Currently, in most enterprises, the workflow is still in the usual, traditional paper form, despite the fact that many companies try to automate if not all document proof, then at least some of its stages, because automated technology has a number of significant advantages.
The main criterion when choosing an organizational form of office work is the volume of documents received to the organization and created by it for a certain period. Therefore, in companies with an extensive structure of departments associated with a single chain of multiple documents, the introduction of an electronic document management system becomes a vital task.
Consider the key concepts of electronic document management. Document Drive - This is the process of movement of documents from the moment of their creation or receiving to the moment of execution or implementation, and, ultimately, is storage, archiving or destruction, if the document does not represent a certain value.
Electronic document management - This is a single mechanism for the movement of documents created using computer tools, as a rule, signed by an electronic digital signature, as well as a way to process these documents with the help of various electronic media.
Electronic document flow can be applicable to any organization: both in a small enterprise, and in a huge corporation or a holding with an extensive network of branches. It has a number of benefits.
First, it is business Process Transparency. Control over the execution, receipt, creation, and, in general, the existence of documents in the electron system is carried out faster and easier, which makes it possible to follow business processes to leadership and linear managers.
Also the undoubted advantage of electronic document management is enhance the performing function. According to statistics, a fairly large percentage of orders is not performed by employees. In the electronic document management system, the manager can control all workflows, speed and quality of execution, and, most importantly, the result of the work.
Reduction of time for processingand execution of the documents themselves. Electronic document flow provides a faster creation, search, processing and distribution of documents, as well as automatic compilation of reports, reports and registries, which allows you to quickly and efficiently perform work and, ultimately, optimize business processes.
The introduction of an electronic document management system also allows enhance privacy. Each participant receives exactly the degree of access to the company's documents, which meets its powers: reading, editing the document, or full rights. All actions are logged in the computer system, so at any time you can see who worked with the data made changes to them.
In general, the problem of confidentiality is very acute. The loss of some documents of the company may entail millions of losses. After all, paper documents can be removed without any problems from the folder and transfer all the information to the side. When implementing a system of electronic document management, to completely exclude the leakage of information, of course, it will not be possible, but you can always see which of employees when, at what point and how to use these documents.
Electronic document flow allows optimize the process of learning new employees and the introduction of new processes in the company. The introduction of new instructions and positions in electronic document flow occurs significantly faster than informing each employee separately and familiarizing it with paper documents.
Electronic document management Enhances corporate culture. All company structures work in a single information space, which allows almost every employee to involve into corporate processes.
The existence of electronic document management at the enterprise allows Faster adapt to changes in the market of international standards. If new standards occur, the company operating in the electronic document management system can change its documents under a new template, which increases the level of competitiveness in the market.
It should be noted that the electronic document proof has its drawbacks. The essential minus of the electronic document management system is the problem of preservation of documents. After all, at any moment the virus can penetrate into the computer, do not work the system of saving documents. The problem can be solved by creating a backup system.
One of the minuses of the electronic document management system is framesor staff that is busy in the system. In the process of automation of workflow, it may not be possible to avoid stress among employees who are accustomed to manual work and have insufficient knowledge about electronic document flow.
A competent data entry is especially important in the electronic document management system. The human factor is especially important here, because the qualitative work of qualified personnel will depend on the further uninterrupted functioning of the system.
Also at the stage of acquiring and implementing the electronic document management system, high costs for the company are inevitable, which, however, are compensated by a reduction in the time costs of working with documents and optimization of business processes.
Negatively affects the widespread introduction of electronic document management and geographical factor. Electronic exchange of documents is possible not with all the counterparties due to the lack of a single information space. Therefore, many companies account for in parallel to conduct traditional "paper", and electronic exchange of documents. However, acts of acts, contracts e-ways would simplify work between customers and customers in any segment of the market, especially between geographically remote regions.
It should be noted that the mandatory details of most documents that give them legal force is a personal signature. The legal force of the electronic document is confirmed by an electronic signature, which, according to 63-FZ, there are three types. Currently, the majority of states are legally equal to consider documents on paper supports signed by a regular signature and an electronic document that is signed by a qualified electronic signature.
In personnel office work, the full transition to the electronic document management system is impossible, since if the personnel document should contain a personal signature of the employee, it is necessary to design it in paper for properly providing the legal relationship between the employee and the employer.
In addition, the management of labor books is strictly regulated. This and a number of other personnel documents may be issued, filled and stored exclusively in paper form.
However, the advantages of electronic document management are so obvious that today it is difficult to imagine a personnel service, leading document management exclusively in paper form.
Electronic document flow is included in labor relations and at the legislative level. In the spring of 2013, the Labor Code of the Russian Federation was complemented by the head of the "Features of the labor regulation of remote workers". Both sides are an employer and an employee - to form labor relations should have an electronic signature. If a person is constantly working as a freelancer or at home, spend on an electronic signature and further optimize this process, of course, worth it.
The electronic document management system has its advantages and can be useful for a large enterprise with an extensive structure of units. However, at this stage of its existence, the system has a number of shortcomings that slow down the process of transition from paper to complete electronic document flow. All this requires serious improvements and technological, and at the legislative level.
