NauDoc is a free electronic document management system for small and medium businesses. Practical feedback. Electronic Document Management for Small and Medium Business: Tips for Beginners Electronic Document Management for a Small Organization

Shiraz Ahmed
November 29, 2011 11:46

Awareness of electronic document management has grown over the past few years, but many aspects of it are still not clear to the general public. It is often confused with file management, management information resources enterprises (of which electronic document management is), organization of office work, etc.

Here we will try to debunk five myths about electronic workflow from a small business perspective.

Myth # 1: I have an OCWindowsfor file management, and I don't need a separate electronic document management system.

Reality: Windows Explorer helps you manage your files / documents, of course, but it's just a basic tool, largely limited to storing files in a hierarchical folder structure. On the other hand, good system Workflow will allow you to store document type-specific metadata based on the unique requirements of your organization. So, for each scanned invoice image, you can define metadata to store: Invoice Date, Invoice Amount, Company, Status (Paid / Not Paid), etc. This greatly increases the number of ways in which you can search and group documents. In addition to this, electronic document management systems often allow you to establish links between documents, create annotations to them and set various access rights to documents (for example, a user can view, but not edit). As you can see, this is much more than what your operating system has to offer.

Myth 2: Small businesses do not need electronic document management

Reality: This is perhaps the biggest misconception. Small business owners manage limited resources and are therefore often unable to hire staff to handle mundane paperwork: stamping, registering, creating an archive, retrieving and returning documents, re-registering after each review. Employees already hired small company spend additional time to accomplish these tasks beyond those for which they were hired. Having a good electronic document management system provides access to all documents at the click of a mouse.

Myth 3: Electronic document management too difficult to implementin small companies.

Reality: As a small business, you need to be clear about your firm’s basic paperwork needs. Once these needs are identified, solutions that are available and easily implemented are immediately apparent. Most the best way to implement a solution - to "test" it for a start on one of the company's divisions or on solving one of the business problems (for example, to organize the management of incoming and outgoing invoices). Do the analysis in a month or two and see how your employees' performance in document management has improved. Once you see the benefits in one department, you can replicate the solution to the rest of the organization.

Care must be taken to ensure that the solution has the following properties: it is easy to install and configure, has a simple user interface, a detailed user manual and technical support available on e-mail or phone.

Myth 4: Electronic workflow is too expensive for small businesses

Reality: Small businesses may not need the advanced, complex EDMS capabilities that large businesses typically need. Also, the number of users who will use this software product is likely to be less than in larger organizations. However, there are electronic document management software products that are cost effective for small businesses. In addition, the transition to electronic document management allows you to reduce the consumption of paper and other office supplies, thereby significantly reducing your running costs. In fact, when you calculate the return on investment (ROI) for a small business electronic document management system, you will see that investing in it can indeed be one of your firm's most profitable investments in the medium to long term.

Myth 5: I can eliminate all paper documents as soon as I have an electronic document management system.

Reality: You have decided to implement a document management system. Congratulations! But don't rush to the shredder right away! Many of these documents you should store in paper form.

Divide all your documents into 3 groups:

1. Those documents that must be kept in paper form by law, for example, originals of contracts with signatures.

2. Documents that you may still need in paper form in the course of routine work.

3. Those documents that you will no longer need in paper form.

Before heading to the shredder, you can only grab the last of these 3 groups. After months / years, you will no longer need to store documents from the third and second groups in paper form, which will bring you even closer to paperless document flow.

Translation: Anna Ananina (DIRECTUM).

It is no secret that the successful conduct of any business primarily depends on how the mechanism for organizing documentation works. After all, working with paperwork, although not fun, is an important link in company management.

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

In this article we will tell you: What is an EDMS? What types, advantages and disadvantages does it have?

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 any human intervention at all. EDMS opens such opportunities for enterprises.

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

Surely many organizations know how to create electronic documents, store and transfer them. However, a simple electronic format will have no legal effect. In order for the 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, the EDMS 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, special software is required. Usually such a program is called an EDF platform. In addition, for the smooth operation of such software, you will need optional equipment... For example, servers, network channels, etc.

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 in what format documents are sent, requires and controls the affixing of an electronic signature, stores and archives papers on his own, etc.

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

Pros and cons of EDF

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

Advantages

disadvantages

Ordering. The system automatically assigns numbers to documents, which eliminates all kinds of errors Tracking. At any time you can find out who is working with the document Safety. The employee will not be able to lose or spoil the electronic document Recovery. A 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. It is convenient to work. If necessary, the employee can change the original version of the document. EDF 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 works 24/7. Moreover, when connecting 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 enables a specialist to plan the course of work with papers. You can set the date, time of execution, as well as the sequence. And at the right time, the program itself will prompt the employee about the need to perform his work. Convenient search. The program is designed in such a way that it makes it possible to find the required document not only by name, but also by keyword. Saving paper. There is no need to print the documentation, stitch it into folders and make an inventory. All information is stored in electronic form, and at any time the required document can be displayed on paper.

Money spendings... The creation of EDF 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 (*). To use the EDMS immediately - it will not work... After the acquisition, installation, implementation and debugging of the program takes a lot of time, as well as special skills. Training... In order to use the ERMS correctly, all employees involved must undergo special training. Security... For the safety of information, company leaders must pay special attention to security. Namely release electronic signature, determine which of the employees, and what access to the papers will have, and also need to protect the program from penetration from outside. You will need an EDMS administrator... The staff of the organization must have a person who will be able to solve the current tasks of working in the EDMS. Namely, to debug the server, help users, monitor the functioning of the system. Requires continuous backup... In order to preserve information, users must keep records at all times. 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 should be both in electronic and paper form.

The real cost of electronic document management for small businesses

(*) If the company is small and the business owner (or the sole proprietor) is going to sign the documents personally, then the costs will be minimal. They consist of buying an electronic digital signature - 1500 rubles and access to the electronic document management service - from 100 rubles.

For small volumes, our editors recommend the Kontur.Diadok service. If you choose the tariff “ Universal“, Then the costs will be only 9 rubles for the sent document. If we compare it with sending original documents by mail, then here is sending one registered letter within the region will be at least 50 rubles. The difference is obvious:

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

As can be seen from the table, despite the positive aspects, the SED also has negative aspects. 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 will simply not work. Such an employee also needs to pay a salary. And this is another expense item.

But do not forget that the efforts expended will pay off in the future, and companies working with EDMS will only benefit. After all, they will save not only on information processing time, but also significantly reduce the cost of paying for services, for example, for an archivist. Plus, in addition to everything else, the electronic archive does not require additional premises, the purchase of additional office supplies 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 tantamount to paper with a handwritten signature. To conduct electronic document management, you need an electronic signature certificate.

The interface usually consists of 2-3 tabs, including counterparties (your partners and clients participating in EDF) and the main tab - Documents. In this tab, in the Inbox and Outbox sections, the documents you sent and received will be contained.

EDF types

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

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

• Office work system... This type is intended for the management of the enterprise. Moreover, the work is carried out according to all accepted rules with vertical control, i.e. from boss to subordinate;
• Electronic archives... The main goal of such a system is to organize the storage of documentation. Among other things, the program allows the user to easily find the required 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 to organize and automate business processes. It is easy to do business with such software, and workflow is just a reason for the existence of working moments;
• ECM systems... The software allows the user to introduce novelty into the organization's management system. With the help of complex systems, it is possible to manage: documents, signatures, workflows, employee knowledge, etc. This type of EDM will be much more expensive, because it offers the user advanced functionality.

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

How to choose the right EDMS

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 company, the staff, etc.

For example, for commercial organization will correctly establish the ERMS both between employees and between partners. Only in this way the company will be able to obtain the necessary economic benefits.

For state institution it is better to focus on the specifics of its work, and to 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;
• How fast will this system be introduced into the workflow;
• The presence of settings, and they must be flexible;
• Does the system have the ability to expand 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 is of a high level;
• Reputation of the manufacturer, etc.

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

1. Explore the functionality. It is necessary to pay special attention to the chapter "Opportunities". It is important that the manufacturer specifically indicates 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. Examine 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. Most the best way - this is watching videos on YouTube;
5. Many manufacturers offer free trials to executives. 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 point cannot but worry the buyer. It is difficult to determine what the real cost of the EDMS should be, but it is worth studying what makes up this or that figure. Therefore, a detailed study of the price list will help the buyer to avoid unforeseen expenses and expenses.

It is worth remembering that only a specialist will help to make the right choice. Therefore, the selection and installation of the 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, so far only large firms do paperwork in electronic form. But everything is changing, and it is likely that in the near future the need to work with the help of EDMS will be appreciated, and many firms will be able to afford to conduct electronic business. This means they will become the most effective and successful!

The inertia of human habits is the main obstacle to the introduction of electronic document management systems (EDMS) at enterprises. Their advantages will soon become predetermined in competitive struggle, so now you need to think about transferring office work to digital rails.

Legal basis of EDMS

Large enterprises with an extensive branch network are rapidly switching to electronic document flow, which is facilitated by the availability of sufficient legislative framework.

The laws governing the work of the EDMS are:

1. No. 149-FZ "On information, informatization and information protection".
2. No. 63-FZ "On electronic signature".
3. No. 263-FZ "On the abolition of restrictions on electronic document management."
4. Civil Code.
5. Arbitration Procedure Code.

Direct legislative norms are the same for everyone, but when introducing an EDMS, an enterprise must additionally develop a number of internal regulatory documents:

• eDS use regulations;
• corporate rules of electronic document management with an algorithm for resolving disputes;
• a document of accession to the rules, which must be signed by all employees.

Company employees are required to use only certified digital signatures and information cryptographic protection means. Compliance with this rule and the consistency of the legislative framework make it possible to make the actions of an employee in a corporate EDMS legally significant.

The essence and functions of the EDMS

Electronic document management system - automated system workflow management, which allows employees to interact through digital devices without using paper media.

The basic functions of the EDMS are:

• creation, transfer, storage of electronic documents (ED);
• digitization of paper documents;
• creating a document card with its attributes;
• formation of documents based on ready-made templates with specified attributes;
• search for documents in a centralized database;
• routing documents;
• control of document acceptance and execution of orders contained in it;
• keeping journals, classifiers;
• conversion of ED into compatible formats;
• automatic registration of incoming documents;
• sending notifications;
• coordination of documents;
• collective work with ED;
• interaction via ED with the company's counterparties;
• generation of reports on the execution and movement of documents.

An important parameter of the EDMS is its modularity, which allows you to expand the functionality without significantly changing the basic settings.

Types of EDMS

Obviously, large industrial enterprises and trade companies have different requirements for EDMS. That is why software products are divided into two categories, depending on the standardization of work processes:

• "Box";
• basic with wide configuration possibilities.

Boxed products are designed for warehousing, office processes and small-scale industries. They only require modular configuration and the introduction of primary information.

Their features:

• quick setup;
• standardized teaching;
• no revision required;
• low maintenance cost.

Basic platforms are deployed on large enterprises with a unique organizational and production structure. Such EDMS require long-term refinement, including by the customer's own IT specialists.

They have the following characteristics:

• the ability to adjust to specific business processes;
• creation of additional software modules according to customer requirements;
• mutability of the interface;
• complexity of cost planning due to the inability to estimate the amount of improvements.

For most small businesses and trade organizations, standard "box" solutions are enough.

Advantages of an electronic document management system

Translation of the company's document flow into electronic view gives the company advantages at multiple organizational levels. EDMS allows you to simplify the work of both the management team and ordinary employees.

Tactical advantages

Electronic document management allows you to reduce the current operating costs of the business. When deciding to install an ERMS throughout the enterprise, it is recommended to measure the performance of employees before implementing the system. You can count the time to complete template tasks, approve proposals, search for required documents. Separately, you can determine the current costs of office equipment and stationery.

Based on the efficiency of the company's basic processes, the following advantages of the EDMS are distinguished:

1. Freeing up physical space at user workplaces.
2. Reducing the cost of renting archival space.
3. Saving time of employees for copying documents, processing them, entering them into journals.
4. Reducing the cost of paper, materials for copying equipment.
5. Reducing the time for transferring paper documents between departments.
6. Saving time of employees due to the full automation of some of the operational processes.
7. Increase worker productivity by reducing routine work.

The tactical advantages of the EDMS make the work of ordinary employees the most easier, so they are the ones who will notice the improvements first.

Strategic advantages

Strategic goals in the implementation of EDMS affect the main business processes: profit indicators, speed and efficiency of communications with counterparties, protection of commercial information.

In these areas, the following advantages of electronic document management can be distinguished:

1. Creation of a centralized information space with an ED base and controlled remote access to it.
2. Acceleration of information retrieval by attributes.
3. Opportunity comprehensive protection commercial information on a computer network.
4. Increasing the transparency of work processes, preventing corruption schemes.
5. Possibility of parallel coordination of internal documents.
6. Remote access to workflows outside the workplace.
7. Improving the safety of documents and the impossibility of their falsification.
8. A sharp increase in the execution of orders due to online monitoring of employee actions.

Strategic advantages contribute to the growth of manageability and corporate image, which provides significant benefits in attracting new customers.

Benefits for ordinary users

Long-term, routine operations are recognized as harmful to health and drastically reduce productivity. Monotonous processing of requests and documents in different programs distracts from responsibilities, taking away the lion's share of working time.

EDMS has a number of advantages for solving the specified user problems:

1. Convenient location of ED in the archive, allowing you to find them by attributes within 1-2 minutes.
2. Regulation of operational processes. As a result, the employee receives only those tasks that he is obliged to perform according to the job description.
3. Acceleration of adaptation of new employees to workflows by automating intracorporate interaction.
4. The ability to obtain information about the chain of approvals and stages of project implementation.
5. Reduction of routine operations by combining working environments in computers, using templates, eliminating the stage of printing documents and their signature.

Reducing the number and duration of non-specific operations allows you to devote time directly to work processes that require high qualifications.

Benefits for the enterprise IT structure

When implementing the EDMS, it is integrated with the existing IT infrastructure, providing the following advantages:

• facilitating control over the system, reducing qualification requirements to her administrator;
• the ability to customize new templates and document routes without standard programming tools;
• combining several applications into a single working environment;
• the ability to scale the system at no additional cost;
• no need to replace existing computers;
• comprehensive network protection against malware.

EDMS involves certain investments in technical meansbut they pay off in a short time.

Computer hardware becomes compatible, resulting in increased utilization of its resources.

Benefits for executives

Electronic document management makes the work of the management staff effective due to the following advantages of the system:

1. EDMS mobility, the ability to access ED through remote computers on business trips.
2. Ease of monitoring employees using reports on their performance, productivity and timeliness of order execution.
3. through integration with.
4. Acceleration of logistics procedures between suppliers and buyers with the joint use of the EDMS. There is a possibility of exchanging primary ED by connecting to a single external operator, which guarantees the legal legitimacy of documents.
5. Providing access to financial information exclusively to top managers, excluding the secretariat.
6. Reducing the likelihood of losing important documents.

The manager can always log into the system and generate a report on the performance of each employee.

Awareness of this fact by employees does not give them the opportunity to relax and go about their own business.

Disadvantages of electronic document management

The introduction of electronic document management in an enterprise has its drawbacks. They do not allow small businesses to introduce full-scale warehouse operations and management based on EDMS.

The disadvantages include:

1. Possibility of database corruption by unknown malicious code. This shortcoming can be solved by regularly backing up information on devices not connected to the network.
2. Difficulty adapting employees of the age category 40+ to the digital form of interaction.
3. High price. The price of a domestic EDMS for small businesses ranges from 1,000 to 10,000 dollars.
4. The efficiency of the EDMS decreases in the absence of electronic document management among the company's counterparties.
5. The benefit of the system in compact offices without additional work units and premises is questionable.
6. The need to duplicate ED in paper form when working with some counterparties.

These shortcomings are largely due to the delay in the adoption of the necessary legal norms and the low degree of penetration of the EDMS into the business environment. But trends show that in 10-20 years, electronic document management at an enterprise will be considered more the rule than the exception.

How to choose the right EDMS?

Choosing an EDMS is not easy, because there is a high probability of buying the wrong product or entering into a contract with an incompetent company.

Therefore, when deciding to purchase an electronic document management program, it is necessary to take into account a number of its characteristics:

1. Working hours eDMS manufacturer on russian market... Adjustment to national legislation requires years of practical experience in implementing such systems.
2. Compliance with industry standards.
3. Compatibility with company structure.
4. Possibility and cost of further maintenance of the software product.
5. Scalability of the EDMS with the expansion of the enterprise.
6. Availability of software configuration documentation to full-time IT specialists.
7. Information security level.
8. Data backup options
9. Recovery time after failures.

For the final choice of a company for the implementation of the EDMS, it is recommended to analyze several providers, study demonstration materials and ask to install a demo version of the software. When deciding, it is important to take into account the costs of upgrading equipment and the level of professional training of your own IT specialists.

Difficulties in implementing EDMS

The process of implementation of EDMS in Russia is influenced by the use of many unlicensed programs by users, their incompatibility and the predominance of manual management of business procedures.

As a result, providers of electronic document management face the following difficulties at enterprises:

1. A variegated format of data storage in various departments.
2. Lack of structured information in the applications used.
3. Lack of regulation of the system of employee access to specific business processes. The standard form of job descriptions does little to help the organization of the EDMS.
4. The information flow is overloaded with bureaucratic procedures and approvals.
5. Crashes due to data storage in various applications.
6. Computer illiteracy of employees of the enterprise and sabotage of training activities at the level of performers.
7. Inconsistency of the EDMS with industry norms and by-laws.

There is little volitional decision of the management to switch to electronic document management. Need a systemic overhaul job duties employees and management structure of the company. For desirable integration with the system, which must be installed in accordance with the law.

An important direction in the implementation of the EDMS is tough personnel policy against incompetent and untrained employees. Because their unwillingness to work according to new principles will significantly increase the costs of the process of introducing and maintaining electronic. The EDMS must interact with people within the framework of a single mechanism, therefore, its poorly working elements must be corrected or replaced in time.

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3.Responsibility of the Parties

3.1. A Party that has violated the obligations stipulated by the Agreement regarding the protection of confidential information transferred under the Agreement is obliged to compensate, at the request of the affected Party, for real damage caused by such violation of the terms of the Agreement in accordance with the current legislation of the Russian Federation.

3.2 Compensation for damage does not terminate the obligations of the offending Party to properly fulfill its obligations under the Agreement.

4.Other provisions

4.1. All notices, inquiries, requirements and other correspondence under this Agreement, including those that include confidential information, must be made in writing and handed in personally or via courier, or sent by e-mail to the addresses specified in the license agreement for computer programs dated 01.12.2016, the agreement of accession to the license agreement for computer programs and in this Agreement or other addresses that may be further indicated by the Party in writing.

4.2 If one or more provisions (conditions) of this Agreement are or become invalid, then this cannot serve as a reason for the termination of other provisions (conditions).

4.3 The law of the Russian Federation shall apply to this Agreement and the relationship between the User and Insales arising in connection with the application of the Agreement.

4.3. All suggestions or questions regarding this Agreement, the User has the right to send to the Inseils User Support Service or to the postal address: 107078, Moscow, st. Novoryazanskaya, 18, p. 11-12 Business Center "Stendhal" LLC "Inseils Rus".

Date of publication: 01.12.2016

Full name in Russian:

Limited Liability Company "Insales Rus"

Abbreviated name in Russian:

LLC "Insails Rus"

Name in English:

InSales Rus Limited Liability Company (InSales Rus LLC)

Legal address:

125319, Moscow, st. Academician Ilyushin, 4, building 1, office 11

Mailing address:

107078, Moscow, st. Novoryazanskaya, 18, p. 11-12, BC "Stendhal"

INN: 7714843760 Checkpoint: 771401001

Bank details:

The main requirements that the electronic document management system must meet:

• Safe storage and easy retrieval of documentation.
• Support and implementation of clerical tasks.
• Timely control over the execution of documents and their routing.
• Creation of analytical reports.
• Information security assurance.

Modern EDMS also have functions for interacting with customers, processing their requests and additional useful tools that allow you to solve many applied problems.

Types of electronic document management systems

There are various types of classification of electronic document management systems, but the most indicative classification is the division of EDMS according to title functionality. Any EDMS is positioned by its developer as intended primarily for performing a certain type of task. This does not mean that it does not provide for any additional technologies inherent in most "brothers". It's just that the set of tools of each electronic document management system has its own strengths and weaknesses. In the classification by title functionality, the strengths of the EDMS are taken into account.

So, it looks like this:

• EDMS designed to create and work with electronic documentation, as well as digital analogues of paper documents.
• Accounting systems that automate the registration of events and documents throughout their entire life cycle (electronic filing cabinets).
• EDMS, the main task of which is to automate work with large storages of corporate information.
• Systems for managing electronic archives with documentation.
• EDMS, the functionality of which specializes in extracting the necessary information from archives and other electronic sources.
• Systems that manage corporate processes, document processing and the activities of organization employees who are involved in working with business documents.
• Information EDMS that control devices for data storage.

There is also a short classification of EDMS by country of origin, used only in Russia. According to it, the electronic document management systems in our country are subdivided into domestic, import and Russian, developed on the foreign platform Lotus / Domino. Our review contains examples of only two foreign EDMS - EMC Documentum and Lotus Domino.Doc. All other SEDs have "citizenship" of Russia.

TOP-10 electronic document management systems

We evaluated the electronic document management systems, focusing on the comparison of five parameters, which are decisive when choosing an EDMS for automating document circulation at an enterprise. The scale is ten-point.

A place	Program / Service	Price	Easy to learn	Functionality	Accounting for Russian legislation	Technical support	Overall score
1	Business	8	8	10	10	10	9,2
2-4	1C: Archive	9	7	10	10	9	9
2-4	CompanyMedia	9	9	9	10	8	9
4-6	EMC Documentum	–	9	10	8	8	8,8
4-6	Logics	9	10	9	10	6	8,8
4-6	Euphrates	9	10	9	10	6	8,8
7	DIRECTUM	10	8	8	10	7	8,6
8	Lotus Domino.Doc	–	8	8	9	9	8,5
9	OPTIMA-WorkFlow	10	8	8	9	7	8.4
10	LanDocs	8	7	7	10	8	8

Note: the final assessment of the system in the table does not pretend to be one hundred percent objectivity and reflects the author's opinion based on a deep analysis of this topic. This review of electronic document management systems is made only among high-quality software products that you can safely choose for use in various types of business.

BUSINESS

This electronic document management system is a recognized leader in its segment throughout the entire post-Soviet space. In it, both the largest holdings and corporations and small businesses successfully carry out document flow and office work. In relation to this system, it is appropriate to apply the tautology: "BUSINESS" knows its business. Indeed, this software is ideal for deep office automation and workflow.

pros

• The ability to track all stages of movement of any electronic document.
• Simplicity and convenience in creating documentation projects.
• General debugging and functionality of the system.

Minuses

• The "strained" disadvantages include a somewhat archaic interface and a certain difficulty in mastering.

How much is?

The price of a license to use the DELO system within one workplace (DBMS - Oracle) depends on the planned total these places and varies from 11,000 rubles (201-500 rubles / m) to 13,400 rubles (1-5 rubles / m). If the organization uses the Microsoft SQL Server DBMS, then a license for one workplace will cost from 7200 to 9500 rubles, respectively.

Logics

The program "SED Logic" until 2012 was called "Boss-Referent" and was one of the most popular Russian electronic document management systems, a serious competitor to SED "Delo". The name change has not affected the quality of this software product in any way, and it remains a reliable and functional system for managing office work in enterprises of all types and sizes.

pros

• The ability to build complex multi-level routes for document approval.
• High level of protection of user data.
• Relative ease of mastering the main components of the system.
• Flexible and modifiable documentation processing processes.

Minuses

• Inconvenient differentiation of access rights in case of serious staff turnover.
• Not the most conscientious tech support job.
• Archaic interface.

How much is?

The cost of one license to use this program depends on the number of employees connected to it. If their number does not exceed 49 people, then the price will be 5,900 for each job; from 50 to 199 connected workers - 5,200 rubles; and if there are more than 200 jobs, then the price of one license will be the minimum - 4900 rubles.

Euphrates

This electronic document management system was developed in full compliance with the requirements of the standard iSO quality 9000 and Russian GOSTs in the field of office work. “EVFRAT” differs from its “colleagues in the shop” by the presence of many of its own unique software developments that cannot be found in competing EDMS. Purely technologically, this system is one of the most "advanced" in the modern Russian EDMS market.

pros

• The delivery set of this system includes an embedded DBMS "Nika", which automatically frees the user organization from purchasing additional software.
• Friendly interface with a pleasant and memorable design.
• Built-in role mechanism for managing access rights.

Minuses

• Quite slow speed, especially on weak computers.
• Periodic failures and sluggish technical support.

How much is?

A standard license with the installation of the system on an organization's own server costs from 5200 to 7300 rubles per workplace, more users - a lower price. However, there is also the option of placing the server component on the equipment of the manufacturer. In this case, the system is applied subscription fee - four tariffs, costing from 10,000 to 95,000 rubles per month.

1C: Archive

It is one of the best and certainly the most versatile document management software for an enterprise. 1C: Archive provides reliable and, most importantly, centralized storage of business documents of various formats, with access to it by authorized personnel who can edit files.

pros

• Debugged algorithm for quickly finding the required data.
• The ability to store documents of any type - from text and graphics to audio and video files.
• The broadest scalability options that allow you to successfully use this software in both large and small enterprises.
• The main advantage of 1C: Archive, which distinguishes this program from its competitors, is the optimal combination of the price of the product and the capabilities of its functionality.
• Support for integration with external applications.

Minuses

• Consuming a lot of system resources.
• Increased learning complexity, even for experienced users.

How much is?

The price of the "assembly" of this program varies from 12,000 to 57,000 rubles, and the first amount will have to be paid exclusively for the upgrade of the previous version of 1C: Archive.

DIRECTUM

Simple and functional EDMS DIRECTUM will be an excellent solution for small and medium-sized businesses. Thanks to this system, electronic document management can be successfully combined with traditional paper workflow, so that later "painlessly" completely transfer the organization to work in DIRECTUM. Advanced Workflow technology provides efficient automation of office workflows.

pros

• Availability of specialized software tools that make the search and identification of documentation as easy as possible.
• Ample opportunities for self-modification of the system for specific tasks.
• Advanced integration with other programs.

Minuses

• The system is focused on the management of the enterprise - it is more difficult for ordinary clerks to work in it.
• A somewhat confusing and non-transparent pricing policy.

How much is?

Licenses for the use of this EDMS are purchased both separately and within package offers... The cheapest basic CAL costs 7,800 rubles. The cost of license packages starts from 148,200 rubles (base for 20 employees) and goes up to 2,010,000 rubles (for 200 employees).

OPTIMA-WorkFlow

This electronic document management system is a strong middle peasant in its segment. It is in constant development and so far cannot compete on equal terms with the recognized mastodons of the market. However, OPTIMA-WorkFlow has a number of "tricks up its sleeve" - \u200b\u200bunique technologies that set it apart from the general background.

pros

• Implementation of the function of serial input of the same types of documents and their registration information.
• Scanning with an antivirus program.
• Optional indexing of regular and encrypted documents.
• Multilingual user interface.

Minuses

• Disadvantages of typical functionalitythat are permanently removed by upcoming updates.

How much is?

Typical solutions based on this platform cost from 55,000 to 75,000 rubles.

EMC Documentum

This platform for automating workflow processes was developed by the world leader in the IT industry, EMC. Powerful functionality coupled with flexible customization of individual tools make EMC Documentum the best foreign EDMS available on the Russian market.

pros

• A high degree of ease of management of design documents.
• Implementation of a check-in / check-out mechanism that allows you to manage the distribution of access rights.
• The presence of a function that allows you to implement the approval procedure at several levels.
• Support for scanning and document recognition devices.

Minuses

• Work only with the Internet Explorer browser.
• Lack of publicly available technical and practical documentation on the system.
• Frequent "brakes" and lags at high system load.

How much is?

There are no fixed prices for using this platform. The cost of its implementation is discussed individually with each customer.

LanDocs

Developed in 1997 by the domestic company LANIT, this platform for automating document management remains in demand today by many enterprises and institutions. LanDocs allows you to build a comfortable workflow and workflow environment, providing all categories of users required set tools to manage it.

pros

• Availability of integrated cryptographic protection tools.
• The ability to include employees from remote branches in the workflow process.
• Availability of the function of batch scanning of paper documents.

Minuses

• This is a fairly common performance problem.
• Weak opportunities for expanding functionality.
• Difficulty in mastering the system from scratch.

How much is?

The price of a server license ranges from 30,000 to 216,000 rubles. User licenses can be purchased at prices ranging from 5,600 to 8,400 rubles.

CompanyMedia

CompanyMedia is a whole set of software solutions designed to automate business processes, workflow and office work. This EDMS differs from competitors in its unrivaled flexibility of settings and the presence of independent modules that can be installed separately.

pros

• Opportunity successful work systems at enterprises with a complex corporate structure and territorial structure.
• Unprecedented reliability of the system, which allows it to function actively around the clock, 365 days a year.
• Automated support for working with several types of workplaces.
• Differentiation of access rights, according to the hierarchical structure of the organization.

Minuses

• The web interface has limited support for some browsers, in particular FireFox.
• The focus of the system is mainly on medium and large businesses.

How much is?

The final price of this software consists of many components, including staff training, installation of additional modules and transfer of rights to use the system. Upper limit the total amount is 99,000 rubles. The cheapest thematic module will cost 4000 rubles.

Lotus Domino.Doc

This EDMS is an application to the well-known Notes / Domino platform, which has a high-level data security system. Also Lotus Domino.Doc has an advanced electronic archive that allows you to implement a large storage of corporate documents.

pros

• Availability of unique replication systems designed to comprehensively address document flow management tasks in a distributed environment.
• The ability to search for documents in separate parts of the information storage.
• LDAP directories scale down to the corporate level.

Minuses

• The disadvantages of this system mainly stem from its western origin - there are certain questions about the interface and the implementation of some functions.

How much is?

The cost of user and server licenses is calculated individually on the platform website.

Eventually

Summing up a certain line under the review, I would like to note an important nuance: the introduction of an electronic document management system in your business does not at all guarantee an instant increase in its profitability, and, in some cases, can do harm. If your organization functions successfully and makes a profit, working without EDMS, then think a thousand times before deciding to implement them. There is no need to chase the "progressive fashion" and install these systems without a serious need for them. However, with the expansion of the business and the high workload of the employees, the electronic document management system can become a kind of lifeline that will help the company to emerge from the maelstrom of paperwork.

From the answer to the question "Why does your company need electronic document management?" at least half of the success of the project for the implementation of an electronic document management system (EDMS) depends. Oddly enough, very often you can hear an answer like: "The competitor / partner already has - why are we worse?" But if you set such a goal of implementing the EDMS, the results are unlikely to be impressive.

So, what goals can a company face when implementing an EDMS? Let's consider the possible options.

Since achieving each of these goals sequentially increases both the budget of the automation project and the risks that the project will not be successfully completed, setting overestimated goals should be treated with extreme caution.

Another common mistake in system implementation is the expectation that automation itself will help optimize the workflow itself. But as programmers say in such cases: “When you automate chaos, you will only get "Automated chaos"».

By the way, an important note on the formation of the project budget: it must be calculated based on the total number of company employees. In most cases, pilot projects of the "let's try in one department" type won't even help you understand whether a company needs an electronic document flow or not.

When the goal is set, and the automation tasks are defined, you can proceed to the next stage - the choice of an electronic document management system.

How to choose?

Almost until the second half of the 2000s, the EDMS market in Russia was focused exclusively on large customers, small and medium-sized companies had no choice: there was a very small circle of "boxed" EDMS suitable for implementation in companies of this size. Moreover, in most cases, these EDMS were only cut-down versions of "large" systems, which means that the cost of purchase and maintenance, the complexity of use were not quite adequate to the expectations of small and medium-sized companies.

In recent years, the EDMS market for small and medium-sized companies has expanded significantly: suppliers have formed a vision of document flow automation for medium and small businesses, and many new solutions have emerged that are focused specifically on this market segment. Therefore, the choice of an electronic document management system is now a rather difficult task. Let's try to systematize the process of choosing an EDMS based on the goals that the company sets for itself by introducing electronic document management.

All electronic document management systems can be conditionally divided into 3 large groups:

1. Systems for organizing an archive (storage) of documents.
2. Office automation systems with document flow elements.
3. Integrated systems for document flow automation.

Most modern EDMS contains elements of each of the three groups, but "full-fledged universals" are rare. As a rule, each system is focused on the automation of a certain group of processes.

1. Document archive organization systems

The term "archive (storage) of documents" has two meanings. Such systems are understood as:

• Specialized systems for storing and processing extremely large volumes of documents. Such systems are necessary for a narrow circle of companies, for example, queuing organizations (utilities, public sector, insurance, credit and banking sector). There are not so many such systems, they solve a rather narrow range of problems, and we will not consider them in this article.
• "Lightweight" document management systems that provide only basic functionality work with documents: centralized storage of document files and organization of employee access to them.

If we talk about the archive of documents as a "lightweight" document flow system, then in this approach to document flow automation the following solutions are most popular:

In general, the organization of workflow in the form of an "archive of documents" makes sense either for small enterprises (with a management staff of less than 10 people), or for enterprises with a small volume of workflow (up to 10-20 documents per month). The main bonus of such systems is only their low cost and ease of use.

2. Office automation systems with document flow elements

Office automation systems with document flow elements now make up the majority of EDMS offered on the Russian market. Typical functions of systems in this group:

• Archive of documents:
• storage and archiving of documents,
• search by details of registration and control cards of documents, full-text search by documents,
• scanning and recognition of documents;
• Office work (in this group of systems, the office automation unit is the most developed):
• registration of documents,
• organization of the nomenclature of cases,
• differentiation of access rights.
• Document flow:
• routing documents,
• issuing orders,
• visualization of business processes.

All systems have almost identical characteristics, but each, of course, has its own competitive advantages. Detailed information about the systems can be obtained from the website http://www.doc-online.ru and from the websites of EDMS manufacturers.

3. Complex systems of document flow automation

This group of systems is the most "strong" in the automation of processes related to document flow and operational management of the enterprise - issuing and monitoring the execution of orders, routing documents, etc.

The introduction of such EDMS is, rather, justified in large organizations (holdings) due to the fact that systems of this class are developed only to order, and therefore, have a high cost, are quite difficult to master, and require the participation of IT specialists during implementation. However, the choice of the EDMS of this group also provides great opportunities for modifying the system for the needs of the company; it is possible to create a system that is balanced in terms of functions both in the field of office work and in the field of document circulation.

What's next?

After you have decided on the favorites for the purchase, do not forget to take into account the following aspects, which will certainly affect the success of the EDMS implementation project:

• Ask what the system has opportunities for growthso that you don't have to spend money on the introduction of a new EDMS with the growth of the scale of the business
• When comparing the cost of systems estimate the full cost project. Very often, a significant part of the cost is hidden in additional modules, infrastructure software, services for the survey, implementation and maintenance of the system.
• Before the purchase look at the system "live"or better yet, with the solution provider's customers. Not a single beautiful presentation or "laboratory" demonstration of the system will show the real features of working with it.
• Some of the systems on the market are referred to as "Boxed" SED. This means the ability to install and configure the system on your own. Consider this option may be more profitable, even if you have to send your IT specialists for training.
• Make sure your company's employees "pull" the system - any automation usually leads to an increase in the amount of work, especially at the implementation stage. If the company has a shortage of staff, it is necessary to either increase its number, or choose an EDMS with simpler functions.
• System implementation procedure - an important element of the success of the project. Before purchasing a system, be sure to plan this stage in advance and discuss its features with the solution provider! Very often, without a thorough study of this stage, the EDMS hangs like a "dead weight" on the company.

Implementation of an electronic document management system is a crucial step for a company, especially for medium and small companies, where any spending significantly affects the "vitality". Therefore, the correct choice of EDMS and solution provider, taking into account the peculiarities of the work of small and medium-sized businesses, is a very important factor. In this article, we tried to give an idea of current state EDMS market for small and medium-sized businesses and help in choosing the right electronic document management system. I wish you success.

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When selecting an EDMS, you can apply for analytical information to the sites http://www.doc-online.ru and http://www.docflow.ru, as well as directly to the developers:

• The BOSS-Referent system of the IT company. Website http://www.boss-referent.ru
• "BUSINESS" system of "EOS" company. Website http://www.eos.ru
• System "Euphrates-document flow" by "Cognitive Technologies". Website http://www.evfrat.ru
• "CompanyMedia" system of "InterTrust" company. Website http://www.intertrust.ru
• "NauDoc" system of "Naumen" company. Website http://www.naumen.ru
• "Akta" system of the "DuxSoft" company. Website http://www.duxsoft.ru