Information technologies for documentation support of management activities. Information technologies for documentary support of management activities

Book: Lecture notes Documentary

SECTION 1. INFORMATION AND DOCUMENTATION SUPPORT OF MANAGEMENT SECTION 1. INFORMATION AND DOCUMENTATION SUPPORT OF MANAGEMENT 1.1. The importance of management documentation

The document performs many functions. State standard 16.487-83 defines a document as a material object with information fixed in a man-made way for its transmission in time and space, defines general function document as a carrier of information. This function of the document is especially important in operational management. After using the document in the current job, it performs another important function- acts as a historical source. These features attracted the attention of management workers and archivists. Governance bodies and government institutions must interact in their work.

During the period of restructuring of the management system, the document performs a number of theoretical functions that are used within the scientific disciplines of document management and archiving.

Management technology, reduced to a simple diagram, can be presented in the form of making a decision, organizing its implementation and monitoring its implementation. This scheme can be used both in the case of carrying out the simplest one-time event, and when organizing complex nationwide industry systems. These systems will differ in the degree of preparation for making a decision, the organization of its implementation (personnel, finance, supply, implementation, etc.) and the organization of control over implementation. In all cases the specified parts must be installed.

Any decision does not arise out of nowhere; it can only be made on the basis of information on this issue. It should be noted two important conditions: firstly, information must be timely, secondly, it must be sufficient for adoption necessary solution. If the information is received late, you lose the opportunity to take part in any actions or events. That is, the opportunity or chance is lost. On the other hand, if the information is insufficient or you only know something halfway,

your decision may not only not be the best, but even erroneous, since you did not take into account all the factors.

Currently, the volume of information doubles every three years. This is related to the development of society. Any subject or each individual can exist only if information is exchanged. In the conditions of market relations, the economic situation is rapidly changing; commercial enterprises “survive” only if they know in a timely manner what, when, how and how much it costs. Information has long become a commodity. Whoever owns the information controls the situation, and vice versa.

This indicates significant changes in the organization of information resources in society, shows that information and documents as its carrier influence all aspects of management, as well as the functioning of various structures that influence the final result in the economic sphere.

Information and documentation services are the main (main) support (servicing) function of management, the implementation of which requires special professional knowledge. The efficiency and clarity in the activities of any entity depends on how this work is delivered.

Information and documentation support is carried out by special structural units: business administration, general department, office, secretariat (or assistant secretary). These units must be staffed with specialists. The assistant secretary must also have special education depending on the level of the manager and his level of training.

The work of any administrative apparatus, like any work in general in our time, must be carried out subject to the requirements of the scientific organization of labor. That is, this means that there is no work that does not need to be properly organized, and the person performing this work must be familiar with the peculiarities of its implementation. To do this, the work must be divided into certain components - from the most complex to the simplest operations. Each part must be worked out, that is, organized in the best possible way, since there are no trifles in any work, everything must be thought out. The scientific organization of labor consists of such well-thought-out, properly organized operations. How to properly perform this or that work is determined by regulatory and methodological documents.

In the field of management, they mainly work with information and documents that act as its carriers. Document-object and result of work in the field of management.

Working with information and documentation support consists of identical operations. Only some subjects perform it using traditional methods (manually), while others use mechanization and automation. But all stages of working with documents remain. Therefore, any elementary competent employee of the administrative apparatus must not only correctly draw up and execute documents, but also know what types of work are performed with them.

Any work today is improved by introducing new machines and processes. In the field of management, it is only possible to mechanize work with documents and automate the processing of information contained in documents.

But machine document processing poses its own requirements. Regarding documents, requirements for their format, order of execution, presentation of text.

The document can also be divided into its simplest components (details) and in each part there are rules for the most correct writing and design. These rules are enshrined in DSTU 4163-2003. The requirements for the preparation of documents are also described in sufficient detail in the management documentation support system, since in all documents it is possible to identify the same components (details), having studied the procedure for compiling and processing these details (writing the address, dates, approval marks, approval, conclusion procedure, etc. ). These requirements are established by DSTU 4163-2003.

One document is used to document only a one-time action. Documents act in close interaction with each other and form a documentation system. The state standard defines a documentation system as a set of interrelated documents in a certain field of activity.

There are systems of financial, primary and accounting documentation of budgetary objects and entities, accounting and monetary documentation, organizational and administrative documentation, etc. Thus, every manager must be able to withdraw and know the documentation system with which he works. For example, an employee of the HR department must know and be able to draw up and execute all personnel documents,

and contracts and employment agreements. But the most common are organizational and administrative documents that any manager has to deal with. This includes organizational documents such as charter, regulations, instructions, administrative documents, orders, orders, instructions, resolutions, decisions; information and reference acts, certificates, reports and explanatory notes, as well as the most common types of official documents - letters, telegrams, telephone messages. Each type of document mentioned has its own characteristics in the design and presentation of the text, which are easy to study.

The procedure for working with documents is also divided into certain stages. Each stage has its own techniques for how to best perform it. This work begins with the receipt and initial processing of documents. This stage is regardless of the method of transmitting information: by mail, in person, by telegraph, by fax. As a rule, this work is carried out centrally and consists of purely technical operations, described in detail in the rules and instructions.

