The choice of sed for the organization. What is an "Electronic Document Management System", and why is it needed? Functions and effectiveness of EDI

Hello dear colleague! Development information technologies does not stand still, and business processes develop along with them, but something completely disappears. So, gradually various companies, including government agencies, are moving from paper workflow to electronic. The concept “ electronic document management”, we will consider the main forms of systematization and implementation in this article. Stay with us. I hope that the information provided will significantly reduce the time, labor and financial costs of your business or, if you are just planning to become an entrepreneur, prevent mistakes in this direction.

1. What is electronic document management, and what types of EDI are there?

Even just 5 years ago, such a concept as an “electronic document management system” could be very rarely seen. Gradually, with the introduction of computer technology into our lives, data exchange began to be introduced without using paper media.

Electronic document management in Russia is modern technology, which allows you to significantly simplify the processes at the enterprise, reduce the time of searching and generating documents, and so on.

So, let's look at the basic concepts that we will have to deal with in this article.

office work is a set of measures to organize the circulation of documents in the enterprise. It has a certain algorithm, a set of rules and various directions. So in many organizations one can distinguish between such types as personnel office work, manufacturing and so on. At its core, it is documentation.

Electronic document is a document created using computer technology, which can be signed with an electronic signature and stored as a file of a specialized format on a computer or on a network (local or on the Internet).

Document flow is a large system for creating, interpreting, receiving, transmitting, archiving documents, as well as monitoring their implementation and protecting against unauthorized access. Document management can be both simple (on paper) and electronic.

And finally, electronic document management is a set of automated processes in working with documents, carried out in in electronic format, which carries the concept of "paperless office work".

Electronic document management can be both within an organization and between organizations.

Let's look at what types of workflow are:

1. Production workflow;
2. Management document flow;
3. Archiving (a set of procedures for archiving documents);
4. Personnel business (a set of procedures for personnel workflow);
5. Accounting document flow;
6. Warehouse document flow;
7. Secret (confidential) office work;
8. Technical and/or technological document flow, etc.

Obviously, there can be as many document management systems as there are processes in an enterprise. It is possible that, for example, personnel and accounting records management will be absent in your organization, since you will carry out this accounting by resorting to services and so on.

What are the tasks of the EDO?

• ensures transparency of the organization's activities and management efficiency, due to automatic control over the implementation of tasks at the enterprise;
• maintains compliance international standards quality;
• supports the effective accumulation, management and access to information and knowledge. Provides personnel flexibility by storing the entire history of the employee's activities in the enterprise;
• logs all processes;
• optimizes and automates business processes and mechanisms for their implementation and control at the enterprise;
• due to the exclusion of paper documents from circulation, there is a big saving of resources by reducing the cost of paper, cartridges. Thanks to EDI, it is easier for an enterprise to control the movement of documents through the organization's channels;
• simplifies and reduces the cost of storing documents through electronic archives.

Thus, we have considered with you the basic concepts and types of EDI, as well as the tasks that this system solves.

2. What is the automation of electronic document management. Electronic document management: pros and cons

Electronic document management is an information system that allows more rational and easy use of company data. It includes specialized software, e-mail, enabling operational communication, the Internet, local network etc. In different organizations, this kind of complex may consist of different components.

The main advantages of electronic document management compared to paper are:

• the ability to search for files in the system using a variety of filters and parameters;
• full accounting of production or any other documentation;
• operational reporting of the enterprise;
• operational management of the enterprise and the exchange of information via secure channels from anywhere (it is not necessary to be all together on the same territory in order to interact);
• unified templates for creating documents;
• supervision and control over personnel;
• distribution of access rights to corporate information according to certain criteria and parameters;
• reducing paper costs (and if more globally, then to some extent solving environmental problems);
• it is possible to reduce the staff involved in paperwork, as well as reduce the rented (occupied) premises due to the lack of paper archival documents.

As for the disadvantages of EDI (electronic document management), there are not so many of them. This is quite expensive software and time-consuming, both for training employees and for digitizing existing documents. But if you're just starting to lead entrepreneurial activity, then you should not have problems with the introduction of electronic document management, since the staff will already work in this system at the initial stage.

3. What is needed to switch to electronic document management?

So, if we figured out the concept of EDI and the main advantages, now I propose to consider the main systems for office automation and electronic document management, as well as the implementation processes for these systems.

As it has already become clear from the information above, it is not enough just to purchase and install software, it is important to train employees and completely rebuild the entire manufacturing process your enterprise. If you are just starting out in business, then it will be a little easier for you, since the business processes have not yet been launched.

The process of introducing EDI in an already functioning company should occur gradually. Connecting everything step by step structural units enterprises to work.

The very first step will be the creation of automated office work. At all stages, you may encounter not only technical problems, but also psychological ones, since it is difficult to “break” already established rules.

It is important to purchase and install software for EDI from one supplier, then setting up the entire system will be much easier and will not fail.

Let's look at the basic requirements for implementing the process of implementing electronic document management in an organization.

First of all, Availability computer technology to install software;

Secondly, all employees of the enterprise involved in this process must be confident PC users and have access to it;

Thirdly, there must be electronic means of communication between the team, such as e-mail, skype and so on;

Fourth, you need to create a specialized division or involve it as an outsourcing company (you can read more about outsourcing in).

And finally, the administrative sector of the company should be prepared for the fact that instead of the usual “manual” signature, .

Thus, if all these requirements are met, it is possible to begin the transition to the use of electronic documents and electronic document management.

4. Types of electronic document management systems

In this paragraph of the article, we will consider electronic document management systems. I would like to note that any system can contain elements of the categories below, but basically they have a specific orientation in each area that is related to product positioning.

1. Electronic archives

Electronic Archives (EA) - These are electronic document management systems with thoroughly developed means of storing and searching for information. Thanks to the perfect EA system, you can search not only by the name of the document, but also by key parameters.

2. EDI systems with advanced workflow (WF) tools

A fairly complex category in which the documents themselves are not of paramount importance. Here, work comes to the fore, and documents are already attached to them. Thus, they move along a specific route (hard routing). With the help of such systems, it is possible to organize work in certain areas, for which all algorithms are known and prescribed in advance.