The strategic advantages associated with improving the efficiency of the enterprise or organization after the implementation of the SED can be attributed:
The emergence of the possibility of collective work on documents (which is impossible during paper office proceedings);
Significant acceleration of searching and sampling documents (according to various attributes);
Improving the safety of information due to the fact that work in the SED with an unregistered workstation is impossible, and each EDD user appoints their access to information;
Increasing the safety of documents and the convenience of their storage, as they are stored in electronic form on the server;
Improving control over the execution of documents.
The integration of ERP systems with electronic document management systems provides support for the business processes of the entire enterprise - through operational management of documents, images, workflows, corporate reports, etc.
Officers:
prompt information required for decision making;
operational control of performing discipline.
Secretary, referents and helpers:
quick search for documents;
high accuracy of searching for documents;
facilitating the control of performing discipline;
simplifying the preparation of all kinds of events, events;
acceleration of the preparation, coordination and approval of the final documents.
Financial and accounting services:
increasing the speed of the documents, for example, from branches to the head organization;
reduced risk of loss of documents;
saving time in a selection of documents for carrying out bills or verification authorities.
Legal service:
reducing the labor intensity of work on the preparation of documents;
effective time monitoring;
quick search for the necessary regulatory documents.
If the electronic document management system is implemented "as is", then the problems that will arise will cause negative reactions from users and it will be more difficult to solve them.
A description of the existing document management is necessary to determine document management scheme: routes and types of documents, regulations for their registration, secrecy of documents and other issues. As part of optimization, it is necessary to determine the business processes to be automated and evaluated the logicality and feasibility of the current procedures for the passage of documents, registration rules. Study and optimization of document management is an important step in the implementation of electronic document management systems. The quality of the requirements for the functionality of the implemented system is depeted of the information obtained. However, if the company has clear standards that describe the workshop in an organization that do not require optimization, this stage is lowered and the system is developed, based on these standards.
Further actions after the description and optimization of document management depend on who will implement the system: a contractor or organization of its own forces.
Organizations that will configure and implement the electronic document management system on their own forces do not always pay due attention to this stage, as a result of which the system of system setup becomes more complex and is strongly delayed.
In the case of implementing the system by the Contractor, the Organization should provide a technical task that indicates the functionality of the system, system settings, specifications, security methods, a description of the document streams, the timing of the task and other requirements. At this stage, in practice, problems arise related to the inability to write technical tasks, as well as with the knowledge of the exact borders of the project and the objectives of implementation, as a result of which it is not possible to qualitatively describe the functional requirements for the system. In connection with these problems, the system developed by contractors may be unnecessary to the customer, since it does not correspond to his desires. To solve this problem, you need a permanent and close contact of the developer with key project participants in the organization.
When setting up and implementing a system with its own forces, it is necessary to train the deployment command, after which it proceeds to configure and directly implementing the system. If the description of the description and optimization of document management was carried out thoroughly, the implementation command remains to configure the system according to optimized document flow. Otherwise, the implementation team is forced to customize the route diagrams, determine the procedure for registering documents, registration numbers masks and other characteristics of document management and immediately optimize at this stage.
During the implementation of the electronic document management system, you must install and configure the system at workplaces, train users, develop documentation for electronic document management systems for users, organize technical support. If the system is implemented on its own, then personnel training can occur both with the help of a system supplier and on their own, under the guidance of the introduction team.
During the pilot and industrial operation, the product is adapting and adapting users to new working conditions, system testing or in real in conditions or under conditions of approximate to subsequent industrial operation. The choice of an experienced operation remains for the introduction team. Also at this stage it is necessary to constant consulting users on work in the system. The purpose of the experienced operation is the detection of previously unchanged deviations in the operation of the system, as well as unreasonable requirements.
After the improvement of the system, on the basis of the error systems identified during the pilot and industrial operation, the electronic document management systems are introduced into industrial operation. At this stage, consulting and training of users of new functions of the system, monitoring the system and prevent the occurrence of failures and errors in the system, can also be further developed by the system, by adding new functions or the introduction of new system modules.
Earlier, some problems arising from the implementation of electronic document management systems were considered, but we will consider several more problems that can be attributed to the implementation process as a whole.
One of the main problems in the introduction of almost any innovations, not only electronic document management systems is a human factor. In many organizations, there are personnel who does not want to learn something new, or to reincarnate. When implementing electronic document management systems, user conservatism can be a very serious problem, since these systems must be implemented on all jobs, otherwise efficiency from its use will be minimal. The decision of this problem is the order of guidelines for the conduct of office work only in electronic document management systems.
With independent introduction of systems, the organization arises the problems of the project disruption, due to the inexperience and insufficient qualifications of the implementation team, as well as a formal approach to some project stages. The possible solution of this problem is to appeal to suppliers of the system in difficulty in implementing, continuous control over the activities of the implementation team, as well as personal responsibility of personnel for the disruption of the project time.