Registration of documents is an important step. During the registration process, records of received documents are kept, but the most important thing is to record indicators about the document, which allow organizing control over its implementation and information and reference work with documents, i.e. During the registration process, a data bank is created about documents that circulate in the object or subject.

The next stage, monitoring of implementation, is closely related to the registration of documents. Properly organized urgent control allows you to know at any time what needs to be done and helps the subject to effectively plan his work day.

The organization of information and reference work also depends on the registration of documents. The information and documentation service service or the secretary are required to issue a certificate in a few minutes: where, from whom, at what stage of work any document is located, and also answer the question: which documents contain information on a particular problem that interests you. Registration can be done manually - on cards or automated - on a computer. The technology for registering documents is well described in normative and methodological manuals.

After initial processing and registration, the document is sent for execution. This stage is associated with the problem of direct movement of the document. Movement of the document to the executor, reflecting the management organization system. With a clear distribution of responsibilities and delegation of authority, the document immediately goes into execution. With a centralized management system, when the manager takes upon himself the decision of all, even minor issues, each document comes to him for resolution and after that is sent for execution. The prepared document will thus go from bottom to top - from the executor, with numerous approvals, to the manager for signature. The movement of the document is clearly reflected by the operogram and allows you to see all repeated and unnecessary operations.

The next stage is the current storage of documents. Any document, after the information recorded in it is used in the management process, performs the function of storing and accumulating information so that this information can be returned to again when the need arises. To do this, documents must be placed so that the desired document can be found in a matter of minutes. Since there are a lot of documents that are put aside during the work of the subject, their organization in the current storage requires preliminary classification, that is, distribution into groups (cases) for their rapid search. To distribute documents among cases, a simple classifier is being developed - a nomenclature of cases. This is a systematized list of titles of cases that are being conducted in the regions.

The nomenclature is the most important document. A well-designed nomenclature of files allows for the current storage of documents to be clearly organized. However, compiling the nomenclature requires special knowledge. Many years of experience in compiling nomenclatures allows us to assert that only a specialist in the field of records management or an archivist can compile nomenclature. If the subject cannot competently compile the nomenclature himself, you need to contact. to the archival service. Case covers are created according to the nomenclature. The design of covers and the distribution of documents within files must also be carried out taking into account special rules.

Drawing up a nomenclature of cases, forming cases and their preservation related to the examination of the value of documents. Expertise is understood as determining the practical and scientific significance of documents and determining their storage periods. Depending on the value of the documents, they can have different storage periods: short-term (up to 10 years), long-term storage (mainly, these are documents on personnel that are stored for 25-75 years) and permanent. The storage periods for documents can be determined in special reference books called “Lists of documents by storage periods.” They are standard and departmental. A standard list exists for management documents, scientific and technical documentation, film and photographic documents; departmental lists for almost all areas of activity (culture, healthcare, cinematography, agriculture, etc.). The departmental list covers in more detail documents that are created in the process of activity in a certain area. The storage periods for documents are determined when creating files, since it is not allowed to create documents with permanent and temporary storage periods into one file. Otherwise, the documents will have to be regrouped. The procedure for conducting an examination and recording its results is well set out in regulatory and methodological documents.

1, finally, the final stage of working with documents is preparing files for long-term storage or for submitting them to the archive. In operational work, as a rule, cases are used for two years - the current year and the previous one. Cases for previous years must be processed and transferred to the subject’s archive (if there is one) or transferred to another cabinet for storage. Cases are processed according to established rules. If this work is carried out regularly, every year, the subject’s affairs will be in perfect order and finding the necessary files and documents will not be difficult.

The procedure for drawing up and processing documents and the organization of all stages of working with them are described in sufficient detail in regulatory and methodological documents. Each subject or object must have a package of documents, and if they are large - in each structural unit.

Archivists who monitor the activities of objects or subjects must, first of all, provide consultations, determine what normative and methodological documents the subject or object should have, with the help of which one can find the answer to many questions regarding the compilation, processing, and organization of documents.

The package of normative and methodological documents consists of two parts. The first part should contain national normative and methodological documents, a complete set of which should be sold in archival institutions not only in the center, but also locally. These documents include:

State system documentation support

management. Basic provisions. General requirements for documents and

documentation support services.

Standard instructions for legal knowledge in objects and subjects.

Unified documentation systems. System of organizational and administrative documentation. Documentation requirements.

Basic rules for the work of departmental archives.

List of standard documents that are created in the process

activities of state committees, objects, subjects with the definition of deadlines

their storage.

It is useful for entities that deal with any appeals from citizens to have a “Standard regulation on the conduct of office work regarding appeals, applications and complaints of citizens to government bodies and enterprises,” which defines the procedure and methodology for working with this category of documents.

The second part of the package is formed from the organizational, regulatory and methodological documents of the subject itself. This includes:

Charter or regulation about an object or subject.

Regulations on the structural division (if the subject has a branched structure).

Job descriptions for employees of structural divisions.

Instructions for managing the affairs of this entity.

Nomenclature of cases.

Sheet of document forms of structural units or

the subject as a whole.

