14 main directions of development of the world SED market. Analysis of the current state of the world EDMS market - NT1300: Electronic document management systems - Business Informatics. EDMS in the field of utilities

Many of you have been using the EDMS in your work for a long time, someone is in the process of implementation, but there are those who are still looking closely. Nevertheless, knowledge about modern document and information management systems of the company will be useful to both beginners and experienced users. EDS selection criteria

It is no secret that well-designed and optimized business processes are the key to the success of a company. One of the most important and resource-intensive processes is the process documentation support management. First of all, these are time costs (coordination, approval, signing, control of execution), labor (the need to have a specialist responsible for document flow in the staff), not to mention the costs of expendable materials and office equipment... The EDMS is designed to optimize this process, and therefore significantly reduce the costs of its provision.

Despite difficult economic conditions, EDMS on the market information technologies remain among the most demanded systems, as they allow:

improve the efficiency of company management by providing the management with all the necessary information for making decisions;
optimize the work of employees with documents;
preserve critical information and intangible assets of the company (information that may be lost as a result of layoffs or layoffs of employees), i.e., ensure business continuity, or business processes.

Naturally, information about the usefulness of modern technology for clerical professionals is not new. If you are reading these lines, then this topic is close to you. Perhaps many of you have been using the EDMS in your work for a long time, someone is in the process of implementation, but there are those who are still looking closely.

Nevertheless, knowledge about modern document and information management systems of the company will be useful to both beginners and experienced users.

The market is actively developing, there are many products, business solutions, additional options designed to solve a variety of tasks. And even if your company already has a solution for office automation and teamwork of employees, then you are probably now thinking about how to optimize it.

It is important to understand that the electronic document management systems implemented in a company are not a frozen subject, but a living organism that requires significant attention, control, and development. If the system is not developed in a timely manner, then very soon it will become outdated and no longer used by employees.

DOW service - customer EDMS

Perhaps now you are asking the question: "Why should we - clerks - understand the EDMS market, if there are IT specialists and it is their bread to choose programs?".

It is naive to believe that IT specialists will solve this problem for you! Most of the documents today are created, processed and stored electronically. Employees agree on many documents using ICQ, Skype, e-mail. In addition, documents are created and saved in various formats. And it is the job of the clerks to manage this information.

I know of many cases when clerks actually became developers of electronic document management systems, prescribing the requirements for the system "from scratch". From this began their journey through the agony and long processes of development, refinement, and implementation of the system.

At first, they acted as business analysts - describing all the workflow processes. Then in the role of testers, accepting the results. Well, and then in the role of teachers, teaching employees of their organization to work with the system. Naturally, all these processes are very long and they take a significant amount of time - at best, several months, at worst - years. Later they confessed to me that if they could take part earlier in the selection process, they would have saved themselves a lot of time and effort, and decent money for their company! But the most important thing is that they would have organized joint work in the system long ago - their own and the company's employees.

Developers of custom solutions in most cases focus on user requirements. Only they do not take into account that users often do not know what requirements to present and what methods of implementation of their tasks exist.

Acquaintance with the products on the market, understanding the principles of their operation gives an advantage when choosing and, ultimately, allows you to choose the most effective solution and save your energy, nerves and company money.

Which solution to choose?

So, you decided to understand the situation on the EDMS market and find a suitable system for solving your problems. You open the Internet, and there ...

And there are so many names, descriptions, charts of analytical companies, various comparisons that you can simply drown in this sea of information. Here are just some figures on the number of products on the Russian market.

As of February 2010, the catalog of electronic document management systems on the TAdviser website had about 179 items, the list of the Docflow catalog includes 170 products, there are also various independent portals about document management systems, where the list of solutions includes 45 items. DSS Consulting identifies solutions from about 15-20 companies that have multiple and successful implementation projects over several periods.

As you can see, the Russian market offers a variety of solutions related to the class of electronic document management systems.

