Electronic document management courses. Courses and exams. Forms of group training

1C: Document management. Automated document management

Do you need to automate office work in your organization? Do you want to learn how to work with documents correctly and effectively? Explore the possibilities integrated organization automated system electronic document management based on "1C: Document flow 8"... We present an updated version of the popular course, which discusses the possibilities new edition programs - 2.1.

The course is designed for clerical professionals - secretaries, archivists, as well as managers who want to acquire skills modern governance flow of documents in the organization.

Today, for effective and fast work, organizations simply need electronic document management... Document management of an enterprise requires a properly organized workflow system. With its help, you can maintain an electronic archive, control the movement of documents, the execution of orders and much more. Electronic document flow in "1C: Document flow 8" makes it easier for employees to work with documents and files, increases the efficiency of the team and the organization as a whole!

After completing the course, you will explore the possibilities of an integrated organization of an automated electronic document management system based on the 1C: Document Management (version 2.1) program. You will navigate the settings, configure the program, classify documents. You can register incoming and outgoing documents, internal files, control their movement within the organization, archive and create reports. Not a single document will be lost, and you will become an irreplaceable employee in the company!

The course is part of the certification exam preparation program

Management documentation support. Business protocol

• Functions of the preschool educational institution at the enterprise. Organizational and informational support for the activities of the head.
• Forms and typical organizational structures of preschool educational institutions
• Documenting. The concept of documents, methods of documentation, media and document functions.
• Signs and structure of the document.
• Classification of documents.
• Documentary linguistics.
• Unification and standardization of documents. Unified documentation systems.
• Creation of documents: rules of drawing up and execution. Sample form, requisites and forms.
• The right to sign and power of attorney.
• Workshop: Creating a blank document (draft document).
• Organizational and administrative documents. Rules for drawing up the main types of organizational and administrative documents
  • Organizational and legal documents
  • Administrative documents
  • Information and reference documents.
• Special documentation
  • HR documentation.
  • Scientific and technical documentation
  • Financial documentation
  • Contractual documentation
• Confidential proceedings
• Information carriers: paper, electronic.
• Electronic signature.
• Information Systems.
• Use, storage and destruction of documents.
• Legal regulation of work with documents.
• Organization of business meetings and negotiations. Goals and objectives of the events.
• Types and format of events. Working with the media.
• Protocol events: receptions, visits, presentations, conferences, meetings.
• Planning, organizing and preparing business meetings.
• Features: business communication with foreign partners.
• Drawing up a program of stay. Cultural events in the program. Business accessories and gifts.
• Selection of premises and decoration of the table for negotiations and business meetings.
• Dress code for formal events.

Document flow in the structure of management documentation support. Modern archive

• Basic principles of organizing office work and workflow
• Document flows
• Internal document flow of the organization and document flow between organizations.
  • Reception, consideration and registration of documents
  • Reception of incoming documents, organization of delivery of documents
  • Registration of documents
  • Organization of consideration of documents
• Reference work
• Terms and control of execution of documents
• Organization of sending outgoing documents.
• Organization of operational storage of documents
• Requirements for the organization of storage of executed documents in office work. Nomenclature of cases
• Requirements for the formation of cases in office work
• Workshop: Drawing up classifiers and case nomenclature.
• Examination of the value of documents
• Preparation of files for archival storage
• Organization of work with documents that have access restriction stamps.
• Destruction of documents.
• Electronic document management. Benefits and risks.
• Mixed workflow options. Optimal ratio principles.
• Legal regulation of the safety of documents.
• Archive in organizational structure enterprises. The main tasks, directions of activity and functions of the archive.
• Normative legal acts governing the work with archival documents.
• Storage periods for documents. Types and kinds of storage lists.
• The procedure for transferring documents for storage to the archive of the organization.
• The procedure for the destruction of documents with different storage periods:
• Requirements for premises to ensure the safety of documents.
• Rules for working with the archive fund:
• Workshop: Registration of archival information.
• Electronic archive: opportunities and limitations.
• Interaction of the organization's archive with regulatory authorities.
• Archive outsourcing: advantages and disadvantages
• Mixed options for storing documents.