3. EDI systems focused on supporting the management of the organization and the accumulation of a knowledge base

Such programs, as a rule, are hybrid and can combine elements of the previous two. Moreover, the basic element can be either a document or a task, depending on the choice. To implement the management function of an organization, both rigid routing and free routing are needed, when the route of the document is prescribed by the head (for example: after registration incoming document, the leader “paints” it according to the meaning and task), so both of these technologies have a place to be in a given situation. Such systems are actively used government bodies, large companies in which the hierarchy is clearly distributed and there are certain rules and procedures. Employees themselves create documents, prepare them, make decisions and monitor their execution.

4. EDI systems of collaboration type (collaboration)

Such systems are focused on joint work and are new in the field of electronic document management. They were created due to changing market conditions and the need to be clearly focused on certain areas without unnecessary ballast. They are the opposite of the above systems, due to the lack of a clear hierarchy in the organization and the formalization of the workflow. Their main task is to ensure that people in the organization work together, even if they are located in different parts of the world, and also to save the results of the work done. As a rule, they are created by the type of portals, which are storage and publishing services.

5. Systems with advanced additional services

I think that you have heard such a concept as CRM (customer relation management) more than once - this is a customer relationship management service, project management, billing, and so on. Such services are diverse and may include different sets of services.

Before implementing electronic document management programs on large enterprises I advise you to deep Scan presented systems and choose the optimal one, with a list of systems applicable only to your organization. It is important that EDMS represent an opportunity for effective enterprise management and transparency of all its processes, but at the same time high level privacy.

When choosing platforms, I advise you to pay special attention to the organization of electronic document archives, workflow automation, taking into account the individual characteristics of your enterprise and involvement in an existing system.

5. Problems of implementing electronic document management systems

Any company that strives to modernize processes and keep up with the times, one way or another, faces the problems of introducing new systems. This may also apply to an organization wishing to implement electronic document management systems.

Let's take a look at what problems you may encounter:

First of all, as we have already said, considering the pros and cons of EDI, this is a psychological barrier, but the problem is not only in it. Also, low education of the enterprise personnel, unwillingness to learn, fear of transparency of processes can become an obstacle. In a word, conservatism.

Secondly, many enterprises, unfortunately, have not yet gone far from the Soviet type of management, namely the factor of the director of the Soviet period, when he himself does not want to work with a computer, view and edit documents.

Thirdly, frequent structural changes in the organization and weak formalization of business processes.

Fourth, one way or another, you will have to interact with the outside world, which has not yet completely switched to electronic document management, although it strives to do so.

6. Electronic document management in public procurement

In this section of the article, I would like to reflect the main points regulation electronic document management in public procurement.

According to Article 5 of the Federal Law of April 5, 2013 No. 44-FZ “On the contract system in the field of procurement of goods, works, services to meet state and municipal needs”:

“Within the framework of the relations specified in Part 1 of Article 1 of this Federal Law, it is allowed to exchange electronic documents stipulated by the legislation Russian Federation and other regulatory legal acts on the contract system in the field of procurement, between participants in the contract system in the field of procurement, including the submission of applications for participation in the determination of the supplier (contractor, performer), final proposals. At the same time, these applications, final proposals and documents must be signed with an enhanced electronic signature and submitted using ”.

This article also states that enhanced electronic signature keys and their verification certificates can only be obtained at specialized certification centers that have received accreditation in accordance with federal law dated April 6, 2011 No. 63-FZ.

The authorized bodies develop the procedure for the interaction of these certification centers with a single information system and, security requirements are also developed.

Thus, if the supplier (procurement participant) has an electronic signature, there are no obstacles to participation in public procurement.

So, in this article, we have examined the basic principles of electronic document management. Of the most well-known corporations that provide services for the sale and installation of software, one can single out such companies as 1C, 1C-Rarus, ABBY and others.

That's all for today. I hope that this material was useful to you. I wish you good luck and see you in the next editions.

Today, most companies are moving from paper-based to electronic. This saves both time and money for the organization. Electronic document management eliminates paperwork. You can exchange information 24 hours a day from the office or any other place. It is enough to have a computer with an electronic signature and access to the Internet at hand. In addition, the electronic document management system makes it possible to monitor the progress of work in real time.

What is electronic document management

If to speak in simple words, electronic document management is the exchange of electronic documents through a local network, the Internet or other channels. Electronic document management can occur both within the organization and between companies.

EDI allows not only to exchange documents, but also to organize work without the use of paper media: searching for documents, compiling reports, archiving and much more.

Electronic document management is carried out through the system of an EDF operator included in the network of trust of the Federal Tax Service of Russia. One company sends another electronic document. The recipient receives it within a few seconds on their PC. At this time, the operator conducts an automatic check of the electronic signature with which the document is endorsed, and whether the format of the document complies with the requirements of the law. With the help of statuses, the sender can see how the document is moving.

Types of electronic documents

Almost every document can be converted into electronic form. Typically, companies are moving to electronic contracts, waybills, various invoices, reports, and so on.

Electronic documents are divided into non-formalized documents and formalized documents.

Unformalized documents - letters, contracts, powers of attorney, technical documentation and other documents, they are exempt from strict regulation by the state.

Formalized documents are subject to strict requirements for the format and transmission rules. Formalized document - a document that is created according to the format of the Federal Tax Service, for example, an act of acceptance of work. Formalized documents affect the correctness of tax calculations, so compliance with all transfer procedures is important for them.

Note that unformalized electronic documents can be in any format: doc, xlsx, pdf, jpg and more, while formalized documents can only be in the form of a file with the xml extension.

Functions of the electronic document management system

The electronic document management system performs the following functions:

• document registration;
• control over the execution of documents;
• creation of directories;
• control of the movement of paper and electronic documents, maintaining the history of work with documents;
• creation and editing of details of documents;
• formation of reports on the document flow of the enterprise;
• import documents from the file system and the Internet;
• creating a document directly from the system using a template;
• work with document versions, complex multi-component and multi-format documents, attachments;
• electronic distribution of documents;
• work with documents in folders;
• obtaining documents using scanning and recognition;
• reducing the cost of accessing data and processing documents.

EDI Options

There are two ways to organize an electronic document management system. Firstly, it is possible to conclude an agreement on electronic document management with counterparties and exchange documents that will be signed with an electronic signature via e-mail.

Secondly, it is possible to organize EDI through a special operator. In this case, you need to join the rules for the exchange of electronic documents. After that, it is possible to exchange with counterparties both formalized documents and non-formalized ones.

Automation of electronic document management. Pros and cons of EDI

Electronic document management is a whole information system that includes specialized software, e-mail, the Internet, a local network, and more.

