What is electronic document management and its benefits for business. Electronic document management: pros and cons. experienced tips Electronic document management between counterparties pros and cons

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

Legal Basis for EDS

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

The laws governing the work of the EDS 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 implementing an EDMS, an enterprise must develop an additional number of internal administrative documents:

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

Employees of the company are required to use only certified EDS and means of cryptographic protection of information. Compliance with this rule and the consistency of the legislative framework make it possible to make the employee's actions in the 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 the use of paper information carriers.

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;
• document routing;
• control over the receipt of the document and the execution of the instructions contained in it;
• keeping journals, classifiers;
• converting ED to compatible formats;
• automatic registration of incoming documentation;
• sending notifications;
• coordination of documents;
• collective work with ED;
• interaction through ED with counterparties of the company;
• generating reports on the execution and movement of documents.

An important parameter of the EDMS is its modularity, which allows expanding functionality without significant change basic settings.

Types of EDMS

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

• "box";
• basic with extensive configuration options.

"Boxed" products are designed for warehouse operations, office processes and small industries. They require only modular configuration and the introduction of primary information.

Their features:

• quick setup;
• standardized training;
• no modification required;
• low maintenance cost.

The core platforms are deployed in large enterprises with 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;
• interface changeability;
• complexity of cost planning due to the inability to estimate the amount of improvements.

For most small businesses and trade organizations, standard "boxed" solutions will suffice.

Benefits of an electronic document management system

The transfer of the enterprise's document flow into electronic form gives the company advantages on several organizational levels. EDMS allows you to simplify the work of both management and ordinary employees.

Tactical advantages

Electronic document management allows you to reduce the current operating costs of the business. When deciding to install an EDMS throughout the enterprise, it is recommended to measure the productivity of employees before implementing the system. You can calculate 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 effectiveness of the company's basic processes, the following advantages of EDMS are distinguished:

1. Freeing up physical space at user workstations.
2. Reducing the cost of renting archival premises.
3. Saving time for employees to copy documents, process them, and enter them into journals.
4. Reducing the cost of paper, materials for copying equipment.
5. Reduced time to transfer paper documents between departments.
6. Saving time for employees due to the full automation of part of the operational processes.
7. Increasing employee productivity by reducing routine work.

The tactical advantages of EDMS make the work of ordinary employees the most easier, so it is they who will notice the improvements in the first place.

Strategic advantages

Strategic goals in the implementation of EDMS affect the main business processes: profit indicators, speed and effectiveness 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 database and controlled remote access to it.
2. Acceleration of information search by attributes.
3. Possibility of complex protection of commercial information in 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 work processes outside the workplace.
7. Increasing the safety of documents and the impossibility of falsifying them.
8. A sharp increase in the execution of instructions due to online monitoring of the actions of employees.

Strategic advantages contribute to the growth of the company's manageability and image, which gives a significant benefit in attracting new customers.

Benefits for ordinary users

Long-term routine operations are recognized as unhealthy and drastically reduce productivity. The monotonous processing of requests and documents in different programs distracts from duties, taking up the lion's share of working time.

EDMS has a number of advantages for solving these 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 are required to perform according to the job description.
3. Accelerating the adaptation of new employees to work processes by automating intra-corporate interaction.
4. The ability to obtain information about the chain of approvals and stages of project implementation.
5. Reducing routine operations by combining working environments in computers, using templates, eliminating the stage of printing documents and signing them.

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 IT structure of the enterprise

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

• facilitating control over the system, reducing the qualification requirements for its administrator;
• the ability to set up new templates and document routes without standard programming tools;
• consolidation of several applications into a single working environment;
• the ability to scale the system without additional costs;
• no need to replace existing computers;
• Comprehensive network protection against malware.

EDMS involves certain investments in technical means, but they pay off in short time.

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

Benefits for Executives

Electronic document management does efficient work management staff due to the following advantages of the system:

1. Mobility of EDMS, the ability to access ED through remote computers on business trips.
2. Easily monitor employees with reports on their performance, productivity, and timeliness of assignments.
3. through integration with .
4. Acceleration of logistics procedures between suppliers and buyers when sharing EDMS. It is possible to exchange primary ED by connecting to a single external operator that guarantees the legal legitimacy of documents.
5. Providing access to financial information exclusively to top managers, excluding the secretariat.
6. Reduce the chance 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 mind their own business.

Disadvantages of electronic document management

The introduction of electronic document management in the enterprise has its drawbacks. It is they who do not allow small businesses to enter full-scale, warehouse operations and management based on the SED.

The disadvantages include:

1. Probability of database corruption by unknown malicious code. This drawback can be solved by regularly backing up information on devices that are not connected to the network.
2. Difficulty in adapting employees of the 40+ age category to the digital form of interaction.
3. High price. The price of domestic EDMS for small businesses ranges from 1000-10000 dollars.
4. The effectiveness of the EDMS is reduced if the company's counterparties do not have electronic document management.
5. The benefit of the system in compact offices without additional work units and rooms is doubtful.
6. The need to duplicate ED in paper form when working with some contractors.

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 in the enterprise will be considered more the rule than the exception.

How to choose the right EDMS?

Choosing an EDS 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 on the purchase of an electronic document management program, it is necessary to take into account a number of its characteristics:

1. Operating hours of the EDMS manufacturer in the Russian market. Years of practical experience in the implementation of such systems are needed to adjust to national legislation.
2. Compliance with industry standards.
3. Compatibility with company structure.
4. Possibility and cost of further maintenance of the software product.
5. The scalability of the EDMS with the expansion of the enterprise.
6. Availability of software configuration documentation for full-time IT specialists.
7. The level of information protection.
8. Data redundancy options
9. Recovery time after failures.

For the final selection of a company for implementation of EDMS it is recommended to analyze several providers, study the demo materials and ask to install a demo version of the software. When making a decision, it is important to take into account the cost of equipment upgrades and the level of vocational training own IT specialists.

Difficulties in implementing EDMS

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

As a result, providers of electronic document management in enterprises face such difficulties:

1. A motley format for storing data in different departments.
2. Lack of structured information in the applications used.
3. Unsettled system of employees' access to specific business processes. Standard form job descriptions poorly helps the organization of the SED.
4. Loading of the information flow with bureaucratic procedures and approvals.
5. Failures 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. Non-compliance of the EDMS with industry standards and by-laws.

To switch to electronic document management, there is little strong-willed decision of the management. Need a system overhaul official 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 when implementing the EDMS, there is a strict personnel policy regarding incompetent and untrained employees. Because their unwillingness to work according to new principles will significantly increase the costs of the implementation process and maintenance of electronic. EDMS must interact with people within a single mechanism, so its poorly functioning elements must be corrected or replaced in time.

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Privacy agreement

and processing of personal data

1. General Provisions

1.1. This agreement on confidentiality and processing of personal data (hereinafter referred to as the Agreement) is accepted freely and of its own free will, applies to all information that Insales Rus LLC and / or its affiliates, including all persons belonging to the same group with LLC "Insales Rus" (including "EKAM service" LLC) may receive about the User while using any of the sites, services, services, computer programs, products or services of "Insales Rus" LLC (hereinafter referred to as the "Services") and in during the execution of Insales Rus LLC of any agreements and contracts with the User. The User's consent to the Agreement, expressed by him in the framework of relations with one of the listed persons, applies to all other listed persons.

1.2. The use of the Services means the User's consent to this Agreement and the conditions specified therein; in case of disagreement with these conditions, the User must refrain from using the Services.

"Insales"- Society with limited liability"Insales Rus", PSRN 1117746506514, TIN 7714843760, KPP 771401001, registered at the address: 125319, Moscow, Akademika Ilyushin St., 4, building 1, office 11 (hereinafter referred to as "Insales"), on the one hand , and

"User" -

or individual who has legal capacity and is recognized as a participant in civil legal relations in accordance with the law Russian Federation;

or entity, registered in accordance with the laws of the state of which such person is a resident;

or individual entrepreneur, registered in accordance with the laws of the state of which such person is a resident;

which has accepted the terms of this Agreement.

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1.5. The purpose of this Agreement is to protect confidential information that the Parties will exchange during negotiations, conclusion of contracts and fulfillment of obligations, as well as any other interaction (including, but not limited to, consulting, requesting and providing information, and performing other assignments).

2.Obligations of the Parties

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2.3. The obligation to keep secret confidential information is valid within the term of this Agreement, the license agreement for computer programs dated 01.12.2016, the agreement of accession to the license agreement for computer programs, agency and other agreements and within five years after termination their actions, unless otherwise agreed by the Parties.

(a) if the information provided has become publicly available without violating the obligations of one of the Parties;

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2.12. The User is obliged to immediately notify Insales of any case of unauthorized (not authorized by the User) access to the Services using the User's account and / or any violation (suspicion of violation) of the confidentiality of their means of access to the account. For security purposes, the User is obliged to independently carry out a safe shutdown of work under his account at the end of each session of work with the Services. Insales is not responsible for the possible loss or corruption of data, as well as other consequences of any nature that may occur due to the violation by the User of the provisions of this part of the Agreement.

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3.2. Compensation for damages does not terminate the obligations of the violating Party for the proper performance of obligations under the Agreement.

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4.3. The User has the right to send all suggestions or questions regarding this Agreement to the Insales User Support Service or to the postal address: 107078, Moscow, st. Novoryazanskaya, 18, pp. 11-12 BC "Stendhal" LLC "Insales Rus".

Publication date: 01.12.2016

Full name in Russian:

Limited Liability Company "Insales Rus"

Abbreviated name in Russian:

Insales Rus LLC

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, building 11-12, BC "Stendhal"

TIN: 7714843760 KPP: 771401001

Bank details:

Information technology is penetrating various areas of business at such a speed that it is sometimes difficult to assess its appropriateness. A striking example is the introduction of an electronic document management system (EDMS). It leads to the disappearance of stacks of boring paper documents. At first glance - an excellent result, and or another similar technique will soon become impossible. Is it so?

Arguments for SED

In favor of electronic document management, the figures obtained as a result of studies conducted in the United States speak:

1. According to estimates, about 4 trillion paper documents are used in this country and their number is growing by 22% per year.
2. About 90% of them do not leave the office, but are simply transferred from employee to employee.
3. On average, each document is copied 19 times.
4. Half of the working time is spent on finding the necessary information and only 10% on studying it.
5. About 8% of documents are simply lost.

Advanced Processing & Imaging, after conducting their research, came to the conclusion that small business, consisting of 20 employees, spends about $ 180,000 on copying or printing various documents. An impressive enough figure to think about electronic document management.

Particularly actively implemented Information Technology in Singapore. For example, all telegraph offices were closed back in 2002, as these services were no longer in demand.

Advantages

Electronic document management has a number of significant advantages:

• It provides transparency and effective control over the creation, receipt and execution of documents, speeds up business processes as much as possible;
• In practice, some orders are simply not fulfilled by employees. EDMS allows you to control not only the process of work, but also its result;
• Reduction of time for distribution, search and creation of documents. The system is able to independently create registers, reports and summaries, which has a positive effect on the efficiency of the company;
• Any enterprise pays serious attention to maintaining confidentiality. The loss of valuable information can lead to losses in the millions. Paper documents are easy enough to remove and transfer to the side. SED cannot completely exclude such situations, but it clearly regulates access to information depending on the authority of the employee. At the same time, you can always control who used or made changes to specific documents;
• EDMS speeds up the procedure for familiarizing employees with new documents and ensures the company's work in a single information space.

Flaws

The electronic document management system is not without certain disadvantages:

• Its main disadvantage is the danger of a virus penetrating the company's computers and the subsequent loss of all information. To be on the safe side, you need a backup system;
• Another disadvantage is the unpreparedness of personnel to implement such a system. Many employees do not have sufficient knowledge to competently work in the EDMS. Meanwhile, the continuity of its functioning depends on it;
• The introduction of electronic document management requires significant financial investments;
• It should be noted that a single information space has not yet been formed in Russia or the CIS. Accordingly, not every enterprise can conduct electronic document exchange;
• There are certain restrictions on the implementation of the EDMS. For example, any personnel department requires a personal signature of an employee on a number of documents. The procedure for maintaining work books is also strictly regulated.

The electronic document management system is useful primarily for large enterprises having a branched structure of divisions. It can improve the efficiency of their functioning, but available on this stage shortcomings hinder the process of its implementation. EDMS requires serious improvement, and while its development continues, black and white will continue to be in demand.

“Personnel officer. Personnel records management”, 2009, N 2

TRANSITION FROM PAPER TO MIXED DOCUMENT FLOW

The widespread use of electronic systems for the preparation and management of paper documents is gradually blurring the line between electronic and non-electronic documents. Despite all the talk about “paperless technologies”, in reality we are moving from traditional paper workflow not to electronic, but to mixed workflow.

Dictionary personnel office work. Electronic document management is a documentation management system in which the entire array of created, transmitted and stored documents is supported using information and communication technologies on computers united in a network structure that provides for the possibility of forming and maintaining a distributed database. At the same time, the use of paper documents is not denied, but an electronic document created, corrected and stored in a computer is recognized as a priority.

Pros and cons of electronic documents

No matter how optimists and skeptics argue about electronic documents, no one denies the fact that the vast majority of office documents are created on computers. The reasons for such an unconditional victory of information technology are quite clear:

Electronic documents are easy to create, edit, reproduce, distribute and send;

It has become much easier to search for the necessary information, and contextual search provides opportunities that one could only dream of when conducting paperwork;

It is easier and with less effort to resolve issues of reserving information and documents, creating insurance funds, etc.;

In business and public administration, electronic documents, if used correctly, can speed up decision-making and improve their quality.

The widespread use of electronic systems for the preparation and management of paper documents is gradually blurring the line between electronic and non-electronic documents. In a number of laws and standards of different countries of the world, for example, a printout is defined as a form of presentation of an electronic document on paper.

V normative documents Our public authorities also appear similar wording:

Regulations on the requirements for the activities of financial market participants when using electronic documents (approved by Order Federal Service on financial markets dated 08.12.2005 N 05-77/pz-n):

“... a document in electronic form and (or) its copy on paper, certified in in due course...“.

Regulations on the procedure for recognizing persons as qualified investors (approved by Order of the Federal Financial Markets Service of March 18, 2008 N 08-12 / pz-n):

“4.7. A person recognizing as a qualified investor is obliged, at the request of the FFMS of Russia and in accordance with the specified requirement, to submit the register in electronic form and (or) its hard copy duly certified.

However, electronic documents, like any technology, have their drawbacks that have to be taken into account:

Rapid obsolescence of technologies, which forces organizations to constantly improve the methods of work used, regularly move documents and information from one system to another, migrate them from outdated media and formats to new ones;

The short service life of information carriers and their diversity, which leads to a fairly frequent update, which requires the organization to constantly monitor the safety of information;

Unresolved legal problems and, above all, the issue of legislative recognition legal force actually used electronic documents;

The complexity of not only ensuring the safety, but also the destruction of electronic documents compared to paper documents;

The need to use highly qualified personnel, whose salary automatically increases the cost of managing documents and information.

In addition, it is now impossible to completely abandon paper and other analog storage media for a number of reasons:

First of all, these are the existing requirements of legislation and regulations for the execution of a number of documents on paper. This primarily applies to the most significant documents in business activities, such as statutory documents, property documents, licenses, etc.;

No matter how much we talk about the advantages of electronic documents, we should also take into account the fact that many managers and specialists find it more convenient to work with paper when making responsible decisions;

It is no less important that over several centuries a well-established technology for creating, processing, long-term storage and destruction of paper documents has developed, there is both a full-fledged legislative and regulatory framework, and methodological developments and recommendations that can be used in practical work;

To work with paper and microfilm, no special technical means are required, which makes these types of media preferable for storing duplicates or copies of those documents that may be urgently needed in the event of various kinds of emergencies and disasters, when electronic documents may not be available.

Despite the fact that completely abandon paper documents global community not yet ready, their shortcomings are increasingly making themselves felt, which are exacerbated by the ever-increasing demands on the speed of information processing and decision-making:

The low speed of creating, processing and transmitting documents and information on paper is worse incompatible with the needs of business and public administration, which are increasingly using information technology. Documenting “electronic” activity only on paper is almost impossible;

It is much more difficult and slower to search for information in paper documents, which is extremely inconvenient during operational work;

Significant areas are required for the storage of paper documents, which requires ever-increasing costs for renting or acquiring premises, their equipment and for an increase in the number of personnel serving these storages;

Management of paper documents (including access control to them) usually goes at the level of cases, which is increasingly being insufficient both in solving the tasks of the main business activity and in ensuring information security.

Mixed workflow - the reality of today

Despite all the talk about “paperless technologies”, in reality we are moving from traditional paper workflow not to electronic, but to mixed workflow. Manifestations of mixed workflow can be observed everywhere:

Electronic registration of documents in electronic document management systems (EDMS) allows you to use them as a means of managing both electronic and paper documents;

The use of barcodes and RFID radio tags allows you to register and record paper documents and cases in in electronic format;

Maintaining various state registers (including a permanent storage period) is carried out simultaneously on electronic and paper media;

Maintaining files and dossiers containing both electronic and paper documents.

If the centuries-old experience of working with paper documents allows us to say that all the main problems have been solved here, then with regard to electronic documents, we can only state that twenty years of experience with them has been accumulated, the main problems are understood and there is some experience in solving them.

Another type of document, which has appeared more recently, poses even more complex tasks for document management specialists. We are talking about hybrid documents that simultaneously contain information in both analog and electronic form.

Such documents have already become widespread, suffice it to name at least such well-known types of documents: a biometric passport, a credit card, a tax return with a two-dimensional barcode applied to it at the same time, new banknotes equipped with RFID radio tags, various smart cards that are widely used in warehousing, transport and trade, labels containing both textual information and barcodes and/or RFID tags.

A rather non-trivial problem of managing such documents arises, taking into account their “double” nature. It can be said that the main problems of working with hybrid documents have already been identified, but so far there is neither solid practical experience nor recommendations on their use.

Currently, work with documents in organizations is based on the separation of information flows:

Operational decisions are made on the basis of information (paper and electronic);

Legally significant decisions are drawn up, as a rule, in the form of paper documents (often with a delay, which is a violation of the rules of work, but in most cases they turn a blind eye to this, since the need for operational decisions outweighs the risks associated with delaying paper-based decisions). At the same time, the number of types of documents that the legislation allows to create in electronic form is gradually increasing;

Increasingly, “internal” decisions are made and recorded electronically, and the possibility of using electronic documents for this is determined in the internal regulatory documents of the organization.

Note. Increasingly, management decisions made within the organization are recorded electronically, and the possibility of using electronic documents for this is determined by local regulations.

One of the already manifested problems of mixed workflow is the need to answer the question: “How to store information in mixed workflow?” When conducting mixed workflow, the problem of ensuring the completeness of cases arises, because quite often some documents are created on paper, while others exist only in electronic form. And only together they form a complete set of documents - a hybrid case.

A number of experts are of the opinion that for the convenience of work, at least one of the sets of documents (paper or electronic) must be complete by supplementing it with copies or duplicates. Two solutions are possible, each of which is quite labor-intensive:

Scan paper documents;

Print electronic documents.

There are noticeable differences in the methods of managing information stored on various media, which also has to be taken into account in a mixed workflow:

Non-electronic (analogue) documents are usually managed at the media level (case, microfilm, etc.);

Electronic documents in electronic document management systems are managed at the level of a single document;

Electronic documents on removable media (CDs, DVDs, floppy disks, tapes, etc.), depending on the circumstances, can be managed both at the media level and at the document level.

Shelf life in mixed workflow

At present, the principle is generally recognized, according to which the storage periods do not depend on the type of media, but are determined based on the content and value of the information recorded in the document. At the same time, it is increasingly possible to encounter situations where the storage periods for electronic documents begin to differ from the storage periods for the corresponding paper counterparts. This is due to the fact that an array of electronic documents, equipped with search and systematization tools, can be of greater value than individual documents.

The American National Archives (NARA) already today require government agencies to take this into account when setting retention periods for electronic documents. In their recommendations for compiling lists of documents with an indication of the retention periods, they pay attention to the following points:

The lists should, as a rule, determine the retention periods for documents, regardless of the type of medium (electronic documents, paper, etc.);

When translating documents into electronic form their value may change, so the US National Archives has developed a mechanism to review the retention periods upon transition government organizations for electronic document management;

If it is established that the documents (including after they have been converted into electronic form) contain material more information or used in a different way, the retention periods should be reviewed.

A similar approach was demonstrated by our government authorities when, in 2002, it was decided to establish a permanent retention period for the census questionnaire images:

Regulations on the procedure and terms of storage of census sheets and other documents of the 2002 All-Russian Population Census:

“2. The census sheets of the 2002 All-Russian Population Census, upon completion of their automated processing, are stored in the territorial bodies of the State Committee of the Russian Federation on Statistics ... for one year from the date of the official publication of the results of the 2002 All-Russian Population Census and are subject to destruction in the prescribed manner.

4. Storage of graphic images of the census forms of the All-Russian Population Census of 2002 on a machine medium is carried out as follows:

One copy is kept in State Committee Russian Federation on statistics in accordance with the established procedure before the next population census;

Second copy with software transferred until January 1, 2004 for permanent storage in the State Archives of the Russian Federation.”

What you need: internal regulations
and qualified staff

Analysis of modern legislative regulatory framework document management shows that there is a tightening of requirements not only for the availability of internal regulatory documents, but also for their strict implementation by the organization. With the help of internal regulatory documents, organizations create a regulatory framework for electronic and mixed document management, and this makes it possible to minimize the risks of using electronic documents in the “gray” zone, where the procedure for working with documents is poorly regulated by law and regulations.

The need to develop an internal regulatory framework for the organization is also mentioned in the GOST R ISO 15489-1-2007 Standard:

Standard GOST R ISO 15489-1-2007 “Documentation Management“:

“Document management in an organization includes:

a) adoption of policies and standards in the field of records management;

distribution of responsibility and authority for document management;

c) establishing, implementing and disseminating guidelines and procedures for dealing with records.”

Relations with external organizations and the use of electronic documents in interaction with them are built, as a rule, on the basis of the Civil Code of the Russian Federation. Everything related to the exchange of electronic documents is fixed in contracts and agreements.

The main difficulties in developing an internal regulatory framework for mixed workflow arise for the following reasons:

In Russia, the procedure for recognizing the legal force of electronic documents by state bodies and courts has not yet been established, which would fully meet the needs of business and public administration, as well as the established practice of using electronic documents and information;

There are practically no Russian methods and standards for evaluating the value of electronic documents, transferring them to archival storage, destroying electronic documents, working with confidential and secret electronic documents;

To a certain extent, of course, it can help out overseas experience, but most often domestic specialists in the field of document management simply cannot “get” to it due to poor command foreign languages and lack of translations.

For successful work in conditions of mixed workflow, the training of personnel becomes an especially important task. It is the characteristics of the organization's personnel, their qualifications, the general attitude to learn new things, understanding the need for change that are the cornerstone for successful implementation. modern technologies in document management.

Training and advanced training of all personnel in the field of document management can significantly reduce the risks when using electronic documents in work, increase the efficiency of employees' work, and introduce electronic document management and interdepartmental electronic interaction in a shorter time. The competent organization of this training work lies primarily at the service of the organization's personnel.

The first stage of the transition to a mixed workflow, when computers are used to prepare paper documents, has already been completed. Majority Russian organizations are in the second stage electronic systems are used to register, record and control the execution of documents. To speed up the work, electronic copies of documents are actively used. In addition, a number of laws have already been adopted allowing (in individual cases- requiring) to keep certain documents only in electronic form.

At the next stage, which in most organizations is not far off, authentic electronic documents will gradually begin to replace paper ones. First of all, this will affect the mass internal documents of the organization, such as memos and memos. At this stage, it is important to correctly regulate the work in mixed workflow in internal regulatory documents - in particular, such issues as the use of EDS in the organization's workflow.

Dictionary of personnel records management. An electronic digital signature is an attribute of an electronic document designed to protect this electronic document from forgery, obtained as a result of cryptographic transformation of information using the private key of an electronic digital signature (hereinafter referred to as the EDS) and allowing to identify the owner of the signature key certificate, as well as to establish the absence of information distortion in electronic document. According to the Federal Law of January 10, 2002 N 1-FZ “On Electronic Digital Signature”, an EDS in an electronic document is equivalent to a handwritten signature in a document on paper, while the following conditions are met: a) the signature key certificate related to this EDS has not lost its validity ( valid) at the time of verification or at the time of signing an electronic document if there is evidence that determines the moment of signing;

b) the authenticity of the EDS in the electronic document is confirmed;

c) EDS is used in accordance with the information specified in the signature key certificate.

On the one hand, it is necessary to overcome the fear of employees before the introduction of new technologies, on the other hand, it is necessary to realize that each technology has its weak points. Until now, both the issues of legislative and regulatory regulation of the use of electronic documents and the issues of long-term storage of electronic documents, especially those signed with EDS, have not been fully resolved.

Many years of experience show that the technical problems of transition to a mixed workflow, as a rule, are solved quite successfully. The greatest difficulty is the solution of organizational problems that are closely related to the "human factor". To successfully move forward to electronic document management, it is very important to properly organize the recruitment, education and training of the organization's personnel.

Note. It is impossible to establish a mixed workflow without qualified personnel.

Literature

1. Regulations on the requirements for the activities of financial market participants when using electronic documents: approved. Order of the Federal Financial Markets Service of 08.12.2005 N 05-77/pz-n / Bulletin of regulations federal bodies executive power. - 2006, No. 6.

2. Regulations on the procedure for recognizing persons as qualified investors: approved. Order of the Federal Service for Financial Markets dated March 18, 2008 N 08-12/pz-n / Bulletin of normative acts of federal executive authorities. - 2008, No. 19.

3 Federal Register v. 69, No. 223, p. 67692, November 19, 2004, URL. http://bulk.resource.org/gpo.gov/register/.../2004_67692.pdf.

The introduction of an electronic document management system also makes it possible to increase the level of confidentiality. Each participant receives exactly the degree of access to company documents that corresponds to his authority: reading, editing the document, or full rights. All actions are logged in a 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 company documents can lead to millions in losses. After all, paper documents can be easily removed from the folder and all information transferred to the side. When introducing an electronic document management system into a company, of course, it will not be possible to completely eliminate the leakage of information, but you can always see which of the employees, when, at what point and how they used these documents.

Pros and cons of electronic document management

An organization that decides to use electronic invoices must take the following steps. Firstly, to conclude an agreement with an electronic document management operator that ensures the exchange of open and confidential information via telecommunication channels as part of the electronic document management of invoices between the seller and the buyer. Note that the operator must be part of the network of trusted electronic document management operators, which is organized by the Federal Tax Service of Russia.

Electronic document management: pros and cons

Info

An electronic digital signature (EDS) is an analogue of a handwritten signature, which is an information security tool that provides the ability to control the integrity and authenticate electronic documents. EDI can be used to automate the office, create electronic archive documents, corporate electronic document management (workflow), management of the contractual process, automation of work with QMS documentation (quality management systems) and for automation of citizens' appeals. EDI can be used in any company, regardless of its size and form of ownership, the system can be configured to work both within a small structure (department, department) and within a geographically distributed organization with a developed scheme of information flows.

Pros and cons of using electronic document management

If the hard drive fails, all documents stored on it will be lost. In order not to lose data, you need to use an external backup system. Safety. Information privacy is a major concern in paperless offices.

Electronic primary documents: pros and cons

Based on many years of practice in the implementation of standard editions of THESIS - Basic and Standard, the following scheme has developed:

• System installation - maximum 1 business day.
• System administrator training - 1 working day.
• System setup - 5-10 working days.
• User training - the number of days depends on the number of user groups, maximum 5 working days.
• Trial operation - 22 working days.

On this, the implementation is considered completed, and the system goes into commercial operation. “In practice, the stages of implementing the “box” are much faster. 4 hours are allocated for installation, 4 more for administrator training, and 4 more for training one group of users,” comments Ekaterina Koroleva, Leading Specialist technical support THESIS.

Electronic document management in the company - pros and cons

IT and business The idea to abandon paper workflow has been discussed for a long time. New technologies make it possible to almost completely abandon paper. But this does not mean that this solution will suit any company and that it is so easy to implement.
Unfortunately, while the possibility of electronic document management is limited by law, and users are not yet ready for such a regime. Consider the pros and cons of electronic document management. Pros Savings. Going paperless can bring significant cost savings.
Consider how much you spend each month on paper, ink, postage, and so on. In addition, these documents need to be stored somewhere. All this can cost you a pretty penny. Access. Electronic document management involves the digital format of all documents.
They can be stored in the cloud, accessing data through web applications.

/ electronic document management

The choice between "standard" and "project" implementation is quite difficult for companies looking for ways to speed up work with documents and move to a "paperless" workflow. What is more important - to automate the processing of documents, spending a minimum budget and time, or to simplify the work of employees using a solution that is most adapted to the needs of the business? In this article, we will consider the pros and cons of EDMS using the example of projects for the implementation of three editions of the TEZIS system - Basic, Standard and Extended. You can read a brief about them here, and a detailed review below.

EDMS functionality in different editions The resulting functionality directly depends on the choice of the EDMS implementation option.

Pros and cons of sed in different editions

Electronic document management allows you to optimize the process of training new employees and the introduction of new processes in the company. The introduction of new instructions and regulations for electronic document management is much faster than informing each employee individually and familiarizing him with paper documents. Electronic document management enhances corporate culture.
All structures of the company work in a single information space, which allows almost every employee to be involved in corporate processes. The existence of electronic document management in the enterprise allows you to quickly adapt to changes in the market international standards. When new standards arise, a company operating in an electronic document management system can change its documents under new template which increases the level of competitiveness in the market.

Document flow

In the case of THESIS, it is a visual designer of processes.

• Tools for creating various reports, including graphical ones.
• Possibility of using EP (reinforced unskilled).
• Text recognition module.

Optionally, the Standard edition of the system also offers a gateway with a corporate portal and the ability to use a mobile version. The Extended Edition has the widest range of features, which involves fine-tuning the solution. In addition to all of the above, it allows direct modification of the program code and supports complex multi-server architectures to make the system as scalable, productive and adapted to a specific company as possible.

Disadvantages of electronic document management

Together with the key users of the system, the study and analysis of business processes that are planned to be automated is carried out at the customer's site. The result of the survey is recorded and agreed upon.

• Development and approval of the functional specification (FS). Based on the information obtained from the survey, a functional specification of the future workflow system is developed and agreed upon, including a description of automated business processes, form design and system requirements.
• Setting up and expanding the typical functionality of the TEZIS system, according to the FS. In addition to the work on setting up the system specified in the standard implementation plan, work is being carried out to set up and refine the TEZIS EDMS in accordance with the requirements of the approved functional specification.
• Transfer of settings, demonstration of the system.

Disadvantages of electronic document management

It should be noted that electronic document management has its drawbacks. A significant disadvantage of the electronic document management system is the problem of the safety of documents. After all, at any time a virus can penetrate the computer, the system for saving documents does not work.

The problem can be solved by creating a reservation system. One of the disadvantages of the electronic document management system is personnel, or personnel who are employed in the system. In the process of workflow automation, it may not be possible to avoid stress among employees who are accustomed to manual work and have insufficient knowledge about electronic document management. In an electronic document management system, competent data entry is especially important. Human factor here it is especially important, because the further uninterrupted functioning of the system will depend on the quality work of qualified personnel.

Disadvantages of electronic document management compared to paper

What's more, it has a unique extension mechanism that makes all modifications made on one version of the system compatible with the new version when upgraded. This allows you to automate processes based on the EDMS that are completely unique and unusual for this group of systems, which can be important for companies that require a specific workflow. The standard edition also satisfies most of the needs in expanding the functionality of the system, in particular, in the most important - the creation of new business processes and reports. The visual designer of business processes, built into the EDMS, allows you to lay out new routes for the movement and processing of documents, and without the use of any programming tools.

So far, at most enterprises, document management exists in paper form. Of course, in this form, the workflow is more familiar and traditional, but at the same time it has a number of disadvantages that significantly overlap the dignity of its familiarity.

Disadvantages of paper workflow

• Slow document search;
• Difficulties in tracking the movement of a document at all stages of it life cycle;
• The complexity of organizing effective control and reporting on the implementation of resolutions;
• The duration of the preparation and approval of documents;
• The complexity of organizing workflow, if several users work with the same documents at the same time;
• Inability or laboriousness to obtain summary reports and logs.

Thus, the traditional workflow is inefficient. All these disadvantages are eliminated with the introduction of electronic document management systems. For organizations where the number of documents and the complexity of their maintenance are large, it becomes a vital task to automate the workflow in order to eliminate the above disadvantages.

Advantages of electronic document management

• not hours, but seconds or minutes are spent searching for documents; waiting for documents is not required - documents are simultaneously available to all employees who have the right to access them;
• the process of coordination and approval of documents becomes transparent and takes place in real time;
• time is not spent on transferring documents between departments at all - cards and document files are available in real time to all employees who have the right to access them;
• preparation of standard reports on the movement of documents is done at the touch of a button;
• the absence of key employees in the office does not stop work with documents - a new generation electronic document management system provides the ability to work remotely with documents both through a web browser and by e-mail;
• organization of a single corporate information space. The information is stored in corporate system document management, not on employees' computers;
• improving the management of the company as a whole. Accelerating information flows and reducing the number of errors in making management decisions through the use of relevant and timely data leads to an increase in the manageability of the company as a whole.

The introduction of an electronic document management system leads not only to economic benefits (such as saving Supplies, saving employees' working time), but also to improve the quality of organization management (you can make decisions faster, visually see the progress of work on documents).