In organizations, with constant structural changes and low-deformal business processes, the introduction of electronic document management systems may seem to seem quite difficult, but still implementation is possible if the system is gradually implemented, starting with those units that are less transformed. In this case, the system must be modular, which allows you to increase the functionality during operation.
In addition to the above problems, there are still a number of problem tasks arising from the start of the implementation of the system. In electronic document management systems, electronic documents are circulated, which until recently did not have legal force. Thanks to the recently adopted law, which regulates the use of electronic digital signature, this problem task goes into the category of organizational and technical tasks.
Electronic signature -data in electronic form, which are attached to other electronic data or logically associated with them, and are intended to identify the subscriber of this data.
Electronic Digital Signature (EDS) - The form of an electronic signature obtained as a result of a cryptographic conversion of a set of electronic data, which joins this set or logically with it is combined and makes it possible to confirm its integrity and identify the signatorial. The electronic digital signature is superimposed using a personal key and is checked using an open key.
In turn personal key - this is the parameter of the cryptographic algorithm that is only available to the signator and intended for the installation of the signature, and open key certificate - This is a document issued by the Certification Center of Keys, which confirms its authenticity and compliance with the open key to the signator.
The electronic digital signature can be used by legal entities and individuals as an analogue of a personnel signature to provide an electronic document of legal force. The legal force of an electronic document signed by the EDS is equivalent to the legal strength of the document on paper, signed by his own signature of the rules and bonded seal.
However, when interacting with counterparties, an electronic document is most often not recognized legally significant. In this connection, the external document flow is almost always conducted in traditional paper. To account for documents coming from external counterparties, it is necessary to obtain their electronic samples, by scanning and enhancing the system to the database.
The introduction of an electronic document flow in the organization should be universally, in all its divisions, since the work of the SED is related to the creation, change and storage of the reasons necessary for the entire enterprise. In this area, there should be no "weak links".
The inertness of human habits is the main obstacle to the introduction of electronic document management systems (s). Their benefits will soon be predetermining in a competitive struggle, so now you need to think about the transfer of office work on digital rails.
Large enterprises with an extensive branch network are rapidly moving to electronic document flow, which contributes to the presence of a sufficient legislative framework.
The laws regulating the work of the SED are:
Direct legislative norms are the same for all, but in the implementation of the SED, the enterprise should develop an additional number of internal administrative documents:
Employees of the company are required to use only certified EDS and funds for information cryptographic protection. Compliance with this rule and coherence of the legislative framework allows you to make the actions of the employee in the corporate SED legally significant.
Electronic document management system is an automated workflow management system that allows you to interact workers by means of digital devices without using paper media.
Basic FDI functions are:
An important parameter of the SED is its modularity that allows you to expand functionality without a significant change in the main settings.
Obviously, large industrial enterprises and company engaged in the company have different requirements for the SED. That is why software products are divided into two categories, depending on the standardization of workflows:
"Boxes" products are designed for, warehouse operations, office processes and small industries. They require only modular setup and the introduction of primary information.
Their features:
Basic platforms unfold at large enterprises with a unique organizational and manufacturing structure. Such sides require long-term improvement, including their own IT specialists of the Customer.
They possess the following characteristics:
For most small enterprises and trade organizations, there are enough standard "boxed" solutions.
Translation of document management of the enterprise to electronic species gives the company's advantages of not several organizational levels. SED allows you to simplify the work of both the governing staff and ordinary employees.
Electronic document flow reduces current business costs. When deciding to install the EDS within the entire enterprise, it is recommended to measure employee performance before the system is deployed. You can count the time to perform template tasks, approval of proposals, search for the required documents. Separately, you can determine the current costs of office equipment and office. 
Based on the efficiency of the company's basic processes, there are such advantages of the EDS:
The tactical advantages of the EDF facilitate the work of ordinary employees, so they will notify improvements in the first place.
Strategic goals In the implementation of the EDF affect the main business processes: profit indicators, speed and efficiency of communications with counterparties, protection of commercial information.
In these areas, such advantages of electronic document management can be distinguished:
Strategic advantages contribute to the growth of manageability and image of the company, which gives substantial benefits in attracting new customers.
Prolonged routine operations are recognized as harmful to health and sharply reduced performance. Monotonous processing of requests and documents in different programs distracts from duties, taking a lion's share of working time.
SED has a number of advantages to solve the specified user problems:
Reducing the number and duration of nonspecific operations allows you to pay time directly to workflows requiring high qualifications.
When implementing the EDF, it is integrated by an existing IT infrastructure, providing such advantages:
The SED implies certain investments in technical means, but they pay off in a short time.
Computer equipment becomes compatible, resulting in increasing the degree of use of its resources.
Electronic document proof makes the effective operation of the management team at the expense of the following advantages of the system:
The manager can always log in and form a report on the Emphate of each employee.
The awareness of this fact by employees does not give them the opportunity to relax and engage in their own affairs.
The introduction of electronic document management at the enterprise has its drawbacks. It is they who do not give small businesses to introduce full-scale, warehouse operations and management based on the SED.
The minuses include:
These disadvantages are largely due to the delay of the adoption of the necessary legal norms and the low degree of ether in the business environment. But the trends indicate that after 10-20 years, electronic document flow at the enterprise will be considered more rule than the exception.
The choice of sid is not easy, because there is a high probability to buy an inappropriate product or conclude a contract with an incompetent company. 
Therefore, when deciding on the purchase of an electronic document management program, it is necessary to take into account the number of its characteristics:
For the final choice of the company to implement the SED, it is recommended to analyze several providers, study demonstration materials and ask to establish a demo version of software. When deciding it is important to take into account the costs of updating the equipment and the level of professional training of their own IT specialists.
The process of implementing the EDS in Russia affects the use of multiple non-license program programs, their incompatibility and the predominance of manual management of business procedures.
As a result, electronic document management providers face enterprises with such difficulties:
To go to an electronic document management, a little volitional management decision. Need a systemic restructuring of official duties of employees and management structure of the company. For the desired integration with the system that must be installed according to the law.
An important direction in the implementation of the EDS is a tough personnel policy regarding incompetent and unbearable employees. Because their reluctance to work on new principles will significantly increase the costs of the implementation process and the escort of the electronic. The EDC should interact with people within a single mechanism, so its poorly running elements must be correct or replaced.
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Privacy agreement
and personal data processing
1. General Provisions
1.1. An agreement on the confidentiality and processing of personal data (hereinafter - the Agreement) is adopted free and its will, operates in relation to all the information that Inseyls Rus LLC and / or its affiliates, including all persons in one group with LLC "Inseyls Rus" (including Ekam Service LLC), can receive a user during the use of any of the sites, services, services, programs for computer, products or services LLC Inseyls Rus (hereinafter - services) and During the execution of LLC Inseyls Rus »any agreements and contracts with the user. The consent of the user with the agreement expressed in the framework of relations with one of the listed persons is applied to all other listed persons.
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"Inseyls" - Limited Liability Company "Inseyls Rus", OGRN 1117746506514, TIN 7714843760, PPC 771401001, registered at the address: 125319, Moscow, St. Okademik Ilyushina, d.4, korp.1, office 11 (hereinafter - "Inseyls" ), on the one hand, and
"User" -
or an individual with legal relationship and recognized by the participant of civil legal relations in accordance with the legislation of the Russian Federation;
or a legal entity registered in accordance with the legislation of the state, the resident of which is such a person;
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Publication date: 12/01/2016
Complete name in Russian:
Limited Liability Company "Inseyls Rus"
Abbreviated name in Russian:
LLC "Inseyls rus"
Name in English:
Insales Rus Limited Liability Company (Insales Rus LLC)
Legal address:
125319, Moscow, ul. Academician Ilyushina, 4, Corp.1, Office 11
Mailing address:
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Inn: 7714843760 PPC: 771401001
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The advantages of electronic document management are to save labor and material resources, as well as a substantial reduction in the cost of time for creating, storing and processing documents. But is it all rosy and economically in paperless technologies? Find out of the article on the advantages and minuses of electronic document management.
No matter how you get used to working with paper, the realities of our life make us delve into the subtleties of electronic technologies. One of the elements of such technologies is electronic document flow. To deal with the concept of electronic document management and at the same time not to drown in volumetric definitions and specific terminology, we will focus on several key terms:
It is the electronic document that is the initial and main object of any electronic document management system. To organize on a systematic basis, its formation, processing, protection, transmission and storage is needed, a set of measures (special programs, technical means, trained personnel, etc.).
The electronic document flow is built in such a way as to solve a variety of specific tasks. Possible types of electronic document management in the company:
For the strengths and weaknesses of certain types of electronic document management, find further.
The transition to electronic document flow in the company requires serious preliminary preparation. The first substantial minus is also evoked here - considerable material, labor and other costs at the system implementation phase:
In addition, it will be needed to make adjustments to the accounting policy, reflecting in it a list of documents (related to tax and accounting) participating in electronic document flow, a list of employees who have the right of their signature and other important nuances (methods for storing documents, access, transmissions and T . d.).
After the implementation of the system (in the process of conducting electronic document management), constant control over the execution of established regulations and rules, update of software, etc.
About the main advantages of electronic document management Find out the scheme below:
Praising electronic document management systems, it is impossible to ignore and its weaknesses that all their advantages can be reduced to zero:
Separately, we will focus on such important components of any document management company, as a personnel and accounting electronic document flow.
Personnel electronic document proof is a system of formation, accumulation and exchange of personnel electronic documents for both the company's goals and information exchange with stakeholders.
Elements of legislatively fixed personnel electronic document management are now already operating: work contracts can be issued in electronic form with remote employees if they have an electronic signature (Article 312.3 of the Labor Code of the Russian Federation).
Soon, it is worth expecting the widespread introduction of personnel electronic document management. Mintrost already conducts an experiment on this topic (Order of the Ministry of Internal Affairs of Russia from 03/26/2018 No. 194):
For employees, this system is also beneficial: they will be able to request documents in electronic form and enter into contracts.
Recently, there are increasingly conversations about one of the forms of electronic interaction of the employer and an employee, as well as other interested parties - the widespread introduction of electronic labor books.
For details about it, see the "Electronic Laborbooks - all for and against" .
The transition to an electronic document flow in the personnel sphere will soon allow to undergo labor checks remotely via the Internet.
Its main significant disadvantage is the inability to immediately translate the entire amount of documents into electronic form, since individual personnel documents must necessarily contain a personal signature of the employee to ensure proper legal support of the employer's relationship and employee. And to oblige an employee to issue an electronic signature, it will take time and legislative initiatives.
Financial services, in particular accounting structures, are most dependent on high-quality and fast document management. These units electronic document flow allows:
The advantages of accounting electronic document management We have been using quite a long time. The ability to form and process electronic documents in specialized accounts allows not only to reduce labor costs, but also avoid errors at all stages of creating and processing documents (the program will not allow you to make a mistake or immediately reveal it).
For example, issuing electronic calculated sheets. They can be sent to email or place in the personal offices of each employee on the company's corporate website. Officials against the electronic method of issuing settlement leaves do not object (the letter of the Ministry of Labor of 21.02.2017 No. 14-1 / OOG-1560). It is only necessary to consolidate it in the company's local act.
We will also tell about the electronic forms of interaction with other external for the company further.
Let's say about the spoonful of the tar. We are well known to know a significant drawback of this system. Internet interruptions or equipment failures, problems with regular software update, electronic keys and certificates can serve a bad service to any financial employee.
Companies and IP, which, due to failures and viruses, will not be able to report to controllers or will defimate the answers to their requests, may suffer financially (getting into penalties).
Gradually establishes interchange by electronic documents of business entities with tax authorities, FSS, FIU and other instances. Thanks to strictly formalized electronic formats, the exchange of information and documents occurs quickly, without unnecessary red tires and arbitrariness of officials. This is a big plus for any company or IP.
Interaction with FFR
In the FIU, it is possible to represent the reporting documents of personalized accounting (Article 8 of the Law "On Individual (Personalified) accounting in the State Pension Insurance system" dated 04/01/1996 No. 27-FZ). The main thing is to ensure their guaranteed protection against unauthorized access. This process is strictly regulated:
Electronic interaction with FSS
Socystrakh is also not new to electronic document flow. Insureders have the opportunity to pass into the fund electronic reporting without leaving the office - just register on the Fund portal (fill out the application directly in the system) and get an electronic signature (EE).
FSS This process also regulated:
You can also electively interact with the Foundation and through the EDO operator, concluding the corresponding contract with it.
Recently, the benefits of electronic document management include the introduction of a system for issuing and processing electronic disability leaves.
The insurers had the opportunity to request electronic hospital and work with them (if they concluded the appropriate agreement):
Chain electronic interaction "Insured - FSS" on working with electronic hospital (EB):
Employees have informational benefits from electronic document management system of the FSS of the Russian Federation. They will be able to control their EB, tracking the stages of its processing and mapping, if they are registered on the State Service portal (if there is a confirmed account).
For details on electronic hospitals, see reference.
Electronic document flow with IFTS
Perhaps this is the most common type of electronic document management. Tax reporting mainly enters the IFTS electronically. The controllers also prefer to communicate with taxpayers through electronic technologies (by transmitting electronic requirements, requests, etc.).
The advantages of electronic document management are undoubted: reduction of material, labor costs for registration and processing of documents, saving time to their coordination and approval and many other positive points. Advantages of electronic document management is a lot, but there is enough deficiencies too. Problems with the safety and safety of electronic information, insufficient legislative and technological development of nuances related to the implementation and conduct of electronic document management can slow down its ubiquitous implementation.
In the choice of electronic document management system, modern companies are guided by the overall development strategy, the objectives, the presence of a competitive environment, the desired structure and the expected economic effect on the implementation of such a decision. To the objects of implementation of the EDF include improving the control of performing discipline, reducing the number of lost documents; reduction of coordination time; Reducing the number of errors in working with typical documents.
There are a number of key requirements for FED (ECM) functions. From the compliance of the system, the further success of the company's optimization of the company's document management depends. The process of coordination and assignment of tasks are performed faster when translated from "paper" into electronic form, the time for processing documents and instructions is also reduced, and the ability to track the course of working with the document appears. When working with the system, the performers are notified of new documents automatically, and their processing time is under control. To quickly access documents, easy search and preservation of documents is organized by electronic storage.
It is important that the rights to access the protected data be delimited. Significantly reduces the operation time and automatically filling out partitions of standard documents on existing reference data. Head is important to have convenient means of monitoring the timing of tasks and summary reporting. To maintain informativeness in the work of the SED, it should be easily integrated with an existing postal system and with existing accounting systems in the company (personnel, financial, accounting and manufacturing management systems.
Also more and more organizations pay attention to the possibility of remote work in the system. An important criteria for evaluating the system include the possibility of forming reports on documents, performers, statuses of documents, etc.; Fast system introduction; installation cost and system support; simplicity of system development; Ability to use system software to solve additional tasks.