Electronic document management in comparison with paper looks much more attractive. Let's highlight the main advantages of EDI.

• at its simplest, paper costs are reduced;
• saves time - employees spend less time to find a paper document;
• the transparency of the internal work of the company increases - the electronic document management system makes it possible to track the status of the document;
• ongoing personal history each file and its accompanying documents - at any time you can open all the necessary documents containing requirements related to various types of relationships between the company and external entities;
• promptly compiling reports of the organization;
• increased data security.

Among the disadvantages are the high cost of software and the costs associated with training employees and digitizing all available documents.

What you need to switch to electronic document management

In order to introduce electronic document management, it is necessary to develop and approve the procedure for electronic document management; name those responsible for its maintenance; organize an electronic archive of received and sent documents; prescribe in the accounting policy the rules for creating, receiving and storing electronic documents; appoint persons responsible for the formation and signing of electronic documents.

All employees who are entitled to sign documents must have electronic signature.

Approximate algorithm of actions:

• technical specifications are being developed;
• select an IT solution;
• business processes are described;
• estimates, schedules, lists of necessary resources and general plan works;
• EDI is being introduced;
• the program is being tested;
• an electronic document management system is launched;
• control over the use of the system.

Electronic document management system

Any EDI system may contain the properties of the categories listed below, however, most of them have a specific orientation associated with the positioning of the product.

1. An electronic archive is an EDI system that is aimed at efficient storage and retrieval of data.

2. Electronic document management systems with advanced workflow tools - ensure the movement of some objects along a certain path that is predetermined. At each stage, the object can change, which is why it is called the general word “work”. Documents are attached to the work, however, they are not the main objects here. Thanks to these systems, certain work is organized.

3. EDI systems, which are focused on supporting the management of the organization and the accumulation of knowledge. These are systems that combine the properties of the systems described above. Here base element can be anything - work or document. These systems are used by government agencies, large companies, where there are certain rules and procedures for the movement of documents.

4. EDI systems that are focused on supporting collaboration - such systems differ from the previous ones and do not have a clear hierarchy in the organization and formalization of the work flow. The task of such EDI is to ensure the work of employees in the company, wherever they are, and to preserve the results of the work done.

5. EDI systems that have developed additional services. A prime example is customer relationship management (CRM). Such services are diverse and may include different sets of services.

There is an assertion in the economic literature that in business, supposedly, there are some "more important" and some "less important" components. Proponents of this approach argue that the main processes (which, for example, generate a cache flow or produce a product) are what the company really stands on, and supporting processes, such as, for example, document management in a company, are those components that from which it is possible to refuse with the least losses. On the one hand, one could imagine that such specialists are right, and their point of view is really justified, but only if we are talking about a company with a one-year development horizon. Because as soon as we start talking about a company that really aims to develop in the market - to increase its turnover, increase assets, expand its branch network, it becomes clear that supporting processes, among which, of course, it is The company's document management process plays an equally important role in the success of a business.

About why automation of workflow today is the key to order tomorrow, and what tasks are solved by electronic document management systems in enterprises that are focused on efficiency, we will understand in today's article.

What is SED

To understand what electronic document management systems are, you must first answer the question: “Why, in fact, do businesses need them?”. Many still believe that paperwork and managers running around the corridors with bills, accountants who have skyscrapers of contracts and invoices on their desktops are normal and this is the essence of any business. This article is aimed at those who understand that modern conditions economic interaction and level technical progress create a situation in which the efficiency of a business largely depends on the speed of managing the information available to the business and the organization of the rational movement of this information.

Electronic document management systems solve one of the key business problems in the administrative part - they simplify the interaction between employees.

When all corporate information is securely stored, the levels of access of different employees to different sections of the corporate information system are distributed, simple and understandable documentation management is provided, and all interested parties receive electronic document management tools and standards for its use at their disposal - the productivity of any joint activities employees.

The so-called EDMS (Electronic Document Management System) are individually configured interconnected software complexes, which allow you to manage various types of documents and information.

In any company that actively conducts business, the amount of official documentation is constantly growing and it is impossible to restrain its growth, in particular, for legislative reasons. In this case, it is required to create certain workflow automation schemes that will allow standardizing management processes, regulate the activities of employees in this part of the work, and free personnel from manual labor and in fact will improve the efficiency of the entire system as a whole. The objects that such systems are focused on are not only the usual documents in paper or even electronic form, but in general all the company's business processes that are somehow reflected in the information exchange system. That is why leading companies have recently become interested in document management automation in general, and automation of electronic document management systems in particular, seeing huge prospects by increasing overall efficiency through the introduction of such changes. In fact, automated EDMS are becoming a universal business information management system in the broadest sense, which enables a business within one system to get all the necessary tools to work from the moment information appears to its final liquidation.

Free
consultation
expert

Natalia Sivorina

Consultant-analyst 1C

Thank you for your feedback!

A 1C specialist will contact you within 15 minutes.

Efficiency of EDMS

If we talk about the actual efficiency that can be achieved through the automation of electronic document management in an enterprise, then the following points should be listed:

• Complete exclusion or maximum reduction of routine operations and handmade with information. Automated systems greatly simplify such processes as the initial input or processing of data, scanning and control of data or documents, the processes of importing or exporting information from one source to another.
• Creation in the company of a single space of electronic documentation, in which there is an internal hierarchy of access of employees to various information. This eliminates the need to create distributed information stores to ensure its safety or separation of access levels, since one interconnected system can solve this problem. For example, in distributed structures, this becomes an extremely convenient tool for senior management, which may need access to some lower-level information.
• EDMS allows you to implement a convenient search system, which is fully interconnected with all management processes in the company. Thus, a document automation system integrated into a business becomes an internal information retrieval system that may be needed to solve business problems or simply perform its direct functions.
• Reducing the number of paper information carriers to a minimum or their complete exclusion from the work of employees. There are many advantages to this solution - from reducing the actual expenses under the "administrative" item, to reducing the risk that confidential information will leave the company on paper.
• An automated document management system allows you to increase the speed of interaction between employees and departments, as well as increase the degree of their mutual responsibility for actions committed or, on the contrary, not committed within the framework of cooperation. This is a very important aspect of the effectiveness of the EDMS, since, as practice shows, the productivity of the work of departments increases many times precisely against the background of the fact that the parties to cooperation are limited to the framework of the system and work together exclusively on the case. At the same time, it should be borne in mind that in electronic system“everyone leaves traces”, so it will be impossible to pretend later that someone didn’t hear something, or it didn’t happen at all.
• Automated workflow systems have a positive effect on the relationship between management and subordinates due to the fact that orders become clearly oriented, more understandable and guaranteed to be conveyed to the persons to whom the information was intended. It can also be noted that within the framework of automated electronic systems, the speed of formation of intermediate instructions, adjustments, decisions and amendments, as well as control over the execution of orders at all levels, is increasing.
• EDMS allow you to implement in the company a system not only for internal information exchange, but also to develop routes and methods for importing and exporting information with external systems. Thus, a natural filter is formed that regulates the form in which information leaves the company (and sometimes this is extremely important from the point of view of the standard), as well as the form in which incoming information reaches the company's employees within the system. All this makes it possible to achieve an information identity in the company, which is extremely important for the productive work of the enterprise as a whole.

