

The systems are flexibly configured, implemented on various platforms and have a convenient modular structure:

  • "DIS:class - Electronic office "Cinderella"" - is a classic office technology with end-to-end control over the execution of documents and allows you to automate the main functions of the office, general or organizational department (registration, processing and control of the execution of documents);
  • "DIS:library - Library" is an automated system for maintaining libraries and archives of electronic documents. Allows you to organize libraries of documents by functional area of ​​activity, libraries of information materials, forms and standard forms. Works with text, graphics, audio and video materials;
  • "DIS:reception - Business mail" - an automated system for processing the organization's electronic correspondence;
  • "DIS:manager - Orders" - an automated system for documenting and monitoring the execution of orders;
  • "DIS:contact - Dossier" - an automated system for accumulating information about contacts and events, organizations, projects and the progress of their implementation;
  • "DIS:writer - Preparation of documents" - an automated system for the preparation and approval of documents;
  • modules "DIS:users - Users", "DIS:structure - Structure" and "DIS:assistant - Workplace» - designed to address administration issues.

BOSS-Referent

"BOSS-Referent" - software package, developed on the Lotus Notes / Domino platform and allowing you to build a complete system for managing business processes of processing documents and for monitoring their implementation, is a step towards building a knowledge management system for an organization or enterprise. The system uses various bases data on documents, events, reports, etc.

System components:

  • corporate electronic document management system;
  • built-in email;
  • means of access to external e-mail systems, to global computer networks.

System functions:

  • preparation, distribution and storage of internal regulatory and administrative information;
  • creation and control of orders;
  • planning and optimization of work in relation to contacts with external organizations;
  • contract control;
  • work with corporate, economic and political news.
  • joint discussion of various issues in the working group, for which the conference mode is used.

Euphrates - Document management

Producer: Cognitive Technologies (http://www.cognitive.ru/products/euph-doc.htm , http://www.evfrat.ru)

"EUFRATS-Document Management" allows you to organize the management of information flows and documents of the organization and contains all the necessary tools for the successful automation of the document management of any company, regardless of the size and form of ownership. The system is designed to work both within a small department and within the entire organization with a complex scheme of information flows. Euphrates-Document Management is flexible and easy to set up. The standard delivery package includes all the necessary tools (form designer, route designer, log and report manager), which allows the customer to adapt the system to the specifics of his company on his own and in the shortest possible time. The main advantage of the system is that, with high functionality, it is a truly boxed solution and has a low total cost of ownership.

System functions:

  • registration, storage and search of documents;
  • creating and modifying registration cards without involving a developer using the form designer;
  • work with documents in paper and electronic form;
  • control over the execution of orders;
  • creating standard document routes using the route designer;
  • creation of various journals and reports on performance discipline, documents, employees, etc.;
  • reliable accounting and storage of documentation;
  • differentiation of rights and protection against unauthorized access;
  • writing off documents to the archive;
  • the ability to work remotely with the system at a user's usual workstation or through a thin client (MS Internet Explorer);
  • remote system administration;
  • security of work via the Internet using a special module for user identification.

Workflow automation is not just a means of optimizing internal processes, it is an opportunity to gain an advantage in a highly competitive environment. Automated document management systems help speed up processes, give managers a complete picture of the company's work to make both operational and strategic decisions.

In this article, we will consider the issues that companies inevitably face when deciding on the introduction of electronic document management.

When and why do you need workflow automation in a company?

Documents and other corporate information are valuable, as are material resources. To be competitive, you need modern approaches to the processing of documents, it is important to pay sufficient attention to information security issues.

There are a number of problems common to those organizations where paper is still actively used:

  • documents are constantly lost;
  • a lot of documents accumulate, the purpose and source of which are not clear;
  • confidentiality is often violated - information falls into the wrong hands;
  • a lot of time is spent searching for the right document and forming a set;
  • several copies of the same document are created - a lot of money is spent on paper and copying;
  • preparation and approval of documents take a lot of time.

The price of the project depends on several factors: the class of the system, functional and technological capabilities, the scale of the organization of electronic document management. The total cost consists of the cost of software licenses, the cost of work carried out by contractors during implementation.

The amount spent on implementation often exceeds the total cost of software licenses - you need to be prepared for this. Saving money on an implementation project is a losing strategy. The effectiveness of the system in the vast majority of cases depends on the correct implementation: it is important to take into account all the requirements and come up with optimizing solutions.

Economic efficiency - myth or reality?

The issues of cost-effectiveness of workflow automation are being raised more and more often. Quantify economic efficiency from the introduction of an automation system, document management is quite difficult, since you have to take into account a large number of factors and process a significant amount of information.

The larger the workflow at the enterprise, the more difficult it is to assess its economic efficiency. On the basis of empirical data, through expert analysis, it is possible to assess the economic effect, but we will not dwell on mathematical calculations. We single out the main factors influencing the economic effect.

  • If the system is chosen correctly and the implementation process is successful, then by reducing the time to perform routine operations on working with documents, employees can more effectively use work time and do more work.
  • Electronic document management systems allow you to optimize the activities of individual departments of the enterprise and the entire organization as a whole. Many systems provide analytical information that is used to make many important management decisions.
  • Company executives receive a convenient tool for monitoring and controlling the performance discipline of employees. Timely redistribution of resources, an objective assessment of the labor intensity and load on departments, the ability to control individual processes - all this contributes to the growth of personal responsibility of each employee.

