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Automated electronic systems. Automation of document management at the enterprise: a simple step-by-step plan

Advice
10.06.2020

Continuous growth of information, the development of science and technology is not only a 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 work with documents and the introduction of electronic document management systems is due to the need for effective enterprise management. The result of automation of documentary systems is the timely execution of well-structured information objectives facing the manager, which will simplify and properly organize the work of individual units, speed up the production process, as well as to optimize the work of the organization as a whole.

Even small businesses are dealing daily with various treaties, accounts, letters, instructions [1 ] . Since the process of managing any company is based on information about managed objects, which is most often represented in the 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 documentation management.

The object of this study is the organization of document management at the enterprise.

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

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

This topic is affected in the works and scientists-documents Larina M. V., Ryskovova O. I., Yantkova V. F., Bobyl M. P. Currently, most of the research and publications on the automation and implementation of electronic document management systems wears in The main applied nature and reflects only the narrow aspects of this topic, which is not enough for comprehensive study and application in practice.

Document Drive- Activities for the organization of the movement of documents at the enterprise from the moment of their creation or receipt to the completion of execution: sending from the organization and (or) directions to the archive.

Electronic Document Management (Edo) - a mechanism for working with electronic documents, which includes a complete cycle of the e-document life: Creating, modification, storage and dispatch. Electronic workflow in the enterprise is being implemented in order to fully abandon paper workflow for saving resources and time.

Electronic document management system (SED) -organizational and technical system providing the process of creating access and distribution management electronic documents In computer networks, as well as providing control over the flows of documents in the organization.

To begin with, I 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 different consequences, one of these consequences - information leakage;
  • accumulation of a significant amount of documents that complicates the work of both individual units and the organization as a whole;
  • Large time costs when working with paper documents;
  • human factor: Assumption of error officers when working with data, which can lead to irreversible and serious consequences.

Automation of work systems with documents will solve these problems as well as:

Will provide a clear structuring of tasks and delegation of powers between units, which will lead to the coordinated work of the organization as a single mechanism;

It will simplify work with documents, will increase its efficiency through the use of modern information technologies;

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

Will provide reliable preservation of documents and protection against unauthorized access;

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

Reducing financial costs, minimization of tax risks and fines.

In general, the essence of the automation of document management is to introduce modern information technologies to ensure the convenience, reliability and efficiency of working with documents.

But, despite the fact that the introduction of electronic document management systems has several advantages, entrepreneurs and suppliers often face problems related to the implementation of the EDS.

Conditionally, these problems can be divided into 3 groups:

¾ organizational;

¾ technological;

¾ administrative.

Organizational Problems are mainly from leadership and customer.

¾ The leaders often do not have a clear idea of \u200b\u200bthe possibilities and functions of the SED, therefore, difficulties may arise when creating a project for implementation.

¾ underestimation of the preparatory part. At this stage, problem zones are detected, the staff will be prepared, which will work with the formed system, collect the necessary information material, etc.

¾ inconsistency of actions. This can manifest itself not only during the project planning between the customer and the supplier, when there are different interests, but also within the organization of the customer.

The implementation of the SED entails an increase in PC users. The transition to the electronic document flow leads to a significant increase in the load on servers. So, go to technological Problems that most often occur during the operation of the system:

¾ Information infrastructure Organizations may be black for upcoming loads.

¾ The functionality of the system does not match expectations - the absence of the necessary set of operations that the customer is necessary.

¾ Lack uniform rulesregulating document flow within the organization.

Let us turn 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 qualifications of employees of the enterprise.

Having considered the problem of implementation sEP systemsIt is important to understand that implementation requires tremendous effort from the customer (enterprise head), a supplier of an electronic system and employees of the enterprise.

The manager must clearly know the possibilities of his company and employees, be able to put the tasks and goals he wants to achieve document management automation, as well as intelligibly explain this to all the supplier to avoid misunderstanding.

The SED supplier, in his own queue, should carefully analyze the features of business processes of this enterprise, the state of equipment and technologies and, based on the obtained conclusions, suggest possible options for achieving the greatest efficiency.

