Software for electronic document management. Information systems of electronic document management

Basic concepts of electronic document management

Basic principles of electronic document management

Single registration of a document, which allows to uniquely identify the document in any installation of this system.
Possibility of parallel execution of operations, which allows to reduce the time of movement of documents and increase the efficiency of their execution
Continuity of document movement, which allows identifying the person responsible for the execution of the document (task) at each moment in the life of the document (process).
A single (or agreed distributed) base of documentary information, which makes it possible to exclude the possibility of duplication of documents.
An efficiently organized document search system that allows you to find a document with minimal information about it.
A developed reporting system for various statuses and attributes of documents, which allows you to control the movement of documents through document flow processes and accept management decisions based on data from reports.

Russian electronic document management systems

Proprietary EDMS

EDMS paid from the budget

EDMS for organizations participating in the budget process is provided by the Federal Treasury

Paid EDMS

Links

Just about electronic workflow, business processes and interaction. Blogs. Discussions.
Selection of enterprise management automation systems according to the criteria

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See what "EDMS" is in other dictionaries:

SED- SEDO electronic document management system tech. SED is a summary of the economic department of fin. SED System " E-democracy"Http: // e democratia.ru/ ...

SED UD- a system of electronic document management and interaction management technology. Source: http://www.cnews.ru/news/line/index.shtml?2007/06/09/254408 An example of using the EDMS UD Directum ... Dictionary of abbreviations and acronyms

Electronic document management system is an automated multi-user system that accompanies the process of managing the work of an organization in order to ensure the performance of its functions. Dictionary of business terms. Academic.ru. 2001 ... Business glossary

SED GO UR- Electronic document management system government agencies Udmurt Republic state., Udmurtia Source: http://www.cnews.ru/news/line/index.shtml?2013/12/20/554261 ... Dictionary of abbreviations and acronyms

SED PD- system of electronic document management of primary accounting documentation fin. Source: http://mskit.ru/news/n57353/ ... Dictionary of abbreviations and acronyms

SEDO Chancellor Type Document management system, SEDO Developer IBA, Minsk Website www.kancler.by www.iba.by This term has other meanings, see Chancellor. Chancellor ... Wikipedia

SEDO- SED SEDO electronic document management system tech ... Dictionary of abbreviations and acronyms

- - an electronic document management system developed by specialists of the Ukrainian company "Bankomsvyaz", which is designed to build a full-fledged system for managing business processes for processing documents and monitoring their implementation. AO ... ... Wikipedia

EDMS type, Corporate information system Developer Industrial Information Systems OJSC Written on ... Wikipedia

LanDocs software build platform corporate systems content management and electronic document management (ECM / EDMS). Own development company LANIT. LanDocs Type ECM, Document Automation System, EDMS Developer... ... Wikipedia

Books

Modern technologies of office work and workflow № 9 (45) 2014, Absent. " Modern technologies office work and document flow "- a magazine for the heads of office management departments. You will learn how to effectively implement and optimize electronic ...

Our society is only on the way to introduce electronic document management systems everywhere in all enterprises.

This is because most of the enterprises are still unable to do this for a simple reason - the lack of experience in using electronic documentation.

EDMS Docsvision

EDMS Docsvision as a tool for automating processes outside the framework of document flow

ELMA

EDMS ELMA is implemented as part of several packages ECM +, Projects +, ELMA CRM +, which are selected according to user requirements. There is even a KPI package.

The peculiarity of the interface is its adjustment to the user's role using the built-in design tools.

It implements accelerated access to reference data and automation of a number of processes, in particular, the processing of documentation from various sources.

As for the search for data, there is a search procedure for the details. The search result can be formed into a report, and templates can be formed from search queries.

For operations with BP, a special subsystem is allocated that allows you to plan replacement, configure tasks, manage and simulate BP.

The security unit supports a number of authorization methods, clearly delineates user rights to the type of access to objects.

Additionally, an EDS is used, and the number of active users can be programmatically determined.

This EDMS also has disadvantages. For example, there is no local mail. There are restrictions on the creation and assignment of tasks, and registration from office applications is not implemented.

In addition, there are no built-in tools for viewing attachments, only typical queries are executed, and there is no automatic search for duplicates.

What tasks does 1C: Document flow 8

What tasks does 1C solve: Document flow 8: office work; storage and retrieval of information; business processes; routing documents; time tracking.

Today, 100% of documents in the office are created in in electronic format, but still more than 80% of them are printed (for approval, familiarization, commissioning). How can this approach be effective?

It seems that the introduction of electronic document management is the most reasonable action on the part of decision-makers. But the business need for automation is far from instantaneous. And only after receiving a number of signals, the management comes to the conclusion that the company needs a special information system for content management (ECM-system). It is then that it becomes necessary to manage information at all stages of its existence, until it becomes obsolete.

What is an electronic document, EDMS, ECM

There are many definitions. We will try to give you the most understandable and concise ones.

Electronic document- a set of information (text, image, sound recording) saved on a computer (Word, Excel files, etc.). It is accompanied by a card with attributes - just as books in a library are accompanied by a file cabinet. By attributes (title, author, date of creation, etc.), the document can be quickly found.

Workflow(work flow) - the sequence of actions of employees within a certain business process. An example of such a sequence is the receipt of a document, its registration, consideration and execution of the document, and the business process is the work with citizens' appeals.

Electronic document management (EDM) is a way of organizing work with documents, in which the bulk of documents are used in electronic form and stored centrally.

Do you need an ECM system

To assess whether you need an EDMS or an ECM system, answer the following questions for yourself:

can you quickly find required document on the phone with an important partner?
will it be possible to say exactly which of the orders you have issued have not been fulfilled and are overdue at the moment?
you are sure that the existing speed of document approval creates positive image your organization?
Are you satisfied with the volume of papers on your desk?
Can you confidently say where the document that was sent for approval is currently located?

Advantages of electronic document management

Transparency of business processes... Thanks to the system, you can track all stages in the activities of the organization. Business processes become completely transparent for management, they are easier to control.

Higher performing discipline... According to statistics, 20% of the tasks received are not performed by the employees responsible for them. With full control of all stages of work, the ECM system directly affects the performance discipline of employees.

Lower labor costs for managers and employees. The system reduces the time that employees spend on almost all routine operations with documents: creation, search, approval, etc. Document flow is accelerated. And as a result, all processes in the organization go through faster.

Confidentiality of information is ensured... A data breach can cause millions in losses to an organization. Unlike traditional "paper" document flow, the ECM system provides access to documents strictly in accordance with the assigned user rights. All actions on the document (reading, changing, signing) are recorded.

Requirements are met ISO standards 9000 ... The setting of quality management has now become one of the priority tasks in Russian companies. Among the requirements for the quality management system (QMS) there is a transparently delivered workflow, as well as communication between employees.

Easy to innovate and train newbies... Thanks to the notification system built on the basis of the ECM system, you can quickly bring the new rules of work to all employees. The training time for new employees is reduced by quickly searching for the necessary information (regulations, instructions, etc.). The routes and templates of documents are easily changed, after which the employees automatically start working in a new way.

Development corporate culture ... The implementation of an ECM system establishes and maintains the internal policy of the company, leads to team cohesion. At the same time, the responsibility of each employee for the high-quality performance of the assigned task increases.

More competitive advantages... ECM system directly affects competitive advantages companies in front of other market players. The speed and quality of customer service are increased due to the rapid movement of information flows and precise control of all processes. The work of even the most large enterprise becomes more mobile and less dependent on some “irreplaceable” employees.

ECM technologies

Corporate content management can be approached both from the point of view of practice and theory.

Let's start with the latter. Pay attention to the ingredients life cycle specified in the canonical definition from the AIIM (Association for Information and Image Management) glossary:

capture (Capture),
management (Manage),
storage (Store),
protection (Preserve),
information delivery (Deliver).

It is necessary to manage information throughout its entire life cycle: from creation or entry into the organization, to delivery to the end consumer or destruction after the expiration of the storage period.

Information permeates all processes of the organization, it is created and processed in different software and using different applications. But only the ECM system focuses on a unified approach to data management throughout their life.

From a business point of view, in the life cycle of a document, stages are important that have a direct impact on business processes when it participates in workflows. But from a technical point of view, they do not carry a pronounced semantic load and are designated by the general term "document management".

Functionality and classification of EDMS and ECM systems

According to the research company Gartner, systems that support at least 3 out of 6 functions can be classified as ECM:

document management: checkout / return, version control, security, grouping of documents, etc .;
joint work on common documents and support for project teams;
document scanning and image management of paper documents;
managing records for long-term archival retention, automating retention rules and regulations, ensuring records comply with laws and regulations;
workflow to support business processes, content routing, assignment of work tasks and states, tracing routes and monitoring execution;
web content management to automate publishing, dynamic content and user interaction management for these tasks.

You can familiarize yourself with this topic in more detail in the headings of the section "EDMS and ECM Functionality":

An example of a business process in an ECM system

What not to expect from an ECM system

Currently complex automation enterprises are built by integrating several systems, each of which solves a certain range of problems. Therefore, it is very important to understand what exactly to implement within each system.

Consider the most common business requirements, the implementation of which in the EDMS and ECM system should be reasonable.

HR administration... Despite the fact that it is directly related to documents, the task of this direction is not the workflow itself, but accounting and personnel management.

An employee needs different samples of personnel - by education, gender, specialties, date of admission / dismissal, etc., for this information should be stored in a structured form in a database, and not in the form of separate unstructured documents.

The creation of each document should be reflected in a change in the state of personnel, therefore, for automation HR administration it is better to use specialized personnel management systems that can be integrated with an ECM system to store unstructured information (resume, photos, personnel orders, etc.). In addition, it is useful to automate the processes of approving these documents in the ECM system.

Accounting for financial documents The situation is similar with structured financial documents: invoices, waybills, acts of completion, etc.

For tax and accounting, which are based on primary documents, specialized accounting systems are intended, as well as specialized modules of the ERP system. The ECM system cannot replace them, although scanning and organizing an electronic archive of scanned images of financial documents are the tasks of the EDMS. The need to implement such solutions usually arises with a large number of documents and participants in business processes who will work with financial documents as with EDMS documents, taking into account access rights, electronic signatures, etc.

In addition, it is now possible to exchange financial documents (invoices, contracts, invoices and acts) with counterparties in electronic form. And the storage of such documents in the EDMS will give an additional advantage. ...

Analysis and modeling of business processes.

As a rule, systems of the BPM () class are used for the analysis and modeling of processes. These are specialized tools for an enterprise or external business analyst. consulting firm... In the modeled business processes, there may be actions that are not related to documents, performed manually (for example, delivery of documents by courier), external actors (for example, suppliers) or with support for other classes of systems (ERP, CRM).

The classical EDMS can provide information for the analysis of business processes (for example, in the form of reports on delays in the execution of certain types of tasks). But this is only a small part of the data required for a complete analysis.

It makes sense to integrate the EDMS with modeling systems based on reference data, for example, types of documents or organizational structure.

ECM system implementation

Implementation effect

Evaluating the results of an ECM project is no different from analyzing the effectiveness of an IT project, and the latter is no different from evaluating any company project.

The motive here is the maturity of the company's technologies, without which the company simply cannot be considered effective. In other cases, it is almost impossible to calculate the benefits, although the need for implementation is beyond doubt. And sometimes calculating the effect is more expensive than the technology itself (such as providing employees with unlimited Internet access). In all these cases, attention is rather focused on the project costs and the potential of the solution, including how easily the implemented system will solve other problems of the company.

EDMS and solutions based on it can not always be attributed to systems, the effect of which is clear. Traditional methods of analyzing the efficiency of using assets are inapplicable to information, as well as the formula "the ratio of profit to total costs is efficiency." This is due to the fact that information is an intangible asset that participates in production together with material and labor resources... The introduction of an ECM system is accompanied by a change in business processes and labor costs. The costs of information systems, including ECM, are in most cases indirect, which can be calculated per unit of production only using a certain model economic planning... And it is often quite difficult to formalize.

Stages of ECM system implementation

Choosing and purchasing an ECM system is only the first step towards building an electronic document flow in an organization. Before it starts working and really starts to have an effect, there is an implementation process ahead.

Implementation of an ECM system usually consists of the following stages:

organization of the project, allocation of personnel (project manager and working group);
research of an enterprise and design of solutions for the use of an ECM system;
tuning and adaptation of the ECM system;
training;
trial operation.

In any case, mandatory for successful implementation are the following rules:

active participation of the management in the process of implementation and use of the ECM system;
highlighting and in-depth learning key employees for software implementation and support;
organization of training for all users and provision of instructions for working with the system.

Problems and risks of ECM system implementation

In many ways, they coincide with projects for the implementation of other information systems and lead to the following negative consequences:

the terms and budget of the project are violated;
not all of the goals are achieved (the system works, but not in full: less / worse than planned);
implementation completely breaks down (the system really does not work).

Specificity of risks due to the fact that most of the company's employees need to be transferred in a short time to completely new methods of work (reading documents in electronic form, receiving in electronic form resolutions and signatures of management, etc.). The most typical risks of implementing an ECM system include:

conservatism of users, rejection of new methods of work;
low computer literacy of ordinary users and top management;
unstructured processes (lack of regulations);
insufficient / inappropriate technical equipment;
fuzzy project management.

Ways to prevent risks standard:

detailed and preliminary design of the work of an ECM system at a given enterprise;
clear guidelines and personal example manuals;
staff training and operational support in solving problems;
phased implementation.

The authenticity and legality of the electronic document

The sphere of electronic content management and paperless interaction in companies is now actively developing. The legislation is also changing, some rules are fixed in it after they have become established in life, and some, on the contrary, are introduced after the adoption of new rules at the state level.

Determining the authenticity and legal significance of a paper document is a clear procedure for everyone: the document must have the necessary signatures and seals. But how to determine credibility electronic document?

For this purpose was created electronic signature(EP)- the requisite of an electronic document designed to protect it from counterfeiting. You can identify the owner of the signature, as well as establish the absence of changes in the electronic document after signing it.

In its simplest form, the ES mechanism works as follows:

a certification authority (department or external organization) is allocated, which, using specialized software, generates so-called "key certificates" for each user;
the ES key is created - this is a unique sequence of symbols. It consists of a private key, which is available only to its owner and who can sign an electronic signature document, and a public key, which is available to everyone, with its help it is possible to determine who and when signed an electronic document.

When using an ECM system, all the "difficulties" that the user may encounter are hidden. The user, as a rule, just needs to select the desired function: "Sign the document" (a document signed by the electronic signature will be closed for changes at the same time) or "Get information about signatures". The legitimacy of electronic documents is recognized.

Parting words

We wish you success in mastering new knowledge, and our materials will always help you with this.

Any company sooner or later thinks about optimizing and increasing the efficiency of business processes, which can be established using electronic document management systems (EDMS).

EDMS allows solving problems of automating the work with documents of enterprises of various sizes and fields of activity, including geographically distributed ones. Software systems of this class ensure the organization of the company's legally significant workflow, maintaining an archive of documents, automating the work of the office (registering incoming and outgoing correspondence, scanning documents and communicating to the performers in electronic form), monitoring executive discipline, agreeing contracts and payments, coordinating and monitoring execution organizationally - administrative documents, processing and storage of primary accounting documentation, as well as automation of processes specialized for various areas of business. In addition, a feature of most modern EDMS is support mobile devices and the ability to integrate with existing enterprise information platforms.

On the Russian market a huge variety of electronic document management systems are presented, and to make it easier for companies to make a choice, we have compiled a selection of such solutions. All of them are exclusively domestically produced; they comply with the legislative and regulatory and methodological requirements in the field of document management of both the Russian regulatory framework and international standards as well as IT security requirements. Separately, it should be noted that almost all of the products listed below are included in the register of domestic software and are recommended for use in government departments and organizations of the Russian Federation, as well as in companies implementing projects under the software import substitution program.

"Dialog" . Developer: state unitary enterprise"Crimea Technologies" (with the support of the Ministry of Internal Policy, Information and Communications of the Republic of Crimea).
Corporate electronic document management system CSED 3.0. Developer: KROK Region.
Electronic document management system "SED-Sirius". Developer: Center information technologies and systems of executive authorities (CITiS).
Process automation system for road construction organizations "Epyura" (built on the basis of the "1C: Enterprise" platform). Developer: Armen Rafikovich Arakelyan.
EDMS "Sinkopa-document". Developer: Kuban-Inform-Holding-Yug company.
The software package "Open modular system of electronic document management and control over the execution of orders" (SEDKP). Developer: FGAU GNII ITT "Informika".
Electronic document management system Directum. Developer: Directum company.
Software product "STEK - Document Management". Developer: JSC STC STEK.
"Red Platform of Document Management". Developer: Red Soft company.
System "Bureaucrat". Developer: LLC "Bureaucrat"
Information system "Electronic office work and document management". Developer: Breeze Plus company.
Komita Courier JE system. Developer: joint-stock company"Comita".
Module "Document flow" (supplied as part of the ERP-system "Compass"). Developer: Compass company.
EDMS WSS Docs (based on Microsoft SharePoint platform). Developer: WSS-Consulting company.
Automated system secret office work AS SDP. Developer: LLC "Center for New Technologies" Impulse ".
Automation system of organizational and administrative document flow (office work) of enterprises "Lotsman: ORD". Developer: ASKON-Design Systems LLC.
EOS for SharePoint system (built on the basis of Microsoft SharePoint platform). Developer: Electronic Office Systems (EOS) company.
Information system EtaxReport. Developer: Electronic Business Systems company.
EDMS "Aurora: Document flow". Developer: Aurora Digital Group LLC.
Electronic document management system Comsoft Docs. Developer: Komsoft JSC.
EDS-system Comindware (built on the basis of the Comindware Business Application Platform). Developer: Comindware company.
Express Document system. Developer: Electronic Express LLC.
Codex: Document Management software package. Developer: Kodeks Consortium.
Automated system "Gosekspertiza". Developer: Ekomash info LLC.
Secure electronic document management system "Stack-Trust". Developer: Stack group of companies.
EDMS OPTIMA-WorkFlow. Developer: Optima group of companies.
EDMS LanDocs. Developer: Lanit group of companies.
Software complex "Document flow". Developer: Federal State Unitary Enterprise "Main Research Computing Center" of the Office of the President Russian Federation(FSUE "GlavNIVTs").
SEDO solution. Developer: ID - Management Technologies LLC.
Electronic document management system for government organizations and business "Practice". Developer: "Document Management Systems" company.
EDMS DoXLogic. Developer: BFT company.
Alpha Dock system. Developer: "Alpha Doc".
System "Extern". Developer: SKB Kontur.
Secure electronic document management system