Regarding the last three documents, the instructions for office work should be specified for a given subject with its examples, the nomenclature of cases and a sheet of document forms with sample documents that can be developed on a self-supporting basis or consist of employees of the local archival service.

The essence and functions of information and documentation support for management

Information and documentation support for management is one of the areas of information management associated with the work of information resources, organizations, institutions, as well as enterprises. Speed, making the right decision, bringing it to the executor, control and achieving maximum effect in the organization’s activities depend on it. Also, information and documentation support is the most important service management function.

The activities of preschool educational institutions are aimed at ensuring processes, such as organizational and information and documentation. The functions of documentation support for management are assigned appropriate, valid for at the moment, state and industry standards and regulatory documents.

Information technology is a set of methods production processes and software and hardware are combined into a technological chain that provides collection, transmission, processing, accumulation, storage, updating, information retrieval and decision-making on object management.

Transformation of information from incoming documents aimed at achieving results serves special technologies Information technology is focused on reducing the labor intensity of the processes of using an information resource, as well as increasing their reliability and efficiency.

Modern information technologies that allow creating, storing, processing information and providing effective ways its presentation to the consumer is an important factor in the life of society and a means of increasing the efficiency of management in all spheres of society.

Modern technologies for documentation support of management:

Technologies for processing incoming and outgoing documents;

Technologies for transmitting document information to the user;

Technologies for entering documents into the organization’s information database;

Document information processing technologies;

Technologies for storing and using separate local groups of documents.

1) Technologies for processing incoming and outgoing documents.

Document processing is the very initial stage of working with documents arriving at an organization, and one of the final stages of working with outgoing documents is preparing them for sending to a correspondent. Correct and high-quality execution of document processing allows you to keep accurate records of incoming and outgoing documentation, effectively use organizational equipment and computer equipment. Working with documents at the stages of receipt or sending involves performing certain operations, the purpose of which is:

Checking the correct delivery of documents;

Integrity and completeness of documents;

Recording the fact of receiving or sending documents;

Preparation of documents for further processing, such as registration.

2) Technologies for transmitting document information to the user.

Paper is the main carrier of documentary information. Along with it, new media are also used, such as magnetic ones, which make it possible to use computer technology for documentation. Establishing a procedure for the movement of documents, or document management of an organization, consists of creating conditions that will ensure the storage of the necessary documentary information, search and delivery of it to consumers in a timely manner and at the lowest cost. Thus, it includes the organization of document flow, including the technology of personal work of performers, the creation of information retrieval systems for organizational documents, and control of their execution. When implementing an automated document registration system and workplace automation, the method of transferring document information to the contractor must be specified: through computer network or the executable document itself.

3) Technologies for entering documents into the organization’s information database.

Incoming files are created from primary documents for data entry or updating base files. Files with the resulting information are intended for printing or transmission via communication channels and are not subject to long-term storage. To this number of base files stored in information base files can be attributed:

Basic;

Workers;

Intermediate;

Service;

Archival.

Operational files are created on the basis of one or more input files and reflect the information of one or more primary documents. Files with conditionally permanent information can contain reference, pricing, tabular and other types of information.

4) Technologies for processing document information.

Technical means are aimed at ensuring that the processed document information has the properties of completeness, correctness and reliability, and maximally meets the needs of its users in terms of presentation form, efficiency, and quality. Organizational technology should mechanize or automate as much as possible almost all procedures of the technological process of document processing in the office. The processing of documentary information carried out during the execution of management decisions is implemented in accordance with the chosen form of organizing the placement of office equipment in the office: centralized and decentralized.

5) Technologies for storing and using separate local groups of documents.

Documents during their execution are kept by the performer, and in this regard, special folders. On each folder the surname and phone number of the performer are indicated. After finishing work with the document, it is transferred for placement in the file. Executed documents must be formed into cases in accordance with the nomenclature of cases. At the same time, files from the moment of their establishment until they are transferred to the archive of the organization must be stored at the place of their formation. The organization of document storage must ensure the safety of these documents and the records of their use. Confidential files must be stored under conditions that prevent their loss, damage or unauthorized access strangers to them. Keep them with your files open access not allowed. Confidential files, documents, databases, recording media confidential information are stored only with the referent. They are not transferred to the company archives or other archives.

Storing documents in electronic form is a technology that provides the entire cycle of document storage, including examination of value, accounting, description, storage and use. Storage of documents in electronic form is carried out in two options: storage on a remote server on the Internet or a company server.

Information technology is focused on reducing the labor intensity of the processes of using an information resource, as well as increasing their reliability and efficiency.

Introduction

Chapter I. Fundamentals of information technology organization

1.1 Concept and classification of management information technologies

1.2 Characteristics of modern information technologies and strategies for their use

Chapter II. New information technologies at the JSC Model enterprise in Khanty-Mansiysk

2.1 Characteristics of the enterprise JSC “Model”

2.2 Use of information technology in the accounting department of Model OJSC

Conclusion

List of sources and literature used

Applications

Introduction

A huge increase in the volume of information and large changes in the demand for information began to place new demands on the organization of information and documentation services in the organization.