Automation of the EDMS in the global sense is the best basis for the formation of standards and algorithms, according to which all business processes in the company proceed at various levels. Thus, the electronic document management system ceases to be just a part of office work or document exchange, but becomes an important component of the business system, which is responsible for how efficiently information is used by company employees.

Instrumental capabilities of automated document management systems

Thanks to the active development of programming in the last ten to fifteen years, today systems focused on automation information exchange allow you to include exactly the set of tools that a particular company needs. Different areas of business and simply the individual characteristics of its conduct impose a certain list of requirements on such systems that apply specifically here and now.

For some companies, a more or less “classic” set of functions is enough - creating documents, processing information, searching and reviewing data, as well as internal interaction (transmission, notifications of parties, setting and monitoring tasks). Others need significantly more complex systems and another set of tools that will allow you to build complex hierarchies, form remote teams, remote access, integration with data bases SQL, Oracle, give access to servers without special applications and, for example, to connect cloud systems. The most advanced users of automated electronic document management systems can have access to such complex and specific tools as automatic optical recognition of information, barcoding and scanning, a digital signature system, full-text and attribute search, etc.

Benefits of automated workflow systems

Today, the use of automated document management systems, in particular, systems, is not just competitive advantage performance-oriented companies, but also objective necessity for all participants of economic interaction who are interested in the productive functioning of their business in principle. The world has changed dramatically in the last decade, and this has affected all areas of business and companies, forcing them to change along with the advent of the digital economy. Compared to traditional systems that previously allowed building an information management process in an enterprise, automated document management systems opened up new horizons for businesses in the field of increasing their own efficiency, which resulted in the following advantages of automated document management systems:

1. Such systems greatly increase the productivity of the company by increasing productivity, which is ensured not only by the convenience of process interaction between departments, but also by the presence in EDMS systems of opportunities for unlimited work with the necessary information, from access to cardinal transformations of information in the shortest possible time.
2. Information in electronic form is maintained in a more up-to-date state, since the process of making and agreeing on changes can go on without interruption from the main activity in the "background" mode.
3. Electronic systems are more fault-tolerant and safe than others. They can greatly reduce the impact of human inattention (the so-called "human factor") and guaranteed to ensure the safety of information. It is clear that if you wish and if you have technical capabilities, you can break any system, but even taking into account the possibility of hacking, an electronic system involves more tools for protecting, encrypting or backing up data.
4. ERMS creates the prerequisites for a significant reduction in operating costs, both in terms of direct items of expenditure and in the area of ​​personnel costs, due to a decrease in the company's need for executors.
5. Such a system opens up new opportunities for cooperation between departments, both on direct issues (in the field of information exchange), and in the form of opportunities for joint or stage-by-stage (one after another, parts) work on various business projects. A great tool for remote brainstorms, workgroups, team edits and approvals.

In general, automated document management systems give the company not only the advantages listed above, but also a number of others that are difficult to measure or calculate in conventional units, but which are no less important. We are talking about the growth of technical literacy of staff and a clear increase in staff discipline and responsibility for their actions and their work. Working in a single electronic system, the staff constantly interacts with each other, solving problems that arise at lower levels, and thereby strengthening the corporate spirit.

Automation of the workflow system today is not just an internal tool for optimizing business processes, but a natural need for companies to increase their productivity in a global environment. economic crises. The significant reduction in opportunities to raise funding and grow businesses through investment injections leads companies from traditional industries to understand that opportunities for improving business performance are hidden within the companies themselves. If twenty years ago it was important only to “sell a lot”, today it is important to “sell effectively”, and this is completely impossible without a modern automated system work with information.

In conclusion, I would like to note that any automation in a company is associated with impressive investments, while (if we mean the program itself) it is not a significant part of them. Their basis is the development of a methodology for building a system, but in the long term they more than pay off due to the increasing efficiency and speed of the company's business. As already mentioned, not only the smartest, but also the fastest market participant wins today, so the document management system is one of the opportunities for the favorable development of the company in the future.

In choosing an electronic document management system, modern companies are guided by common strategy development, goals, availability competitive environment, the desired structure and the expected economic effect from the implementation of such a solution. The goals of implementing the EDMS include improving the control of executive discipline, reducing the number of lost documents; reduction of approval time; reducing the number of errors in working with standard documents.

There are a number of key requirements for ERMS (ECM) functions. The further success of optimizing the company's workflow depends on the system's compliance with these requirements. The processes of document approval and assignment of tasks are faster when they are transferred from paper to electronic form, the time for processing documents and orders is also reduced, and it becomes possible to track the progress of work with a document. When working with the system, executors are automatically notified about new documents, and the timing of their processing is under control. An electronic storage is organized for quick access to documents, easy search and preservation of documents.

It is important that access rights to protected data are differentiated. Significantly reduces the time of work and automatic filling of sections of standard documents according to existing reference data. It is important for the manager to have convenient means of monitoring the timing of tasks and summary reporting. To maintain information content in the work of the company, the EDMS should be easily integrated with the existing mail system and with the accounting systems existing in the company (personnel, financial, accounting and production management systems.

Also, more and more organizations are paying attention to the possibility of remote work in the system. Important criteria for evaluating the system include the possibility of generating reports on documents, executors, statuses of documents, etc.; rapid implementation of the system; the cost of installing and maintaining the system; ease of system development; the ability to use the system software to solve additional tasks.