There are other benefits that document management system. They are not always explicit, but, of course, they also affect the effectiveness of the organization as a whole. We are talking about the fact that the level of professional training of personnel is increasing, the ambitions of employees are growing, the culture of using modern information technologies.

The continuous growth of information volumes, the development of science and technology is not only the direct reason for the introduction of automated systems for working with information and documents, but also serves as the basis for their creation and development. The need to automate the work with documents and the introduction of electronic document management systems is due to the need for effective enterprise management. The result of the automation of documentary systems is the timely execution of clearly structured information tasks facing the manager, which will simplify and properly organize the work of individual departments, speed up the production process, and optimize the work of the organization as a whole.

Even small businesses daily deal with various contracts, invoices, letters, instructions [1 ] . Since the management process of any company is based on information about managed objects, which is most often presented in documents and, in turn, is the basis for making any decision, the organization of document management is one of the main and most important tasks of management documentation support.

The object of this study is the organization of workflow at the enterprise.

The subject is the automation of documentary systems as a way to achieve management efficiency.

The aim of the study is to analyze the features and problems of implementing automated information management systems in a modern enterprise.

This topic is also touched upon in the works of document scientists Larina M. V., Ryskova O. I., Yankova V. F., Bobyleva M. P. Currently, most of the research and publications on automation and implementation of electronic document management systems are mainly applied in nature and reflects only narrow aspects of this topic, which is not enough for a comprehensive study and application in practice.

Document flow- activities to organize the movement of documents in the enterprise from the moment they are created or received until the completion of execution: sending from the organization and (or) sending to the archive.

Electronic Document Management (EDM)- a mechanism for working with electronic documents, which includes the full life cycle of an electronic document: creation, modification, storage and sending. Electronic document management is being introduced at the enterprise in order to completely abandon paper document management in order to save resources and time.

Electronic Document Management System (EDMS) - an organizational and technical system that provides the process of creating, managing access and distributing electronic documents in computer networks, as well as providing control over the flow of documents in an organization.

To begin with, we will identify the main problems faced by companies in which work with documents is carried out in the traditional way:

  • loss of documents, which can lead to various consequences, one of these consequences is information leakage;
  • the accumulation of a significant amount of documents, which complicates the work of both individual departments and the organization as a whole;
  • Large time costs when working with paper documents;
  • human factor: mistakes made by employees when working with data, which can lead to irreversible and serious consequences.

Automation of document management systems will solve these problems, as well as:

Provides a clear structuring of tasks and delegation of authority between departments, which will lead to the well-coordinated work of the organization as a single mechanism;

Simplify the work with documents, increase its efficiency through the use of modern information technologies;

Significantly speed up the process of working with documents, which will lead to an increase in employee productivity;

Ensures reliable safety of documents and protection from unauthorized access;

Full control over the management process and centralization of archives with documents;

Reducing financial costs, minimizing tax risks and penalties.

In general, the essence of workflow automation is the introduction of modern information technologies in order to ensure the convenience, reliability and efficiency of working with documents.

But, despite the fact that the introduction of electronic document management systems has a number of advantages, entrepreneurs and suppliers often face problems associated with the introduction of an EDMS.

Conditionally, these problems can be divided into 3 groups:

¾ organizational;

¾ technological;

¾ administrative.

Organizational problems come mainly from management and the customer.

¾ Managers often do not have a clear understanding of the capabilities and functions of the EDMS, therefore, difficulties may arise when creating an implementation project.

¾ Underestimation of the preparatory part. At this stage, problem areas are identified, personnel who will work with the formed system are trained, the necessary information material is collected, etc.

¾ Inconsistency of actions. This can manifest itself not only during project planning between the customer and the supplier, when different interests meet, but also within the customer's organization.

The introduction of EDMS entails an increase in PC users. The transition to electronic document management leads to a significant increase in the load on servers. So let's move on to technological problems that most often arise already during the operation of the system:

¾ Information infrastructure organizations may be unprepared for the pressures ahead.

¾ The functionality of the system does not meet expectations - the lack of the necessary set of operations that are necessary for the customer.

¾ Lack of uniform rules governing document flow within the organization.

Let's move on to the last group of problems - administrative:

¾ Low involvement in the project of some employees.

¾ Resistance to the introduction of a new document management system.

¾ Insufficient qualification of employees of the enterprise.

Having considered the problems of implementing the EDMS system, it is important to understand that the implementation requires huge efforts on the part of the customer (head of the enterprise), the supplier electronic system and employees of the enterprise.

The manager must clearly know the capabilities of his enterprise and employees, be able to set the tasks and goals that he wants to achieve by automating the workflow, and also clearly explain all this to the supplier in order to avoid misunderstanding.

The EDMS supplier, in turn, must carefully analyze the features of the business processes of this enterprise, the state of equipment and technologies, and, based on the findings, offer possible options to achieve the greatest efficiency.

The organization of work and training of employees when working with electronic document management systems is perhaps the key and important stage in the implementation of automated control systems. Since an enterprise is a complex mechanism based on the interaction of employees of departments under the guidance and control of a boss, the final result depends on absolutely every element of this mechanism. Therefore, you should not spare time, effort and material resources for training and retraining.

To solve the problems of transition to electronic document management can be approached from different angles. However, first of all, the transition should be planned and phased, taking into account the characteristics of each element of the enterprise structure.

A well-established organization of workflow, as a result of careful preparation for the introduction of an EDMS, will inevitably bring new operating opportunities to the enterprise, and also raise its activity to a qualitatively new level.