Requirements for services involved in information and documentation support began to change. Abroad, they began to be called the service of management (or management) of information and documentation resources, in our country - the service of documentation support for management (DOU).

The main direction of improving the preschool educational institution, adapting it to modern conditions was the use of the latest computer and telecommunications technology, the formation on its basis of highly effective information and management technologies in working with documents.

Today, the state of information technology in preschool educational institutions can be characterized by:

The presence of a large volume of databases containing information about the activities of the organization;

Creation of technologies that provide interactive user access to information resources;

Expansion of functionality information systems and technologies that provide information processing, the creation of local multifunctional problem-oriented information systems for various purposes;

One of the main factors influencing scientific and technological progress on all spheres of human activity is the widespread use of new information technologies. Among the most important and widespread areas in which information technology plays a decisive role, the area of ​​management occupies a special place. Under the influence of new information technologies, fundamental changes are taking place in management technology (the processes of justification and decision-making are automated, the organization of their implementation), and the qualifications and professionalism of specialists engaged in management activities are increasing.

The scope of application of new information technologies based on personal computers and developed means of communication is very extensive. It includes various aspects - from providing the simplest functions of official correspondence to system analysis and support for complex decision-making tasks. Personal computers, laser and optical technology, media and various types communications (including satellite communications) allow institutions, enterprises, firms, organizations, workforces and individual specialists to receive right time and in full necessary information for the implementation of professional, educational, cultural and similar goals.

The object of the study is information technology in the enterprise.

The subject of the study is the introduction of information technologies.

Target course work– consider the main information technologies in the enterprise.

To achieve this goal, it is necessary to solve the following tasks:

1. indicate the basic concepts of information technologies and their classification;

2. characterize modern information technologies;

3. indicate strategies for using modern information technologies in management activities

4. characterize the enterprise OJSC “Model” in the city of Khanty-Mansiysk;

5. do an analysis information support JSC "Model" of the city of Khanty-Mansiysk.

The bibliography can be divided into two parts: textbooks and articles in periodicals. TO textbooks include work on information support for management, which considers information technology as one of the integral components of effective information support for management. Separately, we can highlight the author A.D. Khomonenko (21), which is the most modern to date on this topic and contains information about information technology. This topic received its main development in periodicals (13;14). These are articles dedicated to general issues automation of information support for management, as well as the basics of improving documentation support for management

The course work consists of an introduction, two chapters, a conclusion, a list of used sources and literature.

The first chapter, “Fundamentals of Information Technology Organization,” discusses the basic concepts and classification of information technologies.

The second chapter, “New information technologies at the Model OJSC enterprise in the city of Khanty-Mansiysk,” is devoted to the conduct and implementation of information technology analysis at the Model OJSC enterprise.

In conclusion, the main conclusions on the research topic are given; 22 sources are presented in the list of used sources and literature.

Chapter I. Fundamentals of information technology organization

1.1 Concept and classification of information technologies

The term “information technology” itself is based on the concept of “technology”, which is quite stable and appeared in scientific and technical circulation in connection with the problems of organizing production.

One of the modern encyclopedias gives the following definition of this concept:

“Technology (from the Greek techne - art, skill, skill) is a set of methods of processing, manufacturing, changing the state, properties, form of raw materials, materials or semi-finished products carried out in the process of production; a scientific discipline that studies physical, chemical, mechanical and other laws operating in technological processes. Technology also refers to the extraction, processing, transportation, storage, and control operations themselves, which are part of the overall production process.”

Of the three possible options The definition of the first option is closest to information technology.

The concept of “information technology” should include three main components:

The object of influence (in the given definition is a raw material, material, semi-finished product, i.e. a material resource);

The result of the impact (change in the state, properties, shape of the impacted object);

Methods of influence (processing, manufacturing, modification - processes leading to the desired result of influence) (11, 322).

By expanding the list of resources considered as an object of influence, we obtain a corresponding expansion of the composition of technologies: if the object of influence is energy, then we get energy technologies (energy transfer, energy conversion, etc.); financial resources as an object of influence are determined by financial technologies (operations on the securities market, foreign exchange transactions, lending, etc.); human resources (human resources as an object of influence give rise to training technologies, collaboration within single teams, etc.

In this regard, information, considered as a resource, determines the emergence of information technology. Taking this into account, we can formulate the following definition of information technology:

Information technology is a set of methods, production processes and software and hardware tools combined into a technological chain that ensures the collection, processing, storage, distribution and display of information in order to reduce the labor intensity of the processes of using an information resource, as well as increase their reliability and efficiency (21 C . 11-12).

Information Technology characterized by the following main properties:

The subject (object) of processing (process) is data;

The purpose of the process is to obtain information;

The means of implementing the process are software, hardware and software and hardware computing systems;

Data processing processes are divided into operations in accordance with the subject area;

The choice of control actions on processes must be carried out by decision makers;

The criteria for optimizing the process are timely delivery of information to the user, its reliability, authenticity, and completeness.

Of all types of technologies, information technology in the sphere of management places the highest demands on the “human factor”, having a fundamental impact on the qualifications of the employee, the content of his work, physical mental load, professional prospects and the level of social relations.

On the other hand, information technology is the most important component of the process of using information resources. To date, it has gone through several evolutionary stages, which were determined mainly by the development of scientific and technological progress. As a result, some changes have occurred in its name due to the addition of one of the synonyms: new, computer or modern (21 P.11-12).

To inform society and business, a wide range of software and hardware is needed, including computer technology and means of communication. Various technical means ensure the reception and transmission of three main types of information (speech, printed text, graphics) in statics and dynamics with maximum use of the three human senses of perception (hearing, touch, vision). Directly connected to a person are relatively bulky devices that provide coordination of various human-machine input and output information flows (displays, keyboards, mice, joysticks and other manipulators, and much more, including electronic tablets and scoreboard). Technical means communications ensure the transfer of information in the external business environment. At the same time, the communication system uses not only “pure” communication devices, but also information and communication computers. In a business enterprise, depending on the scale and characteristics of the business, from one to several thousand computers can be used for storing and processing information (22 pp. 26-27).

Management of any organization is information process, in which information is received, processed, a decision is developed, the decision is communicated to the performers, whose actions are controlled. The management activities of the organization related to the performance of its tasks and functions in accordance with the statutory documents and other regulatory legal acts are subject to documentation.

Documentation of management activities of organizations is carried out in accordance with the requirements of regulatory legal acts and state standards for documentation support of management activities.

The regulatory and methodological framework for document management in Russia, represented, in particular, by such an important document as the “State System of Documentation Support for Management”, put into effect by the Main Archive of the USSR in 1988, is largely outdated and requires updating.

In order to regulate relations in the field of organizing documentation support for management activities of public authorities, bodies local government, as well as all organizations (regardless of their form of ownership and legal form), a draft Federal Law “On Documentation Support for Management Activities” was developed, which, among other things, introduced the concept of an electronic document - this is a document in which information is presented in electronic digital form and electronic media documents are material carrier, designed for recording and storing information using technologies supported by electronic computers.

Among the main areas of regulation of documentation support for management activities in an organization, participation in the development and implementation of automated systems documentation support for management activities.

Theoretical studies of automation of processing unstructured information (which began in the 50s) have not yet led to the creation of standard information retrieval languages ​​(like SQL) that could be used for a formalized description and content of documents and construction of queries *.

The main task of documentary information systems is to store and provide the user with documents, the content of which corresponds to his information needs. Thus, the documentary information system is a unified repository of documents with tools for searching and issuing the data necessary for the user. The search nature of documentary information systems determined another name for them - information retrieval systems. On Russian market presented software products mainly to meet the needs for legal information: “ConsultantPlus”, “Garant” and “Code”.

At the same time, information technologies for documentation support of management activities must functionally ensure controllability and transparency of the enterprise’s activities, as well as accumulate and manage knowledge. IN modern world these two tasks are becoming increasingly critical. For example, in the cost of a Mercedes car, only 30% are direct production costs, and the rest is compensation for the cost of developing the car, i.e. the cost of the activities of engineers and managers, therefore, the main resource for reducing costs lies in optimizing their activities.

Let's give the following example: an organization is working on the joint preparation of a certain contract, consisting of: discussions of the main points of the contract with the counterparty, making changes to the text of the contract, storing several files with different options for the contract. And, when everything is ready, after a while it may turn out that in fact it was not the last version of the contract that was signed (the wrong “fish” was taken, and the lawyer did not read the contract, and the partner does not agree with some of its points). The way out of such situations is to use electronic documents and electronic technologies in the documentation support of management activities of organizations - electronic document management systems (EDMS).

At first glance, EDMS seem to be fairly autonomous programs that reflect the movement of enterprise documents and provide work with them. Meanwhile, the creation and implementation of an EDMS is an integral part of changing business technologies and the corporate information system.

The document flow system itself (as, indeed, any enterprise automation system) will not bring the expected effect if its implementation is not preceded by research, description, and optimization of business processes. Every business process consists of stages - elementary actions that are performed by certain employees. A document (paper or electronic) acts as a mechanism that primarily regulates relationships between people and organizations.

For example, consider the simplified business process “Returning goods to the buyer” (Fig. 2.21). In order to return the goods to the buyer, the manager creates a return invoice (stage 1), then the warehouse worker, having received the invoice, returns the goods (stage 2), and after processing the invoice (shipment of the goods), the document is sent to the archive. At the same time, the document “Invoice for return of goods” travels from employee to employee, from stage to stage. In turn, the manager and warehouse employee are faced with corresponding tasks, which also move from employee to employee, from stage to stage.

In a similar way, you can describe any other business processes of the enterprise: “Assembly”, “Issue of money”, “Purchase of goods”, etc. Therefore, when automating business processes, you can implement functionality that allows you to visualize document flow.

Rice. 2.21. Business process “Return of goods to the buyer”

Automating planning, forecasting, operational management, accounting, data analysis functions, ERP systems again rely on documents that “pass” through business processes (Fig. 2.22).

Rice. 2.22. Interaction of some components of the enterprise

Thus, above the diagram from Fig. 2.21 a superstructure is formed to support changes in information in the document as a result of its movement from stage to stage. This gives grounds to assert that the mechanisms of enterprise management, planning and analysis are based on document flow technology.