And additional requirements:

• the presence of streaming input of documents into the system, the ability to work with a scanner;
• preconfigured contract management module;
• tablet version;
• mobile clients.

Comparison

Let's consider how these functions are implemented in Docsvision, Directum, ELMA ECM+, Optima WorkFlow and 1C: Workflow 8 systems. All these systems are united by a common concept based on a combination of classic EDMS and business process management tools. Combining the benefits of electronic document management and BPM systems, companies get the development of processes and increase the efficiency of operations.

Functionality and integration options

Directum

The functional advantages of the Directum system include not only an expanded catalog of business solutions. From the functions used every day at work, one can single out convenient reminders, the ability to customize numerators and work with barcode labels. The presence of a preview of attached files, file storages, a large selection of completed directories in the basic configuration, interactive wizards for creating documents.

The negative aspects of this EDMS: the lack of pagination of objects in the inventory of documents and search results, the inaccessibility of applying additional styles in the inventory of the document.

These functions are implemented in Docsvision. Inside the main application window, any web pages and customized reports are displayed. Archived documents are moved to separate database tables. System users can choose the authentication option. An XSLT transformation is applied to the XML description of the registration card.

ELMA

The ELMA system is distinguished by an extended line of business solutions. Among them are the ECM + module (a combination of the functions of the BPM system and the classic EDMS), Projects + - standard functions for project management plus process management; ELMA CRM+ - implements a client-oriented approach through the implementation of end-to-end processes. And a KPI solution that the Directum system does not have.

As for integration options, ELMA ECM+ and two other solutions have a plug-in for working with MS Outlook. In addition, ELMA easily integrates with 1C:Enterprise (with all current versions).

In order not to get confused in a large number of files with amendments and changes, documents in the application can have an unlimited number of versions, but only one can be assigned as up-to-date. The entire history of document changes is collected on the document card.

All the necessary tools for working on the document and controlling the executive discipline in working with these documents are at the user's fingertips.

If the document is received by the company in paper form, it is automatically saved after scanning.

The manager can view a report on the current performance situation, and users are provided with a number of filters to shape the results the way they see fit.

The ECM+ application can be freely customized according to the needs of an individual enterprise and its organizational structure.

To speed up the creation of documents, you can create templates. This is available to any user, even without programming skills.

You can set up automatic insertion of a barcode into a template for instant recognition in the system.

All systems considered in the review have their own mobile app to operate system functions through a tablet computer or mobile device. This allows top managers to take part in the operational activities of the company from anywhere where there is an Internet connection. Mobile clients are compatible with all mobile operating systems.

Optima WorkFlow

The advantages of the system include the possibility of applying additional styles in the document inventory, displaying images in the document inventory and viewing area. It is possible to filter the loaded list of documents. Optima WorkFlow supports the setting of rubricators in document journals, setting the viewing area of ​​the selected entry in the document inventory. Customization of the order registration card is working. Third party web applications can be embedded in the main window. There is integration with IBM WebSphere MQ. To automate the activities of archival units, a special module Archive has been developed.

1C: Workflow 8

Main areas of work this decision– paperwork, general document management, management contractual activity, electronic archive and work with appeals. The functionality can be extended with plugins. When processing document routes, you can attach files and modify them later. There is a Windows Explorer registration.

You can set up automatic creation, registration and routing of documents from various sources (folder, e-mail box, web).

Disadvantages: no internal mail. You cannot create tasks for a group and a folder with assignments. In addition, this solution does not have a project management module. Unable to register from MS Office, Open Office. Work with QMS documentation is not supported. It is also not possible to maintain the user's personal folders.

Interfaces

Directum

The interfaces of all modes of operation in the Directum system are unified, it is possible to set up rules for processing documents and tasks. In the replacement mode, the system retains its informativeness. Working with files is possible online. Access rights to a separate file are distributed, each of them is attributively described. We can also note the transparency of document management processes. Tasks are added to the MS Outlook calendar. The advantage of the system is customizable search templates and convenient mechanisms for filtering by columns of lists.

But there are also a number of disadvantages: there is no possibility of page output of elements (in Win32). Minimum visual effects settings. It is not possible to localize attribute names in different languages. The card size cannot be changed. When creating links between electronic documents, you cannot enter comments to describe the link. The interface is overloaded.

Rice. one. Directum system interface

docsvision

Docsvision uses pre-configured themes, the command ribbon is customizable. End-to-end links between documents are displayed as a tree. Links can be commented on. It is possible to design task cards. The toolbar is customizable. Full-text search from a single line works, there are custom search templates, the design of search forms is also customizable.

At the same time, the disadvantages of the system are the lack of the possibility of automatically attaching a document to a task. Processes are not transparent, reminders work only when MS Outlook is enabled.

Rice. 2. Docsvision system interface

ELMA

Externally, the ELMA ECM+ interface is a standard file storage, a user without experience with such systems can easily navigate independently.

Registration of documents is implemented in a special wizard in several successive steps. When entering the system, you only need to specify the necessary details of the document and attach electronic version, the system automatically generates a document card with all the data on it.

All information about the organization is contained in the internal portal. All the tools necessary for work are in one place: document archive, tasks, calendar, message feed, reports, web documents.

Operations can be simplified or expanded during setup.

Rice. 3. ELMA interface

Optima WorkFlow

The system has an intuitive interface. The system sets up application design styles, output to the document inventory and the details and images viewing area is available, styles for drawing the list of documents (font, fill, icon) are applied.

It is worth noting convenient searches in the fields-lists of registration cards, the presence of visual control of the mandatory fields, the ability to work with files, links and document movement in a single window.

It is convenient to work with attached files - work is carried out online in a single window, in the check-in & check-out mode. End-to-end links between documents are visualized as a tree.

You can design a task card when creating an assignment.

Disadvantages: users cannot create new magazines, collections of documents, settings are not saved to the database. In the registration card, it is impossible to set up a toolbar, localize the names of details. The size of the card is not changeable. Drag&drop mechanisms are not implemented. There are no basic functions for the interface selection of cards for communication. Another drawback is the opacity of the process when creating a task; reminders cannot be set for performers.

Rice. 4. Optima WorkFlow Interface

1C: Workflow 8

The interface is customizable for user types. You can view a list of users currently logged into the system. There are RKK design tools (designer), the ability to expand and customize RKK, while you can use complex elements - tables, structures.

Disadvantages: there are no built-in viewers for attached files, no viewing of group tasks, no assignment of an executor by a leader from a group.