By purchasing the E1 Euphrates system, you optimize all business processes within the company. But in order for the system to allow you to get the maximum benefit from its use, it facilitated the conduct of all the work, and not just some of them (which sometimes happens, mainly due to ignorance functionality EDMS), the Cognitive Technologies company has developed special user seminars that allow you to learn absolutely everything about the system!

Main courses of user seminars:

• User "E1 Euphrates"
• Technologist "E1 Euphrates"
• Administrator "E1 Euphrates"
• Administrator of office work "E1 Euphrates"

Within the framework of the lecture course, the main functional capabilities of the system, the user's workstation are studied, the basic actions of the user in the system are considered. In the course of practical exercises, students work out cases in accordance with the teaching materials directly in the E1 Euphrates system. The course allows you to acquire basic skills in working with the user functionality of the system. Recommended for all users of the system.

The course provides for the study of tools and tools for setting up E1 Euphrates objects (designers of forms, routes and reports), as well as system configuration. The practical part of the course involves practicing skills in working with this toolkit directly in the E1 Euphrates system in accordance with the cases included in the teaching materials. The knowledge gained as a result of listening to this course allows you to work with all the modules for configuring system objects. Recommended for employees responsible for the implementation of the system, development of registration and control cards of organizational documents, reports, routes, scenarios (scripts) in the RCC and business processes.

Within the framework of the course, it is envisaged to study the means and tools for setting up E1 Euphrates objects (designers of forms, routes and reports), as well as system configuration. The practical part of the course involves practicing skills in working with this toolkit directly in the E1 Euphrates system in accordance with the cases included in the teaching materials. The knowledge gained as a result of listening to this course allows you to work with all the modules for configuring system objects. Recommended for employees responsible for the implementation of the system, development of registration and control cards of organizational documents, reports, routes, scenarios (scripts) in the RCC and business processes.

The course provides for a deep study of the functionality of the system and examines the basic actions of the user, both in the user's workstation and in the administrator's workstation. In the course of practical exercises, students work out cases in accordance with the teaching materials directly in the E1 Euphrates system. Also, students receive basic general administration skills (with the exception of issues of installing the system on a server and user workstations). The course allows you to acquire basic skills in working with user and administrative functionality of the system. Recommended for all users of the E1 Euphrates system, who also perform basic administration of the system after its installation.

Typical training is carried out in the Moscow office of Cognitive Technologies and allows you to master the basic configuration of the E1 Euphrates.

When more than 5 employees are trained at the chosen course of the organization, a 10% discount on the cost of training is provided.

When conducting a lecture in classroom Cognitive Technologies maximum group size is 12 people, during a practical lesson - 6 people.

When studying at the customer's territory (in addition to the cost of the course, travel expenses are paid), the size of the lecture group is not limited, the size of the group in the case of a practical lesson should not exceed 10 people.

Eleventh Forum "Internal and External Electronic Document Management" organized by portal site, will be held October 24-25, 2019 (location: Moscow, Hotel Marriott Novy Arbat, st. Novy Arbat, 32).

• only practical cases
• 25+ speakers from leading companies
• Reports from representatives of government agencies
• Panel discussions on the most pressing topics

Early registration discounts apply. Hurry up to register at the best price!

One of the most effective steps towards digitalization of a company is the introduction of electronic document management, which is why the topic of EDI is very relevant. The transition to EDM in many companies has either already begun, or is planned very soon, it is important to know now about the practical experience of leading companies. You will learn about legislative innovations, trends in the EDM market, how to start preparing the company for the implementation of electronic document management, how to optimize existing processes and how to modernize the system - you will learn at Eleventh Forum "Internal and External Electronic Document Management".

As part of the Forum, on October 24, the awards ceremony for the winners of the "Best EDF Russia and CIS 2019" competition will take place. All information about the Competition.

• Legislative changes, new opportunities and trends in the field of EDI
• Regulator innovations in HR EDM and their practical application
• How to use EDF to improve the efficiency of business processes in a company
• Panel discussion: robotization of business processes in EDI
• How to properly organize and organize an electronic archive
• The use of electronic signature: how to ensure the legal significance of documents
• Features of business interaction with EDI operators
• Debate: Roaming vs Multioperator
• How to establish interaction of the electronic document management system with other elements of the company's IT architecture

Forum audience:

• CFO
• CIO
• Chief accountants
• EDF implementation project managers
• Financial and accounting specialists
• Tax specialists
• Lawyers
• Shared Service Center Representatives

Listen to feedback from past attendees:

Irina Shchadilova, Evraz Holding

"Organization of the forum at the highest level, I am grateful for such a relevant, valuable event in the field of EDF "

Galina Yurieva, Hals-Development

“Interesting and informative performances. Good organization forum. Thank you "

Ekaterina Gudalina Velcom

“Thank you for your suggestions on the topic of EDF implementation. Excellent composition of participants and a variety of EDF cases "

Lyubov Shishova, Polymetal

"Well-organized event: venue, format of meeting and reports, opportunity to communicate with participants"

Andrey Drozdov, Sodruzhestvo-Info

“Excellent organization, lively friendly atmosphere, interesting topical reports. Success in development! "

Lyudmila Manuilova, Runbaxi Laboratories Limited

“A very interesting and useful conference. The acquired knowledge and experience of other companies will be applied in practice "

Elena Bebeshko, Tele2

"Well-organized event, well-chosen location, excellent selection of topics and speakers"

Elena Dontsova, Seligdar

“At the Forum for the first time, thanks for the fact that the speakers are practitioners, I learned a lot of new and valuable things. Thank you for the excellent organization "

Elena Litvinova, Regional Pharmacy Warehouse

"A high level of organization, the opportunity to learn experience in other industries, the ability to exchange information and get interesting contacts"

Andrey Skryl, Sevkabel Holding
"The organization of the conference is at a decent level, the reports are interesting, very informative, stimulates the introduction of EDF"

Tatiana Fedyaeva, Bayer
“Very informative, friendly atmosphere, many useful information from the point of view of best practices "

Zamira Abdurakhmanova, Enter Engineering
"Excellent preparation and presentation of speakers, valuable practical experience in the implementation of EDMS"

ECM - is it simple or difficult?

Today, 100% of documents in the office are created in electronic form, but still more than 80% of the created documents are printed (for approval, review, launch)! How can such a format 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 improvements, in automation is not formed instantly, and only after receiving a number of signals, management and responsible specialists come to the conclusion that in order to solve current issues the enterprise needs special informationsystem for content management (ECM system). That is, it is required to manage information at all stages of its existence, until it becomes obsolete.

To come to an understanding of the voiced need, to see the applied benefits of using a specific IT solution, it is necessary not only to "grow", but also to understand how the ECM system works in general. What stages of information processing are covered by the ECM infrastructure? What can be done with information at each stage? What rules govern the processes of interaction with information? How does a broad theory translate into practice?

This section of our Internet resource has collected and structured materials that simply cover complex issues related to corporate content management.

What is an electronic document, EDMS, ECM

There are many definitions of what an electronic document, EDMS, ECM are ... We will try to give you the most understandable and succinct of them.

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

Workflow (workflow) is a sequence of actions of employees within a certain business process. For example: a sequence of actions is "receiving a document, registering a document, reviewing a document, executing a document", and a business process is "working with citizens' appeals".

Electronic document management (EDF) 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:

• you can immediately find required documenton the phone with an important partner?
• can you say for sure which of the orders you have issued have not been fulfilled at the moment, which are overdue?
• 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 you have issued for approval is currently located?

If you gave a negative answer to 3 or more questions, then it's time for you to seriously think about purchasing an EDMS or ECM system.

Advantages of electronic document management

Transparency of business processes... The system provides the ability to track the stages of execution of business processes, which makes all activities in the organization absolutely transparent for management and controllable.

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

Reducing the time spent by managers and employees... The use of the system reduces the time spent on almost all routine operations with documents (creation, search, approval, etc.). In addition, there is an acceleration of the workflow and, as a result, of all processes in the organization.

Ensuring confidentiality of information... A leak confidential information can cause millions in losses to the organization. Unlike traditional "paper" workflow, the ECM system provides access to documents strictly in accordance with the assigned user rights, all actions on the document (reading, changing, signing) are logged.