Let's look at the electronic document management systems on the market, which can be roughly divided into three groups.

Independent EDMS. Supplied as separate program, which provides collective work with documents and allows you to interact with applications such as MS Excel, Outlook. Such EDMS provide means of registration, storage, viewing and retrieval of documents. Independent EDMS allow you to carry out simple control by viewing information about the status of the document: executor, deadlines, resolutions, documents of the enterprise with which it is associated, recipients to whom it should be sent by e-mail, etc. On the one hand, small enterprises often don’t need anything more from an electronic document management system. On the other hand, EDMS works in parallel with accounting, management and other systems of the enterprise; data is transferred to the EDMS with a delay, which can cause various types of errors and inconsistencies, increase the risk of data loss, and limit the ability to use independent EDMS.

EDMS in the form additional modules to ERP or CAD systems. Integration will reduce the risk of data loss, provide tighter access control and changes to documents, providing the ability to access documentation without the use of specialized interfaces from ERP or CAD. However, it is worth considering that system integration is a complex process and not always feasible.

EDMS as part of the system architecture complex automation enterprises. Here, the EDMS functions are “hardwired” into the control system itself. The joint use of technologies for complex automation of management and document flow combines their advantages and disadvantages.

Let's consider the concept of the EDMS device in general information infrastructure organizations.

The main unit of information and the entire existence of the document management system is devoted to the storage of a document, its properties and the history of its life, as well as the actual maintenance of its life.

The method of storing a document depends on how it is more convenient to work with it. The document may consist of text, drawings, pictures and tables. In most EDMS, a separate document can physically consist of a set of files - this is simpler and more practical, since each of them is edited by its own program.

The life cycle of a document in an EDMS goes through a successive series of stages, shown in Figure 2.23.

Rice. 2.23. Life cycle of a document in an EDMS

Almost all modern electronic document management systems support all stages life cycle document. The only question is how complete this support is. Some systems do not support a mechanism for blocking edited documents, which makes collective work with documents impossible. There are systems focused on office work, and they do not implement effective document storage, but it is important to carry out all procedures for working with documents regulated by existing standards. And the documents themselves may lie in folders in the closet. Some systems are focused on effectively supporting the movement of electronic documents within the structure, but do not have their own electronic archive - the storage implemented in these systems is intended only for the operational storage of documents during their life cycle. Once published, documents are logged out of the system and returned to their typical storage environment, such as the file system. An electronic archive can be “attached” to such a system, where the document is stored along with its history and accompanying card. For example, the Electronic Office Systems company offers to link its Delo product with an electronic archive created by the company based on the Kodeks-Intranet/Internet server. The same server of the Kodeks company is also used by the Granit Center company as an electronic archive for its GrandDoc system. Previous versions of both systems were supplied without electronic archive.

The document attribute storage is designed to store a “card” – a set of fields that characterize a document. Typically, the EDMS has a concept of document type (for example, contract, specification, letter, etc.) and each type has its own card. Cards different types have mandatory fields common to all documents, and special fields specific to documents of this type. For example, common fields can be a unique document number, its title, author, creation date. In this case, documents of the “contract” type may contain fields such as the date of signing, validity period, and amount of the contract. Document types, in turn, can have subtypes that have a common set of fields that they inherit from the main type, and additional fields that are unique to the subtype. The most advanced document management system can support greater nesting of such subtypes. Typing documents, building their hierarchy, and designing cards for them is one of the most important stages in the process of implementing an EDMS.

In addition to the concept of document type, it is possible to assign categories to documents, and one document can simultaneously belong to several categories. Categories can be arranged into a category tree. For example, you can have a category “Legal Documents” with subcategories “Laws”, “Agreements”, “Orders”, etc. In this case, you can have a parallel structure by departments, for example, the category “Sales Department Documents”, and in it - the subcategories “Sales Agreements”, “Invoices”, etc. A contract for sale can be simultaneously classified into the subcategories “Agreements” and “Contracts for sale”, which belong to different branches in the hierarchy of categories. Thus, it becomes possible to search for a document in such a tree based on its classification, and the same physical document can occur any number of times in different nodes of this hierarchy.

To organize a card storage, there are three possible solutions: using your own storage, a standard DBMS, or the tools of the environment on which the DBMS is built.

Your own storage of document attributes allows you to optimize it for the task of storing cards, flexibly implement functions for creating complex cards (having, for example, a large nesting of types), and also use effective algorithms for searching information in cards. For systems that have own storage, include, for example, Documentum, Euphrates from Cognitive Technologies and Garant-Office from Garant International. The obvious disadvantage of this approach is the inability to use standard resources of the existing information environment, as well as the dependence of critical information on the EDMS provider.

The use of standard DBMS for storing documents solves the problem of dependence of critical information on the EDMS provider. Such systems include, for example, the Delo systems from EOS, 1C:Archive and DocsFusion from Hummingbird. Weaknesses this approach is that relational model, implemented in most DBMSs, is not convenient for the data model used in the EDMS. It is quite difficult to provide the necessary flexibility when creating document cards, especially if you need a complex structure. The second problem is that when using an external DBMS, some difficulties arise both when migrating from one version of the EDMS to another, and when moving from one version of the DBMS to another.