And additional requirements:
Consider how these functions are implemented in DocSvision, Directum, ELMA ECM +, Optima Workflow and 1C systems: Document proof 8. All these systems combine the overall concept based on the combination of classical EDD and business process management tools. Combining the benefits of electronic document management and BPM systems, companies receive the development of processes and improving the efficiency of operating activities.
The functional advantages of the Directum system refers not only the advanced catalog of business solutions. From the functions used every day in operation, you can select convenient reminders, the ability to set up the numberators and work with barcode labels. The presence of preview of nested files, file storages, a large selection of completed reference books in the basic configuration, interactive document creation wizards.
Negative sides of this SED: the absence of page conclusion in the inventory of documents and search results, the inaccessibility of using additional styles in the document inventory.
These functions are implemented in DocSvision. Inside the main application window, any web pages and configured reports are displayed. Archival documents move into separate database tables. Users system can choose an authentication option. XSLT conversion to XML description of the registration card is used.
The ELMA system features an extended line of business solutions. Among them, the ECM + module (combination of the functions of the BPM system and the classical EDS), projects + - standard features for project management plus processes management; ELMA CRM + - implements a client-oriented approach through the implementation of through processes. And the KPI solution that the Directum system is not.
To the question of integration opportunities - the plugin to work with MS Outlook has both ELMA ECM +, and in two other solutions. In addition, ELMA is easily integrated with "1C: Enterprise" (with all current versions).
In order not to be confused in a large number of files with amendments and changes, the documents in the appendix may have an unlimited number of versions, but only one can be assigned to the actual one. The whole history of the document changes is going to the document card.
All the necessary tools for work on the document and control of the performing discipline on working with these documents are at the user at hand.
If the document entered the company in paper form, it is automatically saved after scanning.
The head can view a report on the current situation with performance activities, and users are provided with a number of filters to form results as they consider fit.
The ECM + application can be adjusted arbitrarily according to the needs of a separate enterprise and its organizational structure.
To speed up creating documents, you can create templates. This is available for any user, even not having skills in programming.
You can configure the automatic making of the bar code into a template for instant recognition in the system.
All overview systems have a mobile application to work with system functions through a tablet computer or mobile device. This allows top managers to take part in the company's operational activities from anywhere where there is Internet. Customers for mobile devices are compatible with all mobile OS.
The advantages of the system include the possibility of using additional styles in the inventory of documents, displaying images to the inventory of documents and the viewing area. Possible filtering of the downloaded inventory documents. Optima Workflow is supported by setting up the rubricators in document logs, configure the viewing area of \u200b\u200bthe selected entry in the inventory of documents. Customization of the registration card of the order works. Third-party web applications can be built in the main window. There is integration with IBM WebSphere MQ. To automate the activities of archival units, a special archive module has been developed.
The main directions of the work of this solution are office work, general document management, managing contractual activities, electronic archive and work with appeals. The functionality can be expanded with plug-ins. When processing document routes, you can attach files and subsequently change them. There is a Windows Explorer registration.
You can configure automatic creation, registration and sending on the route of documents from various sources (folder, email box, Web).
Disadvantages: There is no internal mail. You can not create tasks for a group and folder with instructions. In addition, this solution has no project management module. Registration from MS Office, Open Office is not possible. Not supported by working with QMS documentation. It is also not possible to conduct personal user folders.
Interfaces of all modes of operation in the Directum system are unified, you can configure the rules for processing documents and tasks. In the replacement mode, the system retains its informativeness. Working with files is possible online. Distributed access rights to a separate file, each of them is described attributely. You can also note the transparency of document management processes. Tasks are added to the MS Outlook calendar. The plus of the system are customizable search patterns and convenient filtering mechanisms on lists columns.
But there are a number of disadvantages: there is no possibility of the chandelier of the elements (in Win32). Minimal settings for visual effects. It is impossible to localize the names of the details in various languages. Card size cannot be changed. When creating links between electronic documents, comments cannot be made to describe communication. The interface is overloaded.
Fig. one. DIRECTUM system interface
Docsvision use prefitted themes, the command tape is configured. Cell-cutting links between documents are displayed as a tree. Links can be commented. It is possible to design the task cards. Toolbar is configured. Full-text search from a single string is running, there is customizable search patterns, the design of search forms is also configured.
At the same time, the disadvantages of the system consist in the absence of the ability to automatically attach the document to the task. Processes are not transparent, reminders only work with MS Outlook enabled.
Fig. 2. DocSvision system interface
Externally, the ELMA ECM + interface is a standard file storage, a user without experience with such systems may well be navigated independently.
Document registration is implemented in a special wizard in several consecutive steps. When entering the system, you only need to specify the necessary details of the document and attach the electronic version, the system automatically generates a document card with all data on it.
All information on the organization is contained in the internal portal. All necessary tools are in one place: archive of documents, tasks, calendar, message tape, reports, web documents.
Operations can be simplified or expanded during the configuration.
Fig. 3. ELMA interface
The system has an intuitive interface. In the system, the application design styles are configured, an output of documents and a viewing area of \u200b\u200bdetails and images are available, the styles of drawing a list of documents (font, fill, pictogram) apply.
It is worth noting convenient search in the lists of registration cards, the presence of visual control of the mandatory fields, the ability to work with files, connections and the flow of the document in a single window.
It is convenient to work with attached files - the work is carried out online in a single window, in Check-in & Check-Out mode. Cell-cutting links between documents are visualized as a tree.
You can design a task card when creating an order.
Disadvantages: Users cannot create new logs, selection of documents, the settings are not saved to the database. In the registration card, you cannot configure the toolbar, localize the names of the details. Card size unchangeable. Drag & Drop mechanisms are not implemented. No basic features of interface selection of cards for communication. Another drawback is the opacity of the process when creating a task, reminders cannot be configured for performers.
Fig. four. Optima Workflow interface
The interface is configured to the types of users. You can view the list of users working in the system. There are RCC design tools (designer), the ability to expand and configure the RSC, while the complex elements can be used - tables, structures.
Disadvantages: There are no built-in tools for viewing attached files, there is no view of the tasks of the group, the appointment of the artist to the head from the group.
Fig. five. Interface 1C: Document Drive 8
The advantages of the system include the presence of full-text search on documents and details of registration cards (RK). Search templates can be configured by RK details. There is a filter inventory documents by columns. Convenient search for search templates. You can create search folders.
Negative qualities: You can not distribute access rights to customized search; There are no customized searches in the web client; There is no possibility to create complex search queries, there is no page withdrawal of objects in the inventory of documents and search results, additional styles do not apply in the document inventory.
Docsvision supports the creation of complex search queries using XML, as well as the distribution of access to search.
Disadvantage - Slow view of the viewing panel.
ELMA ECM + documents are collected in a single electronic archive. The search for documents is carried out quickly and conveniently not only by names, but also by details of the document card or RK. Search results are displayed only if you have access rights to documents. The search parameters are stored in the filter format, in the future you can quickly search for documents for saved parameters.
Failure: Lack of full-text search in documents.
A direct request to the database is applied to form a complex search query in document logs. A full-text search for the content of the document and the search for a sample registration card is carried out (no need to configure search patterns). You can enter search queries for the details of registration cards. Applied filters to all available documents logs.
Lack of system in the impossibility of saving custom search patterns. There is no full-text search for details of registration cards of documents. Users cannot create search folders and complex search queries. There is no full-text search on the details of registration cards.
An attribute search on the details of the document is carried out. You can create search patterns, their storage is hierarchical and classified. According to the search results, reporting is being built.
In one request it is impossible to carry out various types of search. There is no configuration setting to automatically search for duplicate document during registration.
The system allows you to simultaneously lead the organizational and staff structure of several companies. Detailed information on divisions and employees can be expanded. If you need to replace (full or assistant), the "Inbox / Outgoing" folders are automatically created. Works Filter for Stress and Running Search.
Disadvantages: The Display of the OSS is not clear, there is no way to sort the items in a certain order, it is difficult to create and fill the directories, there is no localization of records of reference books. Minimum settings for the appearance and behavior of the Republic of Kazakhstan.
Fig. 6. Exterior of registration cards in the Directum system
DocSvision supports the maintenance of the OSS several companies at once. There are substitution functions (permanent or temporary substituent). Works filter for stress. The disadvantages are partly duplicated by the properties of the Directum: not a visual display of the OSS, there is no sorting of items in a given order, it is impossible to lead the history of the directory, create typed reference books, create hierarchical directories, there is no embedded reference book "Nomenclature of Affairs." Low speed of the designer.
Fig. 7. Directory of employees in the DocSvision system
It is convenient to keep track of the situation in branches of large companies. Several systems are combined in one window, organizing a single information system of divisions and a qualitative exchange of information. The user owns all the necessary information about the external system without leaving its page. It is convenient to switch between the pages of the company's divisions. In addition, information on performing activities, topical news, viewing documents, launching business processes.
Fig. eight. Setting the pages of branches in the ELMA system
General information on all branches and divisions are available to the head. Data on divisions and employees can be expanded.
Employee replacement is carried out in a special section. Recognition is removed automatically upon completion of the period. When installing the replacement task in processes are automatically transferred to it. The system reports a single task and the absence of this employee, offering to choose another performer.
Fig. nine. Setting the section "Replacement" in the ELMA system
In a special section "Lack of absence" is displayed a list of employees who are not in the workplace during a certain period.
The system supports the maintenance of several companies, the structure is clearly displayed. Replacement functions are implemented (permanent / temporary substituent), there is a running search by first letters. Elements can be sorted in a given order; Quite a simple filling of the directory, the creation of hierarchical directories, setting the life record of the reference book.
There is a design card template designer, sizes, background, bookmarks, fields, fonts are configured, scripting scripts for the registration card events are used.
Disadvantages: There is no way to keep the history of the reference book, there is no mirror information on replacement. Information on divisions and employees is minimal. It is impossible to create typed reference books, lead the history of reference books, localize the records of reference books. There is no function of checking the syntax of the scripting scenario code, there are no fields of type "Radio Point".