Rice. 5. Interface 1C: Workflow 8

Search functions

Directum

The advantages of the system include the presence of a full-text search for documents and details of registration cards (RC). Search templates can be configured according to the requisites of the Republic of Kazakhstan. There is a document inventory filter by column values. Convenient functions for customizing search templates. You can create search folders.

Negative qualities: it is impossible to distribute access rights to customized searches; no configured searches in the web client; there is no possibility to create complex search queries, there is no pagination of objects in the inventory of documents and search results, no additional styles are applied in the inventory of the document.

docsvision

Docsvision supports the creation of complex search queries using XML, as well as the distribution of access rights to searches.

Flaw– slow action of the view panel.

ELMA

ELMA ECM+ gathers documents into a single electronic archive. The search for documents is carried out quickly and conveniently not only by name, but also by the details of the document card or AC. Search results are displayed only if you have access rights to documents. The search parameters are saved in a filter format, in the future you can quickly search for documents by the saved parameters.

Flaw: lack of full-text search in documents.

Optima WorkFlow

A direct database query is used to form a complex search query in document logs. A full-text search is carried out by the content of the document and a search by the sample of the registration card (no need to set up search templates). You can enter search queries for the details of registration cards. The applied filters are applied to all available document journals.

The disadvantage of the system is the inability to save custom search patterns. There is no full-text search for details of registration cards of documents. Users cannot create search folders and complex searches. There is no full-text search for the details of registration cards.

1C: Workflow 8

An attributive search is carried out by the details of the document. You can create search templates, their storage is hierarchical and classifiable. Based on the search results, reports are generated.

Can't be done in one query different kinds search. There is no setting of a set of details for automatic search for document duplicates during registration.

Administrative settings

Directum

The system allows you to simultaneously maintain the organizational structure of several companies. Provides detailed information about departments and employees, it can be expanded. If substitution is required (full or by assistant), inbox/outbox folders are automatically created. Substring filter and running search works.

Disadvantages: the display of the GHS is not visual, there is no possibility of sorting the elements in a certain order, it is difficult to create and fill out directories, there is no localization of directory entries. Minimum Settings appearance and behavior of the RK.

Rice. 6. Appearance of registration cards in the Directum system

docsvision

Docsvision supports maintaining OShS of several companies at once. There are substitution functions (permanent or temporary substitute). Substring filter works. The disadvantages partly duplicate the properties of Directum: no visual display of the OShS, no sorting of elements in a given order, it is impossible to keep the history of the directory, create typed directories, create hierarchical directories, there is no built-in directory "Nomenclature of cases". Low performance of the constructor.

Rice. 7. Directory of employees in the Docsvision system

ELMA

Easily monitor the situation in branches large companies. Several systems are combined in one window, organizing a single information system of departments and high-quality information exchange. The user has all the necessary information about the external system without leaving his page. It is convenient to switch between the pages of company departments. In addition, information on performing activities, current news, viewing documents, starting the execution of business processes is available.

Rice. eight. Setting up branch pages in ELMA

General information on all branches and divisions is available to the head. Data about departments and employees can be expanded.

Employee replacements are carried out in a special section. Substitutions are removed automatically at the end of the term. When you install a replacement, tasks by processes are automatically transferred to it. The system reports a one-time task and the absence this employee, prompting you to select another artist.

Rice. nine. Configuring the "Substitution" section in ELMA

In the special section "Absence Schedule" a list of employees who are absent from the workplace for a certain period of time is displayed.

Optima WorkFlow

The system supports the maintenance of the OShS of several companies, the structure is clearly displayed. Substitution functions are implemented (permanent / temporary substitute), there is a running search by first letters. Items can be sorted in a given order; quite simple filling in the directory, creating hierarchical directories, setting the validity period of the directory entry.

There is a registration card template designer, sizes, background, bookmarks, fields, fonts are configured, script scripts are applied for registration card events.

Disadvantages: there is no possibility of maintaining the history of the directory, there is no mirror information about the replacement. Information about departments and employees is minimal. You cannot create typed directories, maintain the history of directories, localize directory entries. There is no function for checking the syntax of the code of script scripts, there are no fields of the "radio button" type.

Rice. ten. Adding a new employee to the organizational structure in Optima WorkFlow

1C: Workflow 8

The user's desktop is customized according to their role. Provides quick access to data about employees, a list of phones, recommendations for writing correspondence, etc. For the head of the department, you can set up a panel for full-text search for documentation of any purpose, the head is provided with a panel for quick access to reports. Information is distributed according to access rights. The organizational structure of the organization and the roles of performers can be used to select the performers of business processes.

The subsystem "Tasks and processes of employees" contains tools for creating and managing business processes, as well as settings for role-based task addressing, settings for the replacement/replacement matrix of employees.

Business Process Modeling

Directum

The system implements convenient modeling functions. Debugging the route scheme is implemented step by step. The platform has a built-in high-level programming language IS-Builder. You can create your own functions and scripts using your own API. The report editor is implemented in the IS-Builder language. Minus: the number of base blocks is insufficient.

Rice. eleven. Modeling of business processes in the Directum system

docsvision

The system has convenient functions for modeling and designing a route scheme without the use of software. You can develop your own functions. You can create script scripts using your own API, call web services. Tools - MS Reporting.

Flaw: you have to replace a group of simple blocks with a single script script block for optimization.

Rice. 12. Modeling business processes in the Docsvision system

ELMA

Modeling of business processes is carried out in a special graphics editor"ELMA Designer" with a simple and intuitive graphical interface. The notation for describing business processes is BPMN 2.0, which is convenient for describing work chains and contains almost all the necessary primitives. A business analyst can design business processes without the help of a programmer. You can develop a management model in the company and make changes to processes on the go, without stopping the system.

The movement of documents in the company can be organized along routes of any complexity. The route of the document reflects through which employees this document will pass, as well as the order and nature of the planned work on it. A graphic model of the process is created by dragging the necessary blocks of operations from the palette with the mouse, after which the operations are connected by transitions. You can add comments to transitions.

Rice. thirteen. Document route, described as a business process, in ELMA EDMS

Optima WorkFlow

The system has a designer of business process models, scripted scripts are used.

Rice. fourteen. Modeling business processes in Optima WorkFlow

Setting block properties is easy. Script scripts are created using its own API, creation of its own functions and blocks, unloading of objects into an exchange format. Tools - Crystal Reports 11.0.

It is possible to customize the appearance of the application, set up an inventory of documents (visibility and order of columns, sorting), settings for notifications.

Modeling mechanisms are inconvenient, business logic customization functions are minimal, it becomes necessary to write scripted scripts for document processing, there is no designer life cycles documents.

1C: Workflow 8

The system creates typical routes for the movement of documents, there is support for route branches and conditional transitions. There is also a report form designer.

Rice. fifteen. Flowchart of a business process in 1C: Workflow 8

Data and activity security

Directum

Data protection in the system is carried out using a login-password and Windows accounts. You can create user groups and roles. There is a discrete and role-based access control model, it is also possible to issue powers and privileges. Differentiation of access rights is carried out at the level of a folder, RK, file and directory. You can set up the transfer of rights. Encryption and EDS are used.

System disadvantages: there is no distribution of access rights to configured searches, there are no configured searches in the web client, you cannot create complex search queries.

The performance of the view panels is quite slow.

docsvision

The advantages of the system in terms of data security can be identified as follows: the presence of mandatory access control, differentiation of access rights at all levels; rights transfer setting. The use of encryption and digital signature.

ELMA

Any user from any place with Internet access can enter their login and password and log into the ELMA system. This login is configured by default for all users, but there are three main ways to secure a login:

1. Login only through trusted devices. If you are logging in from a computer or mobile device, which is not in the list of trusted ones, the system will report that it is impossible to log in.
2. Token login. Token is a device that is tied to account user and will match only him. Plus, an individual user has his own pin code. Several electronic keys-containers can be written to the token at once - for logging into different systems, and not just ELMA, so that the user does not have to carry a whole bunch of keys.
3. Certificate Entry. The mechanism works in much the same way. The user binds the certificate to his account. You can log into the system using a certificate only from a specific workplace. This feature is only available in browsers. Mozilla Firefox and Internet Explorer.

To agree, sign a document or its version, an electronic digital signature is used. At the same time, no other user, even knowing the password, will be able to agree or sign the document.

ELMA allows setting access rights to various system objects. At the heart of rights management is the role of organizational structure elements and individual users of the system, the setting process consists in a graphical display of positions, departments and subdivisions, and the distribution of responsibilities.

Optima WorkFlow

Data protection is carried out using a login / password, Windows account. Groups and user roles are created, as well as a discrete and role model of access control. There is the possibility of issuing powers, delimiting access rights at the folder level, setting relative access rights according to the organizational structure of the organization, using EDS.

You cannot assign permissions to a single file. File preview missing.

1C: Workflow 8

There are software tools to control the integrity of documents, support for various authentication methods. The user is granted rights for the time of execution of the order or document. Documents signed with EDS are sent with saving information about signatures. Access rights are assigned in accordance with the position of the user, his role, the degree of participation in business processes, vulture or individually. Rights are set for folders and types of documents and also apply to attached files, they may contain restrictions on reading or writing. Access to reports is also limited - the employee has access only to his reports, to the manager - the reports of his department.

There is no differentiation of access rights to parts of the document (registration form fields, attached files). There is no system of data backup and recovery tools.

Conclusion

Companies choosing an EDMS face the same problem - they have to long-term integration of the acquired system and the organization's existing business processes. To optimize the work of the entire company, it is important to integrate document management processes into the main end-to-end processes, and the sooner such a combination occurs, the better. However, this time-consuming event requires time, experience and constant communication of all employees whose work is related to documents. In one way or another, systems, using their functions, make it possible to speed up this process. Summing up and evaluating the results, ELMA ECM+, 1C: Document Management 8 and Directum most of all meet the key requirements.

It is no secret that the successful conduct of any business primarily depends on how the mechanism for streamlining documentation works. After all, work with paperwork, although it does not bring pleasure, is an important link in the management of a company.

In addition, documentation should be dealt with in a timely manner, otherwise it will begin to accumulate and be lost. In order to avoid possible losses, an electronic document management system was introduced.

In this article we will explain: What is EDMS? What are its types, advantages and disadvantages?

With the development of the Internet, the time of thick folders and dusty archives is a thing of the past. Now the process of working with documents is fully automated. The necessary papers can be found in one click, and archiving is done without human intervention at all. EDMS opens up such opportunities for enterprises.

An electronic document management system (EDMS) is a special software through which documents are processed electronically. In other words, thanks to the EDMS, it is possible to transfer documents between employees, issue individual tasks, archive, etc.

Surely, many organizations are able to create electronic documents, store and transfer them. However, just electronic format will have no legal effect. In order for an electronic paper to gain weight, it is important that it be signed by both parties. In this case, the documents must be sealed with a special electronic signature.

Therefore, SED can be divided into two types:

1. Document flow within the company between employees;
2. Document flow between various enterprises and organizations through special communication channels.

To use the EDMS within the organization requires special software. Usually such a program is called an EDI platform. In addition, for the smooth operation of such software, you will need optional equipment. For example, servers, network channels, and so on.

An electronic document management operator will be needed if you need to work with papers between two different companies. Such an operator will be a good helper. After all, he knows how to deliver messages, checks the format in which documents are sent, requires and controls the affixing of an electronic signature, stores and archives papers on his own, etc.

Thus, EDMS is the “circulatory system” of the entire business. It saves a lot of time, and, of course, has a positive effect on the work of the organization as a whole. But is there always a benefit to this type of information processing? And is EDMS capable of harming a business? To answer these questions, you need to consider the positive and negative aspects of electronic document management.

Pros and cons of EDI

Like any other process, EDI has both pros and cons. The main parameters are presented in the table below.

Advantages

disadvantages

Ordering . The system automatically affixes numbers to documents, which eliminates all sorts of errors Tracking . At any time, you can find out who is working with the document Preservation. The employee will not be able to lose or damage the electronic document Recovery . Deleted document can be restored at any time Preservation of temporary resources. The electronic form of the document gets to each employee in a matter of seconds, regardless of their location. Convenient to work. If necessary, the employee can change the original version of the document. EDO makes it possible to restore each of them. In addition, you can track the names of those specialists who worked on the paper. Availability . The EDI system operates 24/7. Moreover, when connected to it via the Internet, an employee can work with documentation at any time, even if he is in the hospital or on vacation. Planning. The system allows the specialist to plan the progress of work with papers. You can set the date, time of execution, as well as the order. And at the right time, the program itself will prompt the employee about the need to complete his work. Convenient search. The program is designed in such a way that it makes it possible to find required document not only by name, but also by keyword. Saving paper. There is no need to print documentation, bind it into folders and make an inventory. All information is stored electronically, and at any time desired document can be printed on paper.

Money spendings. The creation of an EDI will require certain financial costs. Money is needed for software and hardware. The amount of costs will depend on the number of connected employees. On average, this amount will be about 100,000 rubles (*). Immediately use the SED - it will not work. Once purchased, installing, implementing and debugging a program takes a lot of time, as well as special skills. Training. In order to properly use the EDMS, all involved employees must undergo special training. Security. For the safety of information, company leaders must pay special attention to security. Namely, to issue an electronic signature, to determine which of the employees, and what access to the papers will have, and it will also be necessary to protect the program from penetration from outside. Administrator required. The staff of the organization must have a person who will be able to solve current tasks of working in the EDMS. Namely, to debug the server, to help users, to monitor the functioning of the system. Permanent backup required. In order to preserve information, users must permanently save documents. In some cases, the existence of an electronic and paper document is required. If, for example, a partner does not have an EDMS installed, then when working with him, the documentation must be both in electronic and paper form.

The real cost of electronic document management for small businesses

(*) If the company is small, and the owner of the business (or the individual entrepreneur himself) is going to sign the documents personally, then the costs will be minimal. They consist of the purchase of an electronic digital signature - 1,500 rubles and access to an electronic document management service - from 100 rubles.

For small volumes, our editors recommend the Kontur.Diadoc service. If you select the tariff Universal“, then the costs will be only 9 rubles per document sent. Compared to sending original documents by mail, sending one registered letter within the region will cost at least 50 rubles. The difference is obvious:

The system gives all new users 50 welcome bonus transfers of electronic documents.

As can be seen from the table, despite the positive aspects, the EDMS also has negative points. Basically, they come down to material costs, which, as it turned out, may not be small.

The company will incur significant costs not only for installing software and purchasing the necessary equipment, but also must hire an employee, without whose special skills, the electronic document management system simply will not work. Such an employee also needs to pay a salary. And this is another cost item.

But do not forget that the efforts expended will pay off in the future, and firms working with EDMS will only benefit. After all, they will save not only on the time of information processing, but will also significantly reduce the cost of paying for services, for example, an archivist. In addition to everything else, the electronic archive does not require additional premises, the purchase of additional stationery and other points.

What is an electronic document management system?

As a rule, this is an electronic document management system (EDM), in which you can generate, send, receive and sign electronic documents. They are equivalent to paper handwritten signature. To conduct electronic document management, you need an electronic signature certificate.

The interface usually consists of 2-3 tabs, including contractors (your partners and clients participating in EDI) and the main tab - Documents. In this tab, the Incoming and Outgoing sections will contain documents sent and received by you.

Types of EDI

Undoubtedly, when introducing electronic document management, organizations place great emphasis on efficiency. It is difficult to say which type of EDI for a particular organization will be most effective. It all depends on the direction of the enterprise and on its business processes.

However, there is a general qualification of EDI in terms of functionality, control technology, constituent components, etc. In this regard, the main types of SED can be distinguished:

• Office system. This type is intended for conducting office work of the enterprise. Moreover, the work is carried out according to all accepted rules with vertical control, i.e. from superior to subordinate;
• Electronic archives. The main purpose of such a system is the organization of work on the storage of documentation. Among other things, the program allows the user to easily find the necessary paper. However, the transfer of documentation in such a system would not be possible;
• Workflow systems. This type of system is widespread among users due to the fact that its main task is the organization and automation of business processes. It is easy to do business with such software, and the workflow is just an excuse for the existence of working moments;
• ECM systems. The software allows the user to introduce novelty into the organization management system. Via complex systems possibly manage: documents, signatures, workflows, employee knowledge, and so on. This type of EDI will be much more expensive, because it offers the user advanced functionality.

It is worth noting that each type of EDMS becomes larger than the previous one, and gives more opportunities to users. However, in order to appreciate the full benefits of electronic document management, you need to make the right choice.

How to choose the right SED

As already noted, the choice of an EDMS is a complex process that requires special attention. Among other things, the management of the company needs to take into account a huge number of decisive factors, such as the direction of the enterprise, the staff, etc.

For example, for commercial organization it will be correct to install EDMS both between employees and between partners. Only in this way the enterprise will be able to obtain the necessary economic benefits.

For public institution it is better to focus on the specifics of his work, and pay more attention to the creation of electronic archives. And it is also required to train employees to work with them.

When choosing one or another EDMS, it is important to consider whether the system meets the stated requirements. These include:

• Completeness of functionality;
• The convenience of use;
• With what speed this system will be introduced into the workflow;
• The presence of settings, and they must be flexible;
• Does the system have the ability to expand the functionality;
• Is it possible to adjust the EDMS to the existing software of the enterprise;
• Ease of adaptation;
• Availability technical support. It is important that such assistance be at a high level;
• Manufacturer's reputation, etc.

Taking into account this fact, the user should adhere to the following actions:

1. Explore functionality. Particular attention should be paid to the chapter "Opportunities". It is important that the manufacturer specifically specifies the list of tasks performed by the program. If there is no specifics, then it is worth abandoning such an EDMS system;
2. Availability of thematic presentations. It is important that the program contains demo material, thereby explaining to the user how to use the functionality;
3. Study screenshots. So the manager will be able to make sure whether the functionality is really simple, and whether it has the stated requirements;
4. Be sure to read reviews from real users. The best option is to watch videos on YouTube;
5. Many manufacturers offer executives free trials. So the user will be able to understand whether the selected product is suitable or not;
6. As for the cost of the goods, it is obvious that this item cannot but excite the buyer. It is difficult to determine what the real cost of an EDMS should be, but it is worth exploring what this or that figure adds up to. Therefore, a detailed study of the price list will help the buyer to avoid unexpected costs and expenses.

It's worth remembering what to do right choice only a specialist will help. Therefore, the selection and installation of an EDMS should be carried out only under the close attention of a person who has special skills.

Due to the high cost, not all organizations in our country work with EDMS. At the moment, only large firms do the processing of papers in electronic form. But things are changing, and it is likely that in the near future the need to work with the help of an EDMS will be appreciated, and many firms will be able to afford to conduct e-business. So, they will become the most effective and successful!