If the EDMS is built on the basis of any information environment, for example, based on Lotus Notes/Domino, then this allows the use of all the mechanisms built into this environment, including tools backup, replication, search, etc., it would be a sin not to take advantage of its resources. The problems with this approach lie in the very need for a specific environment for the operation of a document management system, as well as in the restrictions that a specific environment imposes on the structure of its databases.

There are two approaches to implementing a document storage: storage in a file system or in a specialized EDMS storage.

Storing in a file system reduces the degree of security when restricting access, since the file system may not support the security model that is implemented in the EDMS itself. Therefore, you have to give the EDMS your own access rights, so that the files saved by it will not be directly accessible to any user. And the EDMS maintains its own system of a list of users with access rights, organizing access to files through these rights. At the same time, the access system becomes difficult to maintain and is not entirely flawless from the point of view information security. To provide additional security, file encryption during storage is often used. In addition, almost all EDMS use random file naming, which greatly complicates the search for the desired file when trying to access it bypassing the system. At the same time, most EDMS store files in the file system.

When working with file system Most EDMS require moving files into specially organized directories. But there are also exceptions. For example, the Euphrates and Microsoft SharePoint systems allow files to be registered in the system without requiring them to be physically moved to storage. It is clear that this approach is dangerous from the point of view of data integrity, but it is very convenient during the “transition period” of EDMS implementation.

Systems that have their own file storage or use the storage of the environment on which they are built (for example, Lotus Notes/Domino or Microsoft Exchange) can provide more efficient control of access to documents and more reliable solution access control problems. This is how, for example, Documentum and systems based on Lotus Notes are structured (“BOSS-Referent”, CompanyMedia). But this raises questions related to data integrity, the availability of effective backup tools, and integration with archival storage tools on slow media.

At the business logic level, significant differences are found between different EDMS. Actually, all the described components, although they can be arranged differently and differ in the degree of complexity, are functionally similar. Business logic various systems may differ radically, and this is exactly what should be of most interest when getting acquainted with the electronic document management system.

The fundamental components that make up the functionality of any EDMS:

Managing documents in the repository . Includes procedures for adding and removing documents, saving versions, transferring to the archive, maintaining the archive, etc.

Search documents . It consists of attribute search, visual search in various trees in which documents are stored, full text search, semantic search, etc.

Routing and execution control . Ensures the delivery of documents as part of business procedures in the organization. Actually, the term “electronic document management” comes from this functionality. Document routes can be flexible or rigid. In the case of flexible routing, the next recipient of the document is determined by the employee in whose charge the document is currently located. In the case of hard routing, the path of documents is determined in advance based on some logic. The routing function is not present in all EDMS. Systems without routing facilities are called electronic archives. Execution control is an integral part of routing. It is important for a document to control where it goes and where it is now. In fact, the route is defined in terms of the path of passage and time intervals for the execution of the document by each of the participants in the passage process. Execution of a document means the performance of an action related to the document by each of the participants within the framework of his official powers.

Reports . They serve as an analogue of office document logs. Using various reports, you can see, for example, total time time spent by employees working on a specific document, the speed at which documents are passed through departments, etc. Reports are excellent material for making management decisions.

Administration . Support for the operation of the system itself, setting its parameters, etc.

From a technology point of view, electronic document management systems differ little from any other distributed information systems. Based on the principle of building architecture, they try to follow modern trends and market requirements as much as possible. Now the most popular concept is an open environment, maximally adaptable to specific needs, but at the same time easy to install and maintain, with a “thin” client and a dedicated application server, if possible multi-platform. All existing systems come closer to this ideal to one degree or another. However, systems based on a full-featured client tied to a specific platform are still quite common. Sometimes in these cases remote access a separate Web client is offered with limited functionality. For example, in the GranDoc system of the Granit Center company, full functionality is available only when using the client application, but the user can search and view documents in the archive using a regular browser.

The degree of effectiveness of using an EDMS is determined by the extent to which documents (unstructured information) determine the information content of the enterprise’s activities. It is obvious, for example, that for a purely trading organization the main information content is structured data contained in databases. Perhaps such an organization needs to store contracts, but it is unlikely that it will come to the implementation of an EDMS. However, if a trading organization grows into a trading monster with a network of stores in dozens of cities, complex logistics, and its own production of semi-finished products, then sooner or later you will have to think about implementing an ERP system. At the next stage the quantity wholesale buyers and large customers may grow to such a scale that you will have to think about implementing CRM. And only if the management apparatus grows to hundreds of people, parallel non-core projects will appear, diversification problems will arise, and the task of introducing an electronic control system will arise. At the same time, some systems may need to be integrated so that the CRM system has links to letters, contracts and copies of incoming orders that are stored in the EDMS.

In some cases, the integration of these systems is even closer - the EDMS can serve as an integrating transport for transmitting documents between the systems that generate them and the systems that consume them, in cases where direct communication at the level of structured data between these systems is not needed. Let's assume the company has CRM systems and ERP, and it is required that the CRM records quarterly reports from the ERP on the supply of goods to a specific client, supplemented, possibly, with comments from experts. It is clear that it is most convenient to store such reports in an EDMS. Thanks to the integration of ERP and EDMS, the document will be automatically created and saved. Thanks to the integration of EDMS and CRM, it is possible to automatically attach a document to a specific client’s card. And all these operations can happen automatically.

It is obvious that the functionality of document management systems in terms of solving management issues almost completely satisfies today's needs, and there will not be much development here in the coming years. The main direction of development of document management systems is increasing the efficiency of information retrieval, integration with means of publishing information in networks, automatic sorting and document categorization.

The development of document management systems will receive a second wind with the advent of tools that allow semantic search for information and intelligent automatic abstracting of texts based on meaning.

Description of the presentation by individual slides:

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Organization of office work and document flow using electronic communications. Basic terms and concepts Documentation support for management (DMS) covers issues of documentation, organization of work with documents in the process of management and systematization of their archival storage. Documentation is the creation of documents, i.e. their preparation, execution, coordination and production. Record keeping: a set of measures to ensure the preschool education of an enterprise or organization. It is sometimes said that the preschool educational institution is the main function of office work. Organization of work with documents - ensuring the movement, search, storage and use of documents. Systematization of archival storage of documents - determination of rules for storing information created in the organization, its retrieval and use to support management decision-making. Document flow is the movement of documents within the preschool educational institution. A business procedure is a sequence of certain operations performed by employees of organizations to solve any task or goal within the framework of the activities of an enterprise or organization. Electronic archive solves the problems of systematizing the archival storage of electronic documents within the preschool educational institution.

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Electronic office work and document flow in an enterprise Electronic office work and document flow in an enterprise is an automated multi-user system that accompanies the process of managing the work of a hierarchical organization Basic concepts of electronic office work and document flow Electronic document flow (EDF) is a unified mechanism for working with documents presented in electronic form, with the implementation of the concept of “paperless office work”. An electronic document (ED) is a document created using computer information processing tools, which can be signed with an electronic digital signature (EDS) and saved on computer media in the form of a file of the appropriate format. An electronic digital signature (EDS) is an analogue of a handwritten signature, which is a means of protecting information that provides the ability to control the integrity and confirm the authenticity of electronic documents. Electronic document management. The main advantages of implementation: reduction of financial and time costs for creating and processing documents; efficient organization document flow increases the efficiency of the company's divisions and services; integration of information containing data in various documents for management to make prompt and informed management decisions; creating conditions for the transition from routine paper document management to promising paperless (electronic) technology; optimization of business processes related to office work and document flow in the enterprise;

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Creating documents based on templates Methods for creating templates: With clean slate Based on a finished document, the template is a blank or blank form, in which the user, in accordance with his tasks, fills in the necessary columns with his own information. Stages of creating templates: 1. File - create (select document type - template) 2. Editing the template as a regular document 3. Inserting macros and information fields (menu insert command field) 4. File - Save as - select document type template and enter a name .

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Creating document templates based on forms Form elements: Text field Checkbox Combo box Table Frame Dimming fields Each form element has its own parameters Menu View - Toolbar - Forms After creating the template and arranging the form fields, change protection is set EXAMPLE of a template using forms

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Electronic digital signature. Purpose and application Electronic digital signature (EDS) is a requisite of an electronic document intended to protect this electronic document from forgery. digital signature allows you to: Integrity control transmitted document: with any accidental or intentional change to the document, the signature will become invalid, Protection against changes (forgery) of the document: the guarantee of detection of forgery during integrity control makes forgery impractical. Impossibility of relinquishing authorship. Since a correct signature can only be created by knowing the private key, the owner cannot refuse his signature. Evidence of the authorship of the document: Since you can create a correct signature only by knowing the private key, the owner of the key pair can prove his authorship of the signature under the document. All these properties of the digital signature allow it to be used for the following purposes: Declaration of goods and services (customs declarations) Registration of transactions on objects real estate use in banking systems Electronic commerce and government orders Monitoring the execution of the state budget In systems of appeal to authorities For mandatory reporting to government agencies Organization of legally significant electronic document flow In settlement and trading systems

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Electronic digital signature. Tools and application Schemes for constructing a digital signature There are several schemes for constructing a digital signature: Based on algorithms symmetric encryption. This scheme provides for the presence in the system of a third party - an arbitrator who enjoys the trust of both parties. Authorization of a document is the very fact of encrypting it secret key and submitting it to the arbitrator. Based on asymmetric encryption algorithms. At the moment, such digital signature schemes are the most common and are widely used. The generally accepted digital signature scheme covers three processes: Key pair generation. Using a key generation algorithm, a private key is selected in an equally probable manner from a set of possible private keys, and the corresponding public key is calculated. Formation of a signature. For a given electronic document, a signature is calculated using the private key. Checking (verification) of the signature. For document and signature data, the validity of the signature is determined using the public key. Conditions for using digital signature: Verification of the signature must be carried out public key, corresponding to the exact private key that was used during signing. Without possession of the private key, it must be computationally difficult to create a legitimate digital signature.

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Microsoft Outlook- Microsoft Outlook workplace automation tool provides the ability to exchange email messages, manage your calendar, tasks and contact list Microsoft Outlook interface