Compliance with ISO 9000 standards... The setting of quality management has now become one of the priority tasks being solved russian companies... One of the requirements for a quality management system (QMS) is a transparently delivered workflow and information interaction. The advantages of using an ECM system when setting up a QMS:

• ensuring strict adherence to sections iSO standard 9001: 2000 for Document and Records Management;
• support for the implementation of regulations by employees within the described business processes;
• provision of means for control by the management over the functioning of the QMS.

Ease of innovation and learning... 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 due to the ability to quickly search for information necessary for work (regulations, instructions, etc.). It is easy to change routes and templates of documents, after which employees automatically start working in a new way

Development of corporate culture... The ECM system implementation process establishes and maintains a corporate culture. Optimizing employee interactions and developing horizontal connections lead to team cohesion. At the same time, the responsibility of each employee for the high-quality performance of the assigned task increases.

Growing competitive advantage... The implementation of an ECM system directly affects the company's competitive advantages over other market players. The speed and quality of customer service increases due to the acceleration of information flows and precise control of all processes. Functioning even large enterprise becomes more mobile and less dependent on specific “irreplaceable” employees.

ECM technologies

To management corporate information (or content) can be approached both from the point of view of practice and from the point of view of theory. Undoubtedly, the practical aspects of ECM are interesting primarily because of their business focus. However, in order for various practical issues to develop into a structured knowledge system, a theoretical basis for the technical component is required. To do this, you need to pay attention to the components of the life cycle indicated in the canonical definition from the AIIM (Association for Information and Image Management) glossary: \u200b\u200bCapture, Manage, Store, Preserve and information delivery ( Deliver).

Information management is carried out throughout the entire life cycle of information: from its 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 information systemsah and with the help of various applications, but only ECM emphasizes that there should be a unified approach to information management throughout its entire life cycle.

It is worth paying attention to the fact that from the point of view of business in life cycle document important stages that have a direct impact on business processes when the document participates in workflows (workflow). From a purely technical point of view, these stages do not carry a pronounced semantic load, they are designated by the general term "document management".

Read more about information management technologies in the articles:

Functionality and classification of EDMS and ECM systems

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

• document management (checkout / return, version control, security, document grouping, etc.);
• collaboration on common documents and support of 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, route tracing and execution control;
• web content management to automate publishing, dynamic content and user interaction management for these tasks.

In accordance with the number of functions implemented, the EDMS are divided into:

• office systems
• electronic archives
• workflow systems
• complex or ECM systems.

You can find out more about this topic in the headings of the section "EDMS and ECM Functionality":

How to make friends ERP and ECM systems

ERP (Enterprise Resource Planning) is an enterprise management strategy focused on optimizing resources (production, financial, labor) through an information system.

Although both ERP and ECM systems work with corporate information, the nature of this information is completely different. Well-structured information forms the basis of ERP systems data. An ERP system document is a well-defined form (describing one of the resources - finance, material assets, production capacity), where their values \u200b\u200band certain processing logic correspond to a set of requisites.

An ECM system document (content unit) is primarily unstructured information. For an ECM system, there is no difference it is a text document, table, video file or drawing. The system will equally well include such documents in the approval business processes, assign rights or search for the required document.

Integration of ERP and ECM in an enterprise is perhaps the most natural and least risky way to combine the functionality of these systems.

Read more about the integration of ERP and ECM systems:

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 correctly determine what exactly should be implemented within each system.

EDMS and ECM-system are primarily focused on working with unstructured information, so attempts to solve some problems in it will be ineffective.

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

HR administration... Despite the fact that HR administration is directly related to documents, the task of this area is not in the management of the documents themselves, but in the accounting and management of personnel. It is necessary to obtain various 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 the change in the state of personnel, therefore, for automation hR administration it is more expedient to use specialized personnel management systems that can be integrated with an ECM system for storing unstructured information (resume, photos, personnel orders, etc.). In addition, it is useful to automate the processes of approving these documents in the ECM system.

• Practicum DIRECTUM: Orders, statements, applications + ECM \u003d Personnel documents in circulation

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, are specialized accounting systems, 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 is eDMS tasks... The need to implement such solutions usually arises with large volumes of documents and participants in business processes who will work with financial documents as with EDMS documents, taking into account access rights, EDS, etc.

The combined use of ECM and ERP systems is useful at the following levels:

• storage of document images in ECM, which are recorded in ERP;
• storage of ERP reports in ECM, incl. signed EDS;
• coordination of documents and records of ERP directories using the ECM system.

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. ...

The following materials will be useful for studying this topic:

Analysis and modeling of business processes.

As a rule, systems of the BPM () class are used for the analysis and modeling of business processes. These are specialized tools of an enterprise business analyst or an external consulting firm. The modeled business processes may include 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 a certain amount of information for analyzing 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 is advisable to implement the integration of EDMS and modeling systems based on reference data, for example, types of documents or organizational structure. In addition, it will be effective to use the EDMS as a data provider for the analysis of existing business processes that are performed in the EDMS.

On the other hand, document management systems available on the market often go beyond the EDMS and approach the class of BPM systems, then the capabilities may include one or another functionality for analysis and modeling.

You can read more about ECM system positioning in the section.

ECM system implementation

Implementation effect

Evaluating the effect of an ECM project is essentially no different from evaluating the effectiveness of an IT project, and evaluating an IT project is no different from evaluating any company project.

Sometimes companies can implement information Technologyalmost without thinking about economic effect... This is possible in cases where the IT problems to be closed are obvious and do not require additional justification. For example, buying a computer for a secretary or deploying accounting system... The motive here is the maturity of the company's technologies, without which the company simply cannot be considered effective. In other cases, the effect is almost impossible to calculate, although the need for implementation is beyond doubt. 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, for example, 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 there 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 costs, which can be calculated per unit of production only using a certain model of economic planning, which is often quite difficult to formalize.

We offer you a description of several methods for assessing the effectiveness of ECM projects:

The implementation of an ECM system usually consists of the following stages:

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

The enterprise can organize the implementation process independently or with the involvement of a third-party implementation company. In the first case, it will take more time and effort on the part of our own employees, the implementation time is likely to be delayed. In the second case, significant financial costs will be required to pay for the services of a third-party organization, but the timing and result of the project will be more guaranteed.

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

• active participation of the management in the process of implementation and use of the ECM system;
• highlighting and in-depth learning key employees for the implementation and support of the ECM system;
• 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, the problems and risks of introducing an ECM system coincide with projects for the implementation of other enterprise-wide information systems and lead to the following negative consequences:

• violation of project deadlines;
• violation of the project budget;
• incomplete achievement of the set goals (the system works, but not in full: less / worse than planned);
• complete disruption of implementation (after implementation, the system does not really work).

Specificity of risks when introducing an ECM system, it is associated with the fact that in a short time it is necessary to transfer most of the company's employees to completely new methods of work (reading documents in electronic form, receiving electronically 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 in general, standard:

• detailed preliminary design of the ECM-system operation on this enterprise;
• clear guidelines and personal leadership example;
• staff training and operational support in solving problems.
• phased implementation.

Reliability and legality of an electronic document

The field of electronic content management and electronic interaction is now actively developing. Legislation is also developing, some norms are fixed in it after they have become established in life, some, on the contrary, appear with the introduction of legislative acts.

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 the validity of an electronic document?

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

In its simplest form, the EP mechanism works as follows. A certification center (department or external organization) is allocated, which, using a specialized software generates so called "key certificates" for each user. ES key is a unique sequence of symbols. It consists of a private key (it is available only to its owner, with its help the owner can sign an ES document) and a public key (it is available to everyone, with its help you can 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 simultaneously closed for changes) or "Get information about signatures". Legitimacy electronic documents is recognized.

If you want to explore the use of electronic signature, refer to section.

If you want to study different areas of legislation - read the materials of the section.

Parting words

We hope this section helped you understand what electronic document management means and whether the time has come to implement an ECM system in your organization.

We wish you success in mastering new technologies, and the materials of our resource will always help you find answers to your questions in the field of EDI.