Electronic document management system (EDMS) is a system ( computer program. software etc.), which allows organizing and automating work with electronic documents (i.e. electronic document flow) throughout their entire life cycle. The main functionality of the EDMS should include the ability to create, modify, store and route documents, as well as a number of service capabilities, such as search, classification, etc.

SED, in addition, it is intended for organizing and automating the processes of interaction between employees (transferring documents, issuing tasks, sending notifications, etc.). Employees can quickly receive any necessary information according to the company's clients. In this case, documents can be both structured objects of the information system, which have a certain set of standard details, and unstructured (Word files, Excel, .pdf, .jpg, etc.). SED may include an electronic archive of documents, which makes it possible to collectively process information, and a business process automation system (workflow). Also, the EDMS is one of the options for using a BPM system.

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

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

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

Moreover, SED usually contain funds group work over documents and projects, scheduling and loading of employees for working with documents, maintaining the history of working with documents and safe work With remote offices and divisions of the enterprise. On the most widespread platform in Russia "1C: Enterprise 8" an example SED is an . With the advent of the 1C: Enterprise 8 platform, the distribution of the 1C family of programs was reoriented from small to medium and corporate segments of enterprises. Electronic document flow is an attribute of a full-fledged information system for such enterprises, while workflow-class systems and a more advanced version of BPMS are a standard module of the corporate information system of an enterprise, in which the number of office employees reaches more than 50 people.

Should not be industry specific. The main and most common version of electronic document management are box products, and EDMS on the 1C platform is no exception.

In conditions modern development business EDMS should solve problems related to cost optimization, with the possibility of savings internal resources enterprises. In this case, the most optimal option is such a situation for an enterprise when the implemented information electronic document management system allows you to quickly (in 2-3 months) recoup the cost of implementation. A prerequisite for such an implementation is the presence of an employee at the enterprise who has knowledge in the field of process management, skills in constructing notation diagrams for describing business processes and fairly well representing the business processes occurring at the enterprise implementing the EDMS. Formalized business process diagrams can be of great help.

Implementation SED must always solve the issue of optimizing business processes and saving labor costs both for the management team and ordinary employees of the enterprise. At the same time, the maximum effect of implementation is achieved when electronic document management functions in a single information space with a management and accounting system. Such a unified system allows solving a much larger number of tasks.

There are a number of standard uses SED on the 1C platform, for example, automation of contract work. But the solution of such tasks as personnel workflow, work with business trips and advance reports, applications for cash, the processes of support of sales, purchases, production and warehouse document flow can be solved only in a unified information system with an accounting system. For example, on the 1C 8 platform electronic document management system "PiterSoft: Process Management" or

For example, on the 1C 8 platform electronic document management system can work in a single database with the product "1C: Salary and Personnel Management" or "1C: Management of a Manufacturing Enterprise", which makes it possible to comprehensively solve functional tasks (for example, recruiting personnel), and accounting (salary) and managerial (making a motivational decision on an increase in salary or a fine), and the tasks of interaction and transfer of information (passage of a document along the route, associated with the timely notification of all interested participants in the process in accordance with the previously approved procedure).