Systems can be called differently: "office automation system", "electronic office", "company operational management system", "content management system", "ECM system", etc.

It would seem, what is the difference? After all, all systems do almost the same thing - they provide management of electronic documents. And the workflow is a fairly formalized sphere and all solutions for its automation should be very similar to each other.

However, the market of software products is very diverse - there are expensive systems and economy-class solutions, there are highly specialized systems and designers that allow you to implement any client's ideas. All this market diversity stems from the fact that the same functional requirements are implemented in different ways, on different platforms, using different technologies.

Currently, the market has reached a certain stage of maturity, its leaders have emerged among the EDMS, new solutions continue to appear, which indicates that the process of systems development continues. Unlike the accounting software market, where 1C is undoubtedly the leader, the EDMS market is not so polarized, the buyer has an extremely wide choice: from the world's leading manufacturers to custom-made developments that take into account the specifics of a particular customer. It's hard to figure it out, isn't it?

The problem of choosing an EDMS

The abundance of offerings on the office software market creates a choice problem. But due to the lack of objective criteria and generally accepted methods for assessing the quality of the proposed EDMS and their compliance with the real needs of the organization, there is a risk of acquiring the "wrong" system: too weak or, on the contrary, redundant for solving specific problems. The risk can be exacerbated during the implementation phase, since even a good system can be set up so that it will not work efficiently.

As a result, most organizations choose software solutions in the field of electronic document management at your own peril and risk, guided by your own criteria, intuition or trusting the promises of developers and specialists implementing the system.

Most often, the reason for failure is not so much the quality of the software solution as its wrong choice and mistakes made during implementation due to the lack of well-formulated requirements for the EDMS.

In late 2008 - early 2009 DSS Consulting conducted a study among the companies - EDMS users who implemented EDMS in 2008. To the question: "How do companies choose EDMS?" the most popular answers were:

selected by recommendations;
analyzed information on the Internet;
chose the first available solution;
the solution was "lowered from above".

The experience of many companies shows that the consequences of an unsuccessful choice of EDMS are not only material, temporary, organizational losses, but also, most importantly, the organization's failure to achieve its goals and lag in development.

Consequently, there is a real need for information that would allow: based on the analysis of the system of documentation support of management and business processes of the organization, to formulate requirements for the EDMS, on the basis of objective criteria for evaluating and comparing the EDMS on the market, to choose a suitable product and ensure its effective use ...

EDS selection criteria

Before embarking on a fairly extensive topic to review the current situation in the Russian and international markets for information solutions of this class, as well as to analyze specific solutions, let us dwell on the main criteria that need to be paid attention to regardless of the class of the software product and the market share it occupies.

The organization's EDMS should solve a wide range of tasks and at the same time be convenient and flexible in customization so that it can be supported by the customer. Of course, you can take an ECM platform and get a highly customizable solution that takes into account all the company's business processes, but the implementation of such systems usually takes from several months to a year or more and requires considerable financial costs. However, you always want the implementation time to be minimal, and staff training fast and preferably without interruption from production activities.

Most often, the choice of EDMS is made based on the following criteria:

the cost of EDMS licenses and other necessary components (hardware, DBMS);
cost of implementation and support of EDMS;
the possibility of expanding the system through additional modules and integration with other products;
Information Security;
platform and technology used;
reputation of the developer and supplier (organization implementing the system);
functional completeness.

Consider the meaning of the above criteria.

The cost of licenses has always been one of the main criteria when choosing a system. EDMS customers have known for a long time that a cheap product is not always good.

The system must be accessible so that the customer can make some of the system settings himself, for example, independently connect and configure dictionaries, reference books, standard routes for documents passage, etc., without having to once again resort to the services of developers or system integrators. The cost of operating the system will be lower.

The system should be a solution that provides for its further expansion by adding new modules and capabilities.

The range of possibilities extended by additional modules can include both integration with certain applications and the expansion of the functionality of the system.