Organization of work and training of employees when working with electronic document management systems, perhaps the key and important stage of implementing automated control systems. Since the enterprise is a complex mechanism based on the interaction of employees of units under the guidance and control of the head, the final result depends completely from each element of this mechanism. Therefore, it is not necessary to regret the time, forces and material resources for training and retraining.

To solve the problems of transition to electronic document flow, you can come from different sides. However, first of all, the transition must be planned and phased, taking into account the characteristics of each element of the structure of the enterprise.

The established organization of workflow, as a result of thorough preparations for the implementation of the SED, will inevitably bring the company new opportunities of functioning, and it will raise it to a qualitatively new level.

Automation of workflow is not just a means of optimizing internal processes, it is an opportunity to gain an advantage in hard competition. Systems automated document management Help to speed up the processes, give managers a whole picture of the company's works for adoption of both operational and strategic decisions.

In this article, we will consider the questions that companies inevitably face when making a decision on the implementation of electronic document management.

When and why do you need automation of document management in the company?

Documents and other corporate information are considerable value, as well as material resources. To be competitive, need modern approaches To process document processing, it is important to pay sufficient attention to information security issues.

You can highlight a number of problems common to those organizations where it is still actively using paper:

  • documents are constantly lost;
  • many documents accumulate, the purpose and source of which are not clear;
  • confidentiality is often violated - the information falls into foreign hands;
  • spent a lot of time to search necessary document and the formation of the kit;
  • a few copies of the same document are created - a lot of money is spent on paper and copy;
  • preparation and coordination of documents take a lot of time.

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

The amount spent on the implementation often exceeds the total cost of licenses for software, you need to be prepared. Save on the project implementation is a deliberately losing strategy. The efficiency of the system in the overwhelming majority depends on the proper implementation: it is important to take into account all the requirements and come to optimizing solutions.

Economic efficiency - myth or reality?

Issues of economic efficiency of automation of workflow rises increasingly in. Quantify to evaluate economic efficiency From the implementation of the system of automation system, the document is quite difficult, as it is necessary to take into account a large number of factors and process a significant amount of information.

The larger than the document flow in the enterprise, the more difficult it is to estimate its economic efficiency. Based on empirical data through expert analysis, it is possible to estimate the economic effect, but we will not stop on mathematical calculations. We highlight the main factors affecting the economic effect.

  • If the system is selected correctly and the implementation process was successful, then, by reducing the time for the execution of routine operations with documents, employees can more effectively use working time and perform a larger work.
  • The electronic document management systems allow you to optimize the activities of individual units of the enterprise and the whole organization as a whole. Many systems allow us to receive analytical information that is used to make many important management decisions.
  • Company executives receive a convenient tool for monitoring and controlling the executive discipline of employees. Timely redistribution of resources, an objective assessment of the complexity and load on the divisions, the ability to control separately taken processes - all this contributes to the growth of personal responsibility of each employee.

There are other benefits that gives document Running Automation System. They are not always obvious, but, of course, also affect the effectiveness of the organization as a whole. It is about the level of professional training staff, the ambitions of employees grow, the culture of the use of modern information technologies is given.

The customer's business is studied in detail. Consultants become experts in business processes

What does the company do? - Product line. The main business is the process. Production scheme. How are sales organized? How is the supply organized. Warehouses and storage locations. Auxiliary production. Back office.
The information falls from the company's documents, interviews with specialists.

Expectations, goals, project tasks

Why, what do we want to achieve, what to change? Why do you need to change? What does not suit in the existing position of things? What way, how does the company transformation, the future system see?
These and other issues are asked to the first persons of the company, because the level of the upcoming implementation affects the whole company dramatically. The opinion of the functional leaders and specialists also finds out.

Erbic consultants, after studying, are well represented by a customer's business and his wishes. Consultants as it were to get into place of the client and possessing expert knowledge in software products form a picture of the project. What program is better to apply how to use its functionality? How to build a project for introduction and organizational transformations? What are the deadlines for which money that the organization will receive? Sometimes this picture coincides with the initial picture of the client, sometimes not. But as a result, in fact, the presentation of the formed picture by the client, the general vision of the project is achieved, its architecture. The fundamental decision is made - we will implement so!

Consultants are developing a detailed project schedule

Consultants are developing a detailed project schedule from start to finish. We use the Gantt chart. The graph indicates the reference points of projects, all activities, their duration and relationship. For each event, the resources of all sides of the project - the Customer and the Contractor are indicated.
Are held special events Project organization - a working group of the project is created, managers and specialists are allocated, the draft project is being formed.

The project implementation is carried out according to the Charter and the schedule

The project implementation is carried out according to the charter and schedule. Of course, the plan - the schedule is broken, but it makes it possible to plan the process. It is important that the customer's desire to the desire of the customer's desire, functional solutions are undergoing creative control of Erbic consultants through the prism of customer's business objectives.

Carefully worked out normatively - reference information

Regulatory - reference information determines the vision of business in the system. From the detail, from analytics, the logic of work depends on the angle software Product and the complexity of the implementation project.

Users explain the procedure for their work in the business process, and not just actions in the program

we do not train the program, but the new methods of the employee who uses the program.

With increasing production capacity, the volume of the nomenclature used, which is necessary to qualitatively and correctly processed, grouped. The full automation of office work will help to decompose all the documentation so that if necessary it was possible to get and use necessary information Specific employee.



Automation of workflow: Is there a need for?

The entire process of the work of any company, regardless of the volumes and specifics of employment, can be divided into documentation processing, coordination of document management, the implementation of services and goods. At the same time, material profit brings only the sale of goods, but also without high-quality processing of the nomenclature, the whole process will be chaotic, defective.

Is there any need to automate document management of the enterprise, business, or can I use personal identities and harmonization of the nomenclature? To consider this issue it is necessary to bring an elementary example - buying a phone in the store. In order for the store or enterprise to manage its products, it is necessary to do a lot of work, which in most cases is related to the processing of documentation:

  • processing of demand and market analysis (current proposals);
  • search for suppliers, contract conclusion;
  • purchase of goods;
  • receiving goods (overhead);
  • work markings;
  • implementation;
  • ensuring delivery, warranty;
  • registration of the purchase between the store and the buyer;
  • ensuring advantageous periodic shares to attract the buyer;
  • compliance and consumer rights control.

It is only a small part of all the processes that need to be organized when buying one phone. And if we assume that the turnover is huge, and there are several outlets, then the volume of treated nomenclature is colossal. Without special automated system not enough.

Electronic automation of document flow

Document proof, regardless of its volume, should be in convenient access at the right time. Today there are multiple automated storage systems and processing documents that reduce all paper rolls several times. The most popular are the documentation systems in 1C, special paid SRM systems.

According to Ernst & Young, enterprises that have used the introduction of electronic control systems of the nomenclature, improved their performance indicators by 20-40%, processing and maintenance of taxation documents by 75%. At the same time, the waste to pay for the safety of the entire documentation decreased by all 80%.

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

Automated office work helps:

  • conduct preparation of documentation, acts, verification;
  • send and receive the necessary documents in both the system and foreign users (partners);
  • carry out storage of documentation in special files, hosting several years;
  • carry out control of the volume of the tasks supplied and the tasks;
  • control the quality of service;
  • produce markdowns, accounting accounting;
  • search for documentation at the right time, from the required place;
  • formation of cases by existing templates;
  • exchange information between employees and management.

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

Automated Document Management: Preferential Features

Automated documentation is new business opportunities, which is focused on an increase in production volumes and increase sales. There are some drawbacks, but much more advantages.


Central control, control

Earlier, it was extremely difficult to carry out business control at any stage. The head could not manage all processes at the same time, and the amount of document management with an increase in sales and development was naturally increased in proportion to profits. The domestic approach of 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, which the manager allow:

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

Among other things, for the head or responsible person, the documentation automation system allows you to produce all the work remotely, from the place from which it is necessary in this minute. Such opportunities became a reality with the introduction of special portable software and apps for your phone, tablet, computer. All you need to start work is to enter data, control and perform the necessary measures.

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

Collective work

Earlier for simple manipulations on the same accounting, it was necessary to coordinate many points with different departments. As a result - VAT accrual, taxation and design wages A few weeks were held. Today, all these processes are maximally simplified, automated.

To carry out wages, you can use previously completed templates, control accrual, make additional payments. But, most importantly is the minimum probability of error, errors, since the human factor is practically absent.

At the same time, all employees of the company are in constant contact with each other, there are interaction of departments and individual office workers. The manager himself can control the effectiveness of the tasks being introduced, lead the process and give outfits.

Confidential features

Any business is a totality of experience, skills, knowledge. Naturally, the more directivity, the higher the probability of calculating all the risks, market features, the specifics of doing business. Such an experience is the most important, priceless, more expensive than material benefits. Therefore, the main task and manager and each employee of the company are confidentiality, in such a way that all strategic information is not in universal access for competitors in the market.

An important feature of automation systems (for example, the same 1c) is the ability to subscribe to document flow through an electronic signature with a confirmed encryption. Therefore, you can not only define the author, but also to confirm the authenticity of information, its relevance.

The modern system of automation document management allows not only to carry out all manipulations as quickly and efficiently and efficiently, but also to do it is absolutely confidential. For example, all important information on finance, the number of contacts of partners, customers, employees are only available in several employees ( single register): Head, Security Department, Frame Department. Previously, it was extremely difficult to implement such a task.

Storage

Business, entrepreneurship is the mountains of informative and strategic documentation, which is important to get it timely, get and process. With increasing turnover and sales of such information, it becomes more and more, and therefore without a special department can not do.

Among the major companies are popular with Documentum products, for smaller enterprises are relevant to Content Management Server proposals.

To reduce the cost of maintaining a whole department, it suffices to automate the preparation of documents for placement it in special storage facilities. Among other things, it is possible to copy data in the desired quantity, save information as much as you need, and have access to the time when necessary.

Additional advantages of document automation:

  • the ability to quickly create the desired document document;
  • the work of automatic registration and distribution of documentation;
  • formation of working folders of users and departments;
  • convenient work with correspondence;
  • processing and control of administrative documents;
  • storage of documents in the registration card;
  • interrelated work with documents;
  • tracking movement of documentation;
  • implementation of support for nested subsystems;
  • accounting and monitoring license number;
  • performing work via the Internet;
  • mailing formation;
  • territorial designation of services, departments, outlets;
  • setting the desired options in the processed system;
  • exchange of information by email;
  • search for information on specified selection criteria;
  • automatic update of reference books.

All functions of automation, registration and maintenance of documents in business help significantly simplify all the bureaucratic foundations, reduce the burden on the head and its subordinates, increase the efficiency of turnover.

Even small companies have to work with a huge number of documents - contracts, invoice, letters, letters, budgets. Therefore, many organizations seek to automate document management. It allows you to ensure the completeness and safety of information, the convenience of storing and searching for documents, as well as optimize the time for their coordination.

Employees of companies tend to spend a lot of time searching for the necessary data. Usually agreements are stored in lawyers in in electronic formatThe accounting wirings on documents are carried out in the accounting system, the accounting of contracts is carried out in the spreadsheet, accounts and acts are in the financial department, and the current correspondence on contractual works - in e-mailboxes. Ensure the integrity of data and documents, their consistency and safety with such a "dispersion" is very difficult. The solution to the problem of automating document management can be a solution.

Electronic document management in the organization allows you to establish interaction between employees. It provides the creation and movement of documents, control the execution of documents and processes, which are described with their help, as well as storage. Each document in the automation system is assigned a set of specific details (often this set is called a document card). The card may include the type of document (for example, a budget), the name of the author, the dates of formation and change the document, the department in which the document should be stored, and much more. Storage and search for documents are also carried out in accordance with the details specified in the Card.

Opportunities for document automation system

Centralized document management.Regardless of the size of the enterprise, the document management system allows you to quickly change the forms of documents addressed to this enterprise. For example, to change the application for expenses on all centers of responsibility, you just need to make the appropriate change in the application template stored in the system. Then the employees fill in such applications will not be able to submit an outdated document, since the filling and transfer of the application is also carried out in the system.

Support life cycle documents. Each document that is created and processed in the company must pass several certain stages. For example, the corporate budget must be compiled, approved and executed within a certain period. After that, the planned and actual indicators of this budget are analyzed and sent to the archive. Electronic document management systems allow you to severely monitor the life cycle of documents, taking into account the requirements of the corporate environment, as well as industry standards and legislation.

Collective work on documents.With the help of the electronic document management system, you can organize a collective work on the document. Moreover, specialists who are in different offices can take part in it and even in different cities.

Document management systems allow you to store many versions of one document. In addition to the actual changes in the documents of the electronic document management system allow them to annotate them, that is, to insert notes and comments on them without changing the document itself.

Personal experience

We use document management system based on Lotus Notes. As part of this system, managers located in different cities can simultaneously work on one document, each of them online can see what another. This greatly increases the efficiency and quality of work. The system also saves all versions of documents, operations perfect with them, and comments.

Privacy.An important feature of electronic document management systems is the ability to use electronic signature And encrypt documents. This allows not only to confirm the authenticity of the document and unambiguously define its author, but also to ensure the security of the storage of corporate information.

Routing documents.If, in the absence of an electronic document management system, an employee participating in the formation of a document is obliged to clearly know who this document must be transmitted (its route), then when using the electronic system, the document is automatically transmitted to the desired person.

Document routing is free and tough. With free routing, the employee can send a document to any addressee. When rigid routing of the documents, the documents are regulated, but in special cases the action of the rules of the document can be suspended (for example, if you need to send a draft document to a review by a third-party expert).

Personal experience

Ekaterina Azimina,,

The procedure for moving documents between users is determined by the author of the document and can be consistent or parallel. The content of the route, that is, a list of reviewers and users can be determined by the regulations of the system, for which the author of the document selects a route that is submitted to the system database. If the route is not defined, the author of the document selects reviewers and users of the document from the general list of user users independently.

Financial director of one of the major transport companies

In our company, the routes of all documents are strictly regulated. Regulated and time that is given to work with the document - it is given from 4 to 48 hours. This Regulation is "linked" with the motivation system: if an employee works with a document more laid dead good reason, I am imposed on it. Such regulation is necessary, among other things, so that the system does not contribute to the bureaucratization of work.

Ilya Filippov,

When developing the routing system, we used a responsibility matrix in which it is indicated which company employee is responsible for. Initially, these matrices were designed for each department and then reduced to one for the entire company. The presence of this matrix greatly facilitated the introduction of a quality system, as to obtain a certificate of ISO 9000: 2000, it is necessary, including the availability of job descriptions of all employees. Then the work was superimposed on this matrix. In the process of analyzing the matrix, duplicate functions were eliminated. For example, several departments responded for the commissioning of accounting discharges, and now this function has been fully transferred to accounting.

Integration with other systems.To ensure the integrity of information applicable within the company, electronic document management systems, as a rule, should and can be integrated with other enterprise management systems - accounting, industrial, financial, analytical, etc. Due to the ability to integrate document management systems, often used as a link between different programs.

Documents from all systems that are logically related to this document are called the context. As a rule, the context includes the contents of electronic and paper correspondence, audio and video recordings, faxes, meeting protocols, payment documents, etc. The context can join the document manually or automatically.

Example

In the process of forming and adjusting budgets, the following additional (contextual) information is used:

Market marketing research (both own and obtained from external sources) necessary in the formation of the sales budget;

Contracts with counterparties (suppliers and buyers) that are used in the formation of plans and budgets for sales, procurement, the movement of receivables and payables;

Regulatory and reference documentation necessary in the formation of plans for the production and budgets of regulatory material costs;

Additional documents (explanatory notes), which reflect assumptions or limitations (for example, exchange rates, the rate of inflation, interest rates on loans and other information) used in drawing up plans and budgets;

Protocols of meetings on the discussion of various versions of budgets, workers comments and comments by the participants of the budget process.

As a rule, such documents are sent between employees by email, are stored separately from files with budget data and as it were, "fall out" from the context of the budget process.

The user working with the budget, if necessary, can open and view any of the above documents directly in the system.

Access control.There are several options for delimiting the powers of the company's employees and control access to documents. An employee may have the right to complete document control, the creation of new versions of the document, but not editing, annotating the document, view, etc.

Personal experience

Ilya Filippov,
cEO Companies "1C: Automation" (Moscow)

We use almost all the possibilities of personalizing the access, which are available in the program "1C: Enterprise". This is read, delete, mark on deleting and removing, adjusting and entering a new document, viewing subordinate documents, etc. Depending on the post, employees have different rights. Thus, sales managers have the right to enter new documents, make notes to delete and adjust, but cannot delete bills.

On how to get the maximum effect of the system of automation of document management in the organization, read in Article (No. 4, 2014).

Document management systems in the Russian market

One of the most popular software solutions used as a document management system in companies is the "bunch" of Microsoft Outlook and Microsoft Exchange Server. The MS Outlook office app is installed almost on each computer, and MS Exchange Server is most often used as an email server. Despite the fact that many are used to using Outlook and Exchange only as an electronic platform for working with email, these programs after certain centralized settings may well serve for most companies with a fairly functional means of document management automation.

Now there are more than a dozen electronic document management systems of Western and domestic producers. Microsoft, in addition to said Exchange and Outlook, there are other specialized products on the basis of which solutions can be built to automate document management, for example SharePoint Portal Server and Content Management Server. Systems for Medium Business Docs Fusion and Docs Open are well known (previously sold under the PC DOCS) company Hummingbird. The most powerful of all document management systems - Documentum is designed for use in large corporations. Some companies automate the workflow using the Lotus Notes software package, but this product is largely "designer for programmers", and the creation of a full-featured document management system on it requires considerable effort.

Among Russian programs are the most popular LAN DOCS (LANIT), Optima Workflow (Optima), "Boss-Refefer" ("ITI").

Personal experience

Ekaterina Azimina,,
Director for Finance and Economics OJSC "Baltika Brewery" (St. Petersburg)

Our company uses two document management systems. With the help of the "boss-referent", the main streams of the company's documents are automated: regulatory and administrative (orders, orders), control of the performing discipline (instructions), internal official correspondence, requiring registration and monitoring of the timeline, coordination of contracts with suppliers within the company. With the help of its own development based on Lotus Notes, most business processes and functions are automated: the preparation and coordination of various types of applications (for skipping, equipment, etc.), general corporate directories (phones, addresses) and specialized internal information sites.

Document management modules have most large ERP systems, such as SAP R / 3 or Oracle Applications. As a rule, companies are used - users of these systems. Many Russian firms are developing document management systems independently, for example, based on the existing accounting system in the company.

Personal experience

Ilya Filippov,
General Director of the company "1C: Automation" (Moscow)

Implement special system Document management, it seems to me, it is worth companies in which more than a hundred people are constantly working with documents. We, for example, automated document flow based on the 1C: Enterprise Accounting System. It contains managerial and accounting, the collection and introduction of data are made, the calculation of the salary, records of records and protocols on the quality system ISO 9000: 2000, etc.

The differences between Russian automation systems of document management from Western

The main differences between the Western systems from Russian are concluded in the possibility of scaling. For example, if Western systems can work on the basis of most of the existing operating systems (Windows, industrial options for UNIX), then Russian systems are created for one of them - usually Windows. Western systems can be configured to use any DBMS, the Russians often work only with one - as a rule, Oracle or MS SQL Server. Similar restrictions russian systems Build the construction of integrated cross-platform solutions greatly.

As for functionality, the main difference is that several programs for various purposes are positioned in Western systems under a single brand. For example, Documentum has separate products used to automate the office work, support for design workflow, integration with ERP systems, etc. Most Russian systems solve only one task. For example, LAN-DOCs is mainly designed to automate the office work. And in the Optima Workflow emphasis is on the movement of documents. Products based on Lotus Notes (for example, "boss-referient") are focused on collective work with information.

The principal difference lies in the approach to automation of document management. Western systems are aimed at automating and supporting the company's cross-cutting business processes, while most Russian programs automate individual functions.

The cost of Western systems on average is 400-1000 US dollars per one workplace Excluding the cost of implementation, equipment and additional programs (another 100-500 US dollars for one workplace), which are necessary to provide electronic document management. Implementation itself will cost 50-60% of the license costs (this proportion is observed for the scale of introduction from 100 or more jobs), but in some cases it can do and much more expensive. One of the most complex, and therefore costs the project of automation of financial workflow. For such projects, the cost of implementation is 2-3 times higher than the cost of licenses.

As for domestic programs, their value ranges from 200 to 600 US dollars for one workplace Plus the cost of additional programs and equipment (the same 100-500 US dollars per workplace). The comparative cost of introduction is calculated in the same way as in Western systems.

Personal experience

Natalia Yakhnova,

In our company, document flow is automated using the independently developed program. In particular, the process of coordination and approval of cost budgets is automated, the process of coordinating applications for moving funds between budgets and applications for superplant costs (operational management of the budget). Automated procedures for coordination of applications related to personnel management (application for a change in staff schedule, wages, recruitment, personnel, official instructions etc.), the procedures for coordinating documents of the quality system, shipping applications, transport services, etc. The introduction of various document management modules has taken from one to three months. The cost of developing the entire system as a whole can be estimated at 100 thousand US dollars.

Features of the implementation of the electronic document management system in the organization

The priority direction of automation is most often the processes associated with the coordination of documents, for example, the process of compiling and implementing budgets. But in many companies, the automation of workflow begins with office work, that is, from registration of incoming and outgoing documents.

Personal experience

Financial director of one of the major transport companies

I believe that it is necessary to start automation of document management with the development of a system for monitoring employees to the company's information, as well as with the control of working time. Then the office work is automated. All important incoming documentation should be scanned and continue its movement in electronic form. The paper version is sent to the archive or to the employee who should be located. On the next Stage It is necessary to automate the process of moving documents within the company. And then the rest of the "carcass" electronic systems: payments, wages, tenders, accounting etc.

Creating a corporate storage.The implementation of the document management automation system always involves the creation of corporate document repository. The logical structure of this repository, the storage hierarchy, the development and implementation of security policies within the repository require special care and should be created at the initial stage of the project implementation.

In this case, it is necessary to consider that the function of storing documents can be deployed at the very beginning of the project. Therefore, at the first stage of implementation, all documents can be moved from existing storage sites (usually local disks or networks) into a single corporate storage. This will enable users to familiarize themselves with the basic functions of the system and gradually master it. Increase the speed of adaptation of employees to the system being implemented, also service functions are also allowed, such as alerting about changing the document, the appearance of a new one, etc.

Determining the procedure for accessing information.The electronic document management system allows you to create a single information field in which all company employees can work. Therefore, special attention should be paid to the description of information access procedures. At the same time, it is necessary to find a reasonable compromise between security requirements and the completeness of the information that each employee should have.

The need to fix the results.During the implementation of the electronic document management system, high attention should be paid to the description and implementation of the procedure for fixing the results of collective work. So, any meeting must be accompanied by the maintenance of the protocol, which is subsequently entered into the system. It is also necessary to fix the results of telephone conversations and provide a mechanism for selecting contextual data (electronic messages scanned copies, presentations, etc.) on topics and accession to the relevant documents. So, many companies introduce strict rules for making email messages for the convenience of their subsequent grouping.

On the one hand, first, the company's employees are difficult to get used to the new system, to the fact that all their actions are regulated. On the other hand, the system of document management allows the staff to save time to fulfill their duties, and therefore work more efficiently.

Personal experience

Natalia Yakhnova,
Financial Director of the company "INMARKO" (Novosibirsk)

The main advantage of using a document management system is that it allows you to coordinate the company's activities, make it transparent. You do not need to spend time on the battalization of the banks with papers, since the notification of the received application comes by e-mail. With the help of the system, it is easy to track, at which stage is one or another document, so the reaction time on applications becomes significantly less. In addition, the system allows you to evaluate the effectiveness of employees: With it, you can build reports on the indicators of processed and raw tasks, analyze the time that is spent on their execution, and link the results of the work of employees with the motivation system.