Fig. 10. Making a new employee to the Organization in Optima Workflow
The desktop of the user is adjusted in accordance with his role. Quick access to the data on employees, the list of phones, correspondence recommendations, etc. For the department manager, you can configure the full-text search panel to search for any destination, the manager is provided to the quick access panel to reports. Information is distributed in accordance with access rights. The organizational structure of the organization and the role of performers can be used to select performers of business processes.
The "Tasks and Process Processes" subsystem contains means of creating and managing business processes, as well as setting up role-playing tasks, settings for replacement matrix / replacement staff.
The system implements convenient simulation functions. Debugging the route circuit is implemented step by step. A high-level IS-Builder programming language is built into the platform. It is possible to create your own functions and scripting scenarios using your own API. Reporting editor is implemented in IS-Builder. Minus: The number of basic blocks is insufficient.
Fig. eleven. Modeling business processes in the DIRECTUM system
The system has convenient functions of modeling and designing a route circuit without using software. You can develop your own functions. Available creation of scripting scenarios using your own API, web service call. Tools - MS Reporting.
Failure: You have to replace a group of simple blocks to one block of the script script to optimize.
Fig. 12. Modeling business processes in the DocSvision system
Modeling business processes is performed in a special graphic editor "ELMA designer" with a simple and understandable graphical interface. Notation for describing business processes - BPMN 2.0, convenient for describing chains of work and containing almost all necessary primitives. Design business processes can business analyst without a programmer's help. Develop a management model in the company and make changes to the processes on the go, without stopping the system.
The movement of documents in the company can be organized along the routes of any complexity. The document reflects that, through which employees this document will be held, as well as the order and nature of the planned work on it. The graphic model of the process is created by dragging the desired blocks of operations from the palette, after which the operations are connected by transitions. In the transitions you can enter a comment.
Fig. 13. The document route described as a business process in ELMA SED
The system has a designer of business processes models, scripted scripts are used.
Fig. fourteen. Modeling business processes in Optima Workflow
Setting the properties of the block is simple. The creation of scripting scenarios using your own API, the creation of your own functions and blocks, unloading objects to the exchange format. Tools - Crystal Reports 11.0.
There is the ability to configure the appearance of the application, settings of the inventory of documents (visibility and order of columns, sorting), notification settings.
Simulation mechanisms are inconvenient, business logic configuration functions are minimal, there is a need to write scripting scripts of document processing, no designer of life cycles.
The system creates typical routes of document movement, there is support for route branches and conditional transitions. There is also a designer of reporting forms.
Fig. fifteen. Block diagram of the business process in 1C: Document Drive 8
Data protection in the system is carried out using login-password and Windows accounts. You can create groups and user roles. There is a discrete and role-playing access control model, it is also possible to give authority and privileges. The delimitation of access rights is carried out at the folder level, RK, file and reference book. You can configure the transfer of rights. Encryption and EDS applies.
Disadvantages of the system: There is no distribution of access rights to the configured search, there are no configured searches in the web client, you can not create complex search queries.
The speed of the viewing panel is quite low.
The advantages of the data security system can be allocated as follows: the presence of a mandate access control, delimitation of access rights at all levels; Setting the transfer of rights. Application of encryption and EDS.
Any user from anywhere where there is an Internet can enter your username and password and go to the ELMA system. Such input is configured by default for all users, but there are three basic ways to protect the login:
To match, sign up the document or its version, an electronic digital signature is used. In this case, no other user, even learning the password, will not be able to negotiate or sign the document.
ELMA uses setting access rights to various system objects. At the heart of the rights management - the roles of elements of the Organization and individual users of the system, the process of configuration consists in graphic display of posts, departments and divisions, and distribution of responsibility.
Data protection is carried out using a login / password, a Windows account. Groups and user roles are created, discrete and role-playing access control model. There is a possibility of issuing authority, delimitation of access rights at the level of the folder, setting the relative permissions on the Organization's Organization, the use of EDS.
Separate file cannot be distributed access rights. There is no preview of files.
There are software integrity controls, support for various authentication methods. The user is issued rights for the execution of an order or document. Subscribed EDS Documents are sent with the preservation of information on the signatures. The access rights are appointed in accordance with the position of the user, its role, the degree of participation in business processes, a vulture or individually. Rights are set to folders and types of documents and also apply to attached files, they may contain restrictions on reading or writing. Access to reports is also limited - only his reports are available to the employee, the head of its subdivision reports.
There is no delimitation of access rights to the part of the document (registration fields, attached files). There is no backup and data recovery tools.
Companies choosing SED face one and the same problem - they have a long association of the acquired system and existing business processes of the organization. To optimize the work of the entire company, it is important to embed document management processes in the main processes, and the earlier this union will occur, the better. However, this time-consuming event takes time, experience and regular communication of all employees whose work is related to the documents. In one way or another system using its functions, allow you to speed up this process. If we summarize and evaluate the results, then the most key requirements are compliant with ELMA ECM +, 1C: Document Drive 8 and Directum.