When choosing a system, special attention is paid to its information security, how the principles of protecting confidential data are implemented, how the access control system is organized, whether the system supports the use of electronic signature and encryption.

When choosing a system, as a rule, it is taken into account what platform it is built on and what technologies are used. And here the priority is rather not novelty, but stability and reliability. The used database management system (DBMS) and development tools play an important role in the choice.

If the organization already has a corporate standard for a DBMS, then it is more logical if the EDMS will follow it. It is undesirable to expand the list of supported DBMS unless absolutely necessary. The same is true for development tools. The more famous and widespread they are, the more specialists who own them and will be able to develop additional components for the EDMS and the less the risk of project failure due to the lack of such specialists.

When choosing an EDMS developer, as a rule, factors such as the period of work in the EDMS market, reputation among users and competitors, quality technical support, the frequency of system updates. It is equally important to choose a reliable company - an EDMS supplier, if the developer company does not work directly with customers.

At the stage of selection, it is necessary to evaluate in detail the experience of successful projects and implementations, the level of qualifications of personnel. It is on the supplier company that the possibility of finalizing the information system within a reasonable time frame (with acceptable price conditions) depends on the specifics of the enterprise.

Perhaps the most important criterion is the completeness of the system. As good as the system is in all other respects, its main task is to ensure the fulfillment of electronic document management functions.

Until now, customers have rarely used a systematic approach to assessing the functional completeness of the EDMS, relying on their subjective opinion based on the study of marketing materials or, at best, on a cursory acquaintance with the product at an experienced stand. This is not enough for the successful practical use of the EDMS.

Do right choice Without a comprehensive assessment and comparison of systems, primarily in terms of functional parameters, without taking into account the strategic goals and current tasks of the customer, it is practically impossible.

A preliminary analysis of the market can help in solving this problem: initial acquaintance with its main participants, products on the market, key technologies and systematization according to the main parameters.

IDC analysts note the following development trends of the global EDMS market :

1. Further development of the market, its consolidation, the appearance of new participants on the market, differentiation of the offers of market participants. In the EDMS market, mergers and acquisitions continue, and to a large extent - by world-renowned IT firms (Oracle, Microsoft, SAP, Baan, etc.) that have entered a new field of activity.

2. Integration of EDMS with common corporate applications. Integration of enterprise data and applications is one of the biggest challenges enterprises face today, and will continue to be a problem in the future. In the era of e-business, IDC analysts believe that only enterprises with the most intelligent formulation of their Enterprise Information Management (EIM) strategies will succeed in the e-business era. The goal of the EIM strategy for any enterprise is to provide easy and quick access to all corporate knowledge and data and the ability to manage corporate information from anywhere (it must be relevant and accessible in all contexts). These enterprises will need deep integration of all of their enterprise applications that communicate with each other.

In this regard, the possibility of integrating the EDMS with other corporate applications (both our own and other developers) is of particular relevance. Despite the current economic downturn, IDC analysts believe that enterprises will continue to participate in integration projects for the following reasons:

· Integration of corporate applications allows better use of complex systems;

· The need for joint work of legacy systems with new applications has been preserved;

The ongoing process of mergers and acquisitions in the global IT market forces enterprises to integrate applications into their corporate information systems.

The IT industry is actively addressing the issues of unification of EDMS development and their integration with common operating systems, applications, and various interface environments. The methods of integration offered by the providers of integration solutions are also changing. Currently, the main layer of integration (virtualization) is the API provided by sole supplier corporate content management infrastructure. However, in the future, it is expected to move from integration via APIs to ubiquitous integration via Web services based on communication through XML messages using system-independent vocabularies and protocols. This will eliminate the dependence of the enterprise on a single vendor, although it will require the creation of new standards.

3. Strong demand for OMS systems. The demand for OMS-systems in the medium term will remain strong, since the majority of ERP-systems users do not want to have problems with the formation and output of various reports and documents. A certain impetus to the development of OMS systems will also be given by the further spread of electronic business, which is very demanding on the availability of distributed generation of output documents in the information systems of enterprises.

4. Technological changes in the IT industry:

· To replace the EDMS with a two-tier architecture of the "client-server" type now came systems with three-tier architecture, which are much easier to integrate with other corporate applications through the API (although the capabilities of CORBA, COM / DCOM, etc. interfaces remain),

· Simplified document management in many EDMS.

IDC predicts that in the future there will be a shift in focus from pure ERMS to electronic document management collaborative technologies, knowledge management, and content and information management solutions (portals). Now in the overwhelming majority of EDMS, in order to achieve market attractiveness, it is being implemented multilingualism.

5. Changes in consumer preferences. The increased functionality of the EDMS is now in many cases simply not in demand by consumers. A fairly large number of EDMS is simply oversaturated with functionality that is often not needed in an ordinary enterprise. Due to this circumstance, inexpensive basic document management functionality(implemented, for example, in a number of software products from Microsoft, Lotus, Oracle, etc.) is becoming more and more attractive to consumers.

At the same time, the market remains in demand for complex vertical EDMS solutions for pharmaceuticals, construction, insurance and other industries. A number of industries (such as the production of medical equipment, aerospace construction, transport, jurisprudence, etc.) generally require particularly strict control over certain documents and their contents.

Analysts predict intense demand for workflow technologies mainly for their use in application integration and business process automation.

It's getting less and less popular idea acquisition by corporate users of EDMS from small companies. As a result, there are favorable opportunities for the rapid development in this market of large and well-known vendors in the development industry. software.

6. Development of Internet-oriented EDMS. The key condition for the success of EDMS in the world market is their Web-orientation. Web content management systems are beginning to play a central role and will only become more functional in the future. The development of Web-based EDMS will also be facilitated by the growing popularity of mobile Internet access - for delivering various content through these systems to mobile devices. Therefore, these systems are now implementing the functions of mobile access. In addition, continuing industry specialization and integration will accelerate the evolution of Web content management systems.

There is also a gradual shift from content management technologies to knowledge management technologies.

7. Rapid change in the market orientation of EDMS developers. A dynamic change in the market orientation of EDMS developers has become in the order of things, but their main task remains to solve the problems of managing critical corporate information.

8. Offering by leading EDMS developers universal solutions for large enterprises to manage all their corporate information. EDMS vendors offer services from the delivery of office solutions to the implementation of a complete corporate solution (from processing incoming e-mail to Intranet / Extranet content and the Internet). Industry analysts note that the impressive project of creating a "fully collaborative" enterprise (all employees of which use the capabilities of the EDMS) still remains at the level of a beautiful idea... Western Europe is now closest to its implementation.

9. Increasing the intensity of the activities of software developers to create and promote joint solutions

10. Joint development of industry standards. This is a steady trend in the development of the IT industry. We can note, in particular, the work on the creation of an open data synchronization protocol SyncML, in which such companies as IBM, Lotus Development, Motorola, Nokia, Palm, Psion and Starfish Software take part.

11. Further development of the ECM concept- Enterprise Content Management ("management of corporate content", not management of corporate electronic document management), which has become increasingly popular since 2001.

From an analyst perspective, the ECM concept offers many business benefits. An ECM system that integrates all content- and process-oriented technologies within an enterprise, provides a common infrastructure for managing its workflow, minimizing the need to deploy and support multiple technologies to implement various business functions .

The essence of this approach (called infrastructure) is that corporate content should not belong to just one application or system - it should be available to multiple applications and freely redistributed between them.

ECM is a strategic infrastructure and technical architecture to support a single lifecycle of unstructured information (content) of various types and formats. ECM systems consist of applications that can interact with each other and be used and sold independently. The following key components are implemented in modern ECM systems:

· Document management - export / import, version control, security and library services for business documents;

· Management of images of documents (Document Imaging) - capture, transformation and management of paper documents;

· Records management (or, in accordance with the latest translation of the IEEE 15489 standard - GOST R ISO 15489-1-2007, "document management") - long-term archiving, automation of retention policies and regulatory compliance, ensuring compliance with legislative and industry regulations;

· Workflow management (workflow) - support of business processes, transfer of content along routes, assignment of work tasks and states, creation of audit logs;

· Web Content Management (WCM) - automation of the webmaster role, dynamic content management and user interaction;

· Multimedia content management (DAM) - management of graphic, video and audio files, various marketing materials, for example, flash banners, commercials;

Knowledge Management - support of systems for the accumulation and delivery of business-relevant information;

· Document-oriented interaction (Collaboration) - the sharing of documents by users and support for project teams.

An important property of the ECM infrastructure is its independence from a single universal repository of content. The ECM infrastructure integrates a variety of specialized data warehouses, including but not limited to storage electronic documents products, e-mail, Web content repositories, file systems, and even DBMSs.

In addition, with the help of the ECM infrastructure, such corporate content management services are implemented as personalization, access control, user authority management, etc. (which simplifies the administration and maintenance of the ECM system).

The capabilities of ECM systems can be divided into several main categories:

· general functions content management, which is understood as the ability to manage a variety of electronic objects (images, office documents, graphs, drawings, Web-content, by e-mail, video, audio and multimedia). The ECM system provides a repository for all these types of electronic objects with various library services (content profiling, version control, revision history, document access security, etc.), as well as the ability to manage these objects throughout their entire life cycle;

· functions process management, which is understood as the ability to automate and manage business processes and workflows;

· integration with other ECM systems, implying the ability to integrate ECM systems with external ERP systems, office applications, content repositories, and other EDMS. Integration can be done using a variety of approaches, including the use of object-oriented interfaces (such as EJB), connectors, APIs, enterprise application integration technologies EAI (Enterprise Application Integration) and etc.

Until now, ECM exists only as a concept, and the ECM infrastructure today is to a large extent only a look at the prospects for the development of the EDMS market.

12. Development of technologies for managing documents and knowledge. The concept of knowledge management systems, according to IDC, involves the development and use of known and new technologies for information and knowledge management (in decreasing order of importance):

Transmission of messages,

· Email,

Document management,

Search tools,

Corporate information portals,

Data storage,

Means of teamwork,

Workflow technologies,

· Web-based training.

The direction of development of technologies for managing documents and knowledge is presented as follows (in ascending order of priority of implementation):

Communication infrastructure (ensures the transmission of messages, databases for collective use, catalogs, reference books, electronic forms of documents, security),

Workflow management (for routing forms and input documents by email, monitoring business processes, providing collaboration tools),

Search tools and document management (for searching and retrieving documents from internal and external sources of information),

· Means of management of interaction with customers - CRM-systems (for the implementation of sales management, customer support, field personnel, marketing, e-commerce).

Thus, EDMS and ISUD are part of a broader concept of knowledge management, which entails a constant strengthening of the role of information and expertise to achieve four business goals: innovation, competence, efficiency, responsiveness. Documents contain a significant part of the organization's knowledge, and their management ensures the effective use of knowledge and experience.

Russian EDMS market also has its own characteristics. The need of Russian enterprises and organizations to optimize their workflow remains high and continues to grow. In recent years, dozens of companies have appeared in Russia that develop and supply EDMS, both foreign and of their own design. The first large-scale EDMS implementations (mostly pilot ones) are already in place in Russia. It can be considered that the foundations of the Russian market for document management software have been formed.

The prospects of the Russian EDMS market are improved by the adoption of the law on electronic digital signature, which creates legal basis for the dissemination of EDMS during intercorporate interaction.

It should be noted that the currently observed small size of the Russian EDMS market is associated not least with the relative insignificance of the share of electronic document circulation in the total document circulation of Russian enterprