Sed types with document flow. Electronic document management: what it is, functions, EDM systems. What tasks does the EDMS solve and what does not

In a modern organization, electronic document management systems (EDMS) are becoming an indispensable element of the IT infrastructure. With their help, commercial companies and industrial enterprises increase the efficiency of their activities, and in state institutions, on the basis of electronic document management technologies, problems of internal management, interagency interaction and interaction with the population are solved. The generally accepted abbreviation is SED, although SAD (office automation system), SEDO (electronic document management system) and SADO (document flow automation system) are also used along with it.

Electronic document management system (EDMS) is an organizational and technical system that ensures the process of creation, access control and distribution of electronic documents in computer networks, as well as providing control over the flow of documents in the organization.

Initially, systems of this class were considered only as a tool for automating classical office work, but over time they began to cover an ever wider range of tasks. Today, EDMS developers orient their products to work not only with correspondence and ORD (organizational and administrative documents), but also with various internal documents (contracts, regulatory, reference and project documentation, documents on personnel activities, etc.). EDMS is also used to solve applied problems in which an important component is working with electronic documents: managing customer interaction, processing citizens' requests, automating the work of the service department, organizing project workflow, etc. In fact, an electronic document management system is called any information system that provides work with electronic documents.

EDMS market in last years is one of the most dynamically developing segments of the domestic IT industry. In 2009, according to IDC, against the backdrop of an almost 50 percent decline in the total market software in Russia, this segment has shown high stability. According to the data for 2009, its decline was no more than 20-25%. In numerical terms, the volume of the EDMS market today, according to CNews Analytics, is about 220-250 million dollars.

Consumers of electronic document management technologies are organizations of different scale and specifics. Traditionally, the public sector remains the key consumer of EDMS. According to experts, about 30% of projects for the introduction of electronic document management technologies are carried out by government agencies. At the same time, it is important that it was the interest of the state that became the basis for the stability of the EDMS market, which, even during the crisis, received a significant impetus for development. Electronic document management was named a key element of the concept of "electronic government", the implementation of which should contribute to the elimination of bureaucratic obstacles in the interaction of the state, the population and business, as well as to reduce corruption. As a feature of the implementation of projects in public authorities and large state institutions, it is worth noting increased requirements for information security. We are talking about the construction (development) on the basis of replicated software products of secure electronic document management systems.

Basic concepts and principles

Document flow - the movement of documents in an organization from the moment of their creation or receipt until the completion of execution or sending; complex of work with documents: reception, registration, distribution, control of execution, formation of cases, storage and reuse of documentation, reference work.

Electronic document management (EDF) is a single mechanism for working with documents submitted in electronic form, with the implementation of the concept of "paperless office work".

A machine-readable document is a document suitable for automatic reading of the information contained in it, recorded on magnetic, optical and other media.

Electronic document (ED) is a document created with the help of computer processing tools, which can be signed with an electronic signature (ES) and saved on a machine medium as a file of the appropriate format.

An electronic signature (ES) is an analogue of a handwritten signature, which is a means of protecting information, providing the ability to control the integrity and confirm the authenticity of electronic documents.

Basic principles of electronic document management:

· Single registration of the document, which allows the document to be uniquely identified.

· The possibility of parallel execution of operations, which allows to reduce the time of movement of documents and increase the efficiency of their execution

· Continuity of the document movement, which allows identifying the person responsible for the execution of the document (task) at each moment of the document (process) life.

· A single (or agreed distributed) base of documentary information, which eliminates the possibility of duplication of documents.

· An efficiently organized document search system that allows you to find a document with minimal information about it.

· A developed reporting system for various statuses and attributes of documents, which allows you to control the movement of documents through the workflow processes and accept management decisionsbased on data from reports.

History of development of electronic document management systems

Electronic document management systems, having appeared relatively recently, have now firmly taken their place in the information structure of the enterprise. Initially, their task included extremely simple automation of workflow, that is, helping clerks, but in no way replacing document flows circulating in the enterprise.

Much has changed when the EDMS manufacturers began not only to copy the processes of enterprises that ensure the movement of paper documents, but to take into account the tasks facing both these processes in particular and the entire document flow in general.

The understanding that the document flow of an enterprise is intended to support its management system did not come to the EDMS immediately. Moreover, many modern federal and municipal authorities still use the simplest EDMS, whose tasks include only duplicating paper workflow, but not replacing it and not optimizing and supporting the management structure.

Dividing chronologically the stages of the evolution of electronic document management systems, it is necessary to highlight the first of them, which began in the 80s of the XX century and continued practically until its end. This period is characterized by the fragmentation of solutions, which appeared due to the fact that enterprises, whose management already understood the need to automate document flow, did not yet have a unified toolkit necessary for solving problems of this kind.

Let's consider the reasons that initially led to the need to automate document flows. In the last quarter of the twentieth century, the volume of management documentation of enterprises has not yet reached critical indicators, however, the existing territorial fragmentation of structural divisions led to the fact that the approval procedures by managers of various levels could take weeks and, in some cases, even months. The introduction of ring mail services in such enterprises allowed only the mechanisms of sequential negotiation to be optimized, while rolling, or as it is now called, parallel negotiation, was very time consuming, as a result of which its use was minimized and applied, if possible, exclusively within the same building.

When, in many large industrial enterprises and government bodies, the volume of workflow began to approach critical values, it became clear that the workflow processes needed to be subjected to cardinal reengineering, that is, restructuring, as a result of which, while maintaining general requirements to the results of the processes, the processes themselves had to be optimized and, as a consequence, their passage had to take much less time.

Thus, the first EDMS were completely individualized, developed directly at enterprises, for which they were created by internal resources. The obvious advantages of this approach (clear correspondence of the constructed EDMS to the actual regulated workflow processes, general integration into the information infrastructure of the organization) were more than compensated for by one fundamental drawback: such a system, developed in the organization itself, was usually non-scalable, and it was almost impossible to change the structure of automated processes. which led to the impossibility of developing such a system. And since the EDMS obtained in this way was inextricably linked with the organization management model, there came a time when the development of the company completely stopped due to the fact that the used electronic document management system itself slowed down what it had to improve: the efficiency of the management system adopted in the organization began to decline rapidly and the company was forced to make efforts to create an adequate EDMS, which would be able to support management and make the development of the company more efficient.

Several companies, created in the mid-90s, simultaneously took on the solution of these tasks: they began to create universal EDMS that easily scaled to the needs of almost any customers, and the technology for creating the final EDMS solution became a two-stage: at the first stage, the company created a unified core EDMS, at the second stage, implementation took place - the adaptation of processes to the needs of a particular customer. This approach made it possible to reduce the cost of final solutions, and being at the same time much more functional, it provided the possibility of organizational and functional scaling of the system.

Since the end of the 20th century, the approach to document flow automation began to change qualitatively: new approaches to management came to Russia, which made it possible to increase its efficiency already methodologically. This is how the concept of quality management came to us, and with it the process approach to management. Information systems almost immediately reacted to these trends, as a result, the concept came to themWorkFlow - workflows, representing single instances of business document-oriented processes. Modern EDMS responded to their emergence by implementing process-oriented engines (WorkFlow-engines), which simultaneously became a new methodological step that allows modern EDMS to adapt even faster and more efficiently to the needs of fast-growing companies. The arrival on the Russian market of Western developers (IBM Lotus, Documentum), who produced platforms for these systems, introduced the concept of ECM - enterprise content management (enterprise information management). Methodically, EDMS related to the ECM category differed from the others in that a clear division appeared in them: the document itself, its informational component (content). The ECM system worked with the content of documents through its metadata - selected information that has a certain importance for the organization. So, for an outgoing letter, the metadata could be the addressee, the date of signing and the official signer, registration number and details of departure and delivery.

The use of workflow has already allowed the specialists of companies operating electronic document management systems to ensure continuous change in the automated process in order to maximize its compliance with the enterprise processes. It was definitely a huge leap forward.

The architecture of solutions has also changed: if initially the EDMS was an example of a two-link architecture (DBMS - an application), then by 2005 the requirement for a three-tier architecture of the DBMS - an application server - a user interface had become a de facto industry standard, and organizations conducting tenders for the supply of EDMS became specify this particular system architecture requirement as either preferred or mandatory.

The favorable economic situation of this time contributed to the rapid growth of enterprises in all industries, while simultaneously creating favorable conditions for the introduction of new EDMS product solutions to the market. At this time, the circle of EDMS manufacturers working in the Russian market and the markets of the near abroad was finally formed.

Modern EDMS functionality

Corporate information systems and electronic document management systems, in particular, are solutions primarily intended for the management of information resources of medium and large enterprises. The main reasons for this stratification are, first of all, the rather high price of the “entrance ticket” to this market. Acquisition of a complete, high-quality and secure database management system (DBMS), providing it modern means cryptographic protection of information, as well as the need to attract highly qualified personnel of analysts, consultants and implementers to implementation projects led to the fact that a company, which came to the need to obtain such a powerful corporate content management tool as an EDMS, was forced to incur quite large financial costs at the same time, which are not could afford individual entrepreneurs and small businesses. Thus, EDMS became tools for improving management in large companies, and geographically distributed commercial structures of a holding type could ensure the maximum return on implementation.

The development of the EDMS functionality led to the fact that more and more document-oriented management procedures were automated and more and more areas of the daily activities of companies were covered by their functionality.

To date, the following areas of activity are the actual standard of modern EDMS:

· general office work - processing of incoming correspondence and citizens' appeals, preparation of outgoing letters and documents, internal and organizational and administrative documentation, control of the execution of orders;

· hR administration - a strictly regulated area of \u200b\u200bprivate workflow, which allows supporting the procedures for hiring and firing employees, sending employees on a business trip, providing scheduled leave and other types of vacations. Such systems ensure the maintenance of all approved forms of personnel records management: an order to hire an employee (form T-1), an order to terminate an employment contract (form T-8, T-8a), an order to transfer an employee to another job (form . T-5), personal employee card (f. T-2, T-2GS, T-2MS), staffing (f. T-3), vacation schedule (f. T-7);

· archival office work is an area of \u200b\u200bprivate office work that completes life cycle documents of the organization and supporting the following procedures: formation of inventories according to approved forms, transfer of cases for archival storage, examination of the value of documents and cases in general, destruction of documents and cases that are no longer valuable for the organization, its employees, the state and society, delivery of individual cases to storage in the structures of the federal archival agency (Rosarkhiv);

· collegial work - allows you to automate the documentary support of the activities of collegial management bodies - meetings, meetings, boards of directors, meetings of shareholders. It also allows you to prepare, agree and approve agendas (planning documentation) and protocols (resulting documentation);

· customer relationship management - CRM (cunsumer relationship management) functionality is now more or less implemented in all EDMS, excluding the oldest ones, for whose users, however, such functionality is not particularly in demand.

Characteristics of the Russian EDMS market

The Russian market for electronic document management systems in monetary terms is currently estimated by experts at $ 170 million and is characterized by high growth rates - from 25 to 40 percent per year, according to various estimates. This makes it very attractive, including for powerful foreign companies, so the situation in the industry can easily change. Of course, on the one hand, in an unsaturated market, all suppliers, having shown sufficient activity, in principle have great opportunities for development. But, on the other hand, now we can already say that the pool of the main players has practically formed.

Until now, foreign and Russian developers have divided the market in monetary terms approximately equally, but in terms of the number of implementations, the ratio is clearly not in favor of foreign developments. Due to the high cost of licenses for foreign programs, as well as expensive and time-consuming adaptation to the requirements of Russian standards, they are used mainly in large companies and government agencies, for which the price issue was not so acute. SMB enterprises are more inclined to use domestic developments due to their flexibility and low cost, and the situation is unlikely to change here. However, large companies are increasingly turning to Russian EDMS. The further, the more part of the market is likely to be conquered by domestic systems: every year they become more functional, significantly less costly to implement and, which is very important, are developed specifically for Russian realities.

The share of foreign developers of platforms and solutions accounts for more than 50% of the EDMS market. A large share of the EDMS market (about a third) is occupied by solutions based on the Documentum platform. The companies that took part in the study developing their systems based on the IBM Lotus Domino / Notes platform (BOSS-Referent, STC IRM, Interprokom Lan, InterTrust Company, ComputerAge) own 12-15% of the market. Among russian companies significant positions in the market are occupied by EOS, Lanit, Directum and Cognitive Technologies. The system developed by each of these companies accounts for more than 5% of the EDMS market. Upscale Soft, Docsvision and Naumen also have quite strong positions. The EDMS does not take into account other solutions created on the basis of IBM platforms used for the development of ECM solutions (Lotus Notes, Content Manager, etc.), as well as solutions on platforms for the development of ECM applications from Microsoft and Oracle and solutions of Russian developers, not who took part in the CNA study. The specified segment of the Russian EDMS market is estimated by experts at $ 45-55 million. Nevertheless, given that the IBM platforms used to create electronic document management systems are widely represented in Russia, the share of solutions based on IBM technologies may turn out to be significantly higher than the total share of those surveyed by CNA companies, including through their own developments. In general, there are three main directions of market growth, for which new and existing players can compete. First, one can expect an increase in demand from government agencies once an appropriate regulatory framework is developed. Since the public sector is the defining consumer of EDMS in Russia, which accounts for about 40% of the market, much depends on which path the state will choose when creating a developed interdepartmental structure for the exchange of information. Secondly, large commercial structures, which have been actively using EDMS for a long time, but only in some divisions, are striving to unite distributed branches into a single information space and extend the successful practice to the enterprise as a whole. And, thirdly, in the last two or three years, medium and small businesses have been introducing more and more systems to improve the efficiency of organizing the work process and have already realized what advantages this gives.

The volume of the electronic document management systems (EDMS) market in Russia in 2008, according to preliminary estimates by CNews Analytics, was about $ 210 million. The public sector remains the largest customer of EDMS in Russia, and hopes for further growth are also linked to government initiatives. Hopes for further development are still associated with the public sector, banks, telecoms and oil and gas, which initially "raised" this market in Russia. When assessing the size of the EDMS market in Russia by CNews Analytics experts, as well as by respondents - development companies and integrators - the cost of the system components, consulting services, implementation and updating of the system, as well as training and technical support are taken into account. If according to the 2007 survey the share of implementation services was approximately equal to the cost of the system (about 36%), then in 2008 the respondents indicated that the share of implementation increased slightly - 40% versus 35% (system cost). This change was partly due to the rapid growth of the domestic IT services sector as a whole, against which the cost of consultants' work was noticeably and rapidly increasing. With the beginning of the crisis changes in the country, customers were excitedly anticipating that prices for these services would soon fall. However, the fact of a sharp reduction in the cost of professional IT services has not yet happened, despite the fact that this market is the first to fall into the risk zone.

Figure: 1. Cost structure for the implementation of EDMS.

Overview of modern electronic document management systems

Let's consider the eight most common EDMS in Russia: Directum (Directum), DocsVision (DocsVision), Globus Professional (Prominfosystems), PayDox (Paybot), 1C: Document flow (1C), Boss-referent (BOSS-Referent, IT Group), BUSINESS ( EOS), EVFRAT (Cognitive Technologies). The presented view on the EDMS is an attempt to assess the capabilities and readiness of software products to solve urgent problems of organizing electronic document management at an enterprise.

The criteria highlighted in the review will help to analyze the possibilities of the considered solutions from the point of view of the technical implementation of certain tasks of the EDMS. All possibilities are divided into seven areas of automation:

Office work;

General document flow;

Management of contractual activities;

Electronic archive;

Work with citizens' appeals;

Project management;

Work with QMS documentation.

Table 1 provides a number of obvious criteria inherent in all systems under consideration (and all systems of the EDMS class, in principle), and the criteria that make it possible to distinguish solutions from each other. In general, the functional capabilities of the systems coincide, and only a detailed specification of some of the fundamental tasks of document flow and the peculiarities of their implementation allow us to compare various solutions. It should be noted that there is a fairly large implementation practice for all the systems presented in the review. These systems are used by hundreds of organizations to automate their workflow. In addition to these solutions, there are more than 50 software products on the market that are not widely used.

If we analyze new versions of systems that occupy leading positions in the market, then it should be noted that over the past three years their development has been mainly aimed at improving service capabilities, since the basic capabilities in one form or another have already been implemented earlier. If we talk about new technical capabilities, we can note the potential for the development of EDMS in the direction of managing various types of content (multimedia), the use of auto-processing technologies and parsing the content of the document. But so far such functionality is not mandatory for the EDMS, and most importantly, the demand for it in Russia has not been fully formed.

Table 1. General characteristics of the most popular EDMS

Consider the presented EDMS according to the ratio that is clear to all"Price / functionality" [ 12]:

Figure: 2. "Optimal price / functionality" EDMS (diagram Gartner)

This diagram is based on the magic quadrantGartner ", In which the optimal ratio according to the criterion" optimal price / functionality "have systems located inI quadrant. In II and IV the quadrants of the diagram are systems that do not have balanced indicators of price and functionality.

The criterion chosen for the study allows us to evaluate various EDMS from the point of view of their readiness to solve real problems of electronic document management in modern enterprise... The group of leaders includes systemsDirectum, DocsVision and Euphrates. The rest of the systems are located inII and IV quadrants.

Legal regulation and standards in the field of EDMS

Today, the activities of EDMS developers are practically not regulated. By developing software products and implementing implementation projects, developers and suppliers, to one degree or another, are guided by the following regulatory and legal documents:

GOST R 51141-98. Office work and archiving. Terms and definitions (approved by the decree of the State Standard of the Russian Federation of February 27, 1998 No. 28);

Federal Law No. 1-FZ of January 10, 2002 "On Electronic Digital Signatures" (as amended on November 8, 2007);

GOST R 6.30-2003. Unified system of organizational and administrative documentation. Requirements for paperwork (approved by the resolution of the State Standard of the Russian Federation of March 3, 2003 N 65-st);

Resolution of the Government of the Russian Federation of September 22, 2009 No. 754 "On approval of the Regulation on the system of interdepartmental electronic document management";

Federal Law of July 27, 2006 No. 149-FZ “On Information, Information Technologies and Information Protection”.

When implementing projects for the implementation of the EDMS, in the case of working with personal data, it is necessary to be guided by the requirements of Federal Laws of July 27, 2006 N 152-FZ "On Personal Data" and of December 27, 2009 N 363-FZ "On Amendments to Articles 19 and 25 of the Federal Law "On Personal Data".

Since GOSTs are advisory in nature, the developers include maximum flexibility in their solutions so that, depending on the customer, it would be possible to implement various schemes for working with documents on the basis of the system. Often, the architecture and logic of the system should provide different and, at times, opposite approaches to document automation. The lack of generally accepted standards is a problem not only for developers, but also for customers, since the choice of requirements for the EDMS becomes too subjective. The rules and regulations for working with documents may differ from company to company, not only within the same industry, but even within the same group of companies. And although in general the complex of tasks of electronic document management is quite clear, the ways of their implementation differ greatly. It turns out that one of the main requirements for the developers of modern EDMS is to offer a solution that is adequate in price, quality and implementation time, regardless of the specifics of the customer's work (in other words, satisfying any specifics).

List of references

1. Michael J. D. Sutton. “Corporate document flow. Principles, technologies, implementation methodology ”. - St. Petersburg: Azbuka, 2002

The book contains theoretical concepts and numerous practical recommendations for optimizing the architecture of a document management system, the distribution of responsibilities between managers and technical personnel both at the stage of creation and during the operation of the system, the organization of economical storage and highly efficient retrieval of documents, and much more. All these tips are based on the rich practical experience of the author - a leading Canadian specialist in the field of workflow optimization, who worked for the government of his country and the world's leading corporations.The key idea is that a well-built document management system does not take up a lot of resources, but helps to make effective decisions, increase the competitiveness of an enterprise due to the fact that the necessary information becomes readily available and always "at hand". The technology for building an effective document management system for an enterprise is described in this book.

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The collection presents works on theoretical and applied aspects of workflow and related problems of text recognition, interaction with databases, and user interface.The collection is addressed to researchers and developers of document management systems.

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The monograph sets out the basics and issues of increasing the efficiency of office automation in an institution, including specific problems associated with the transition to paperless technology. The principles of building modern electronic document management systems (DMS) and their development trends are considered. The descriptions of the most advanced foreign products in the field of COURT are given. The standards in the field of coding, compression, exchange, integration are given different types information.

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Characteristics of the Russian market of electronic document management systems

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http://www.ixbt.com/soft/sed.shtml

State initiatives around the "Electronic Document", standards in the field of EDMS, technical capabilities of modern electronic document management systems are considered, their characteristics are compared.

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Reflects the terminological system of concepts in the field of office work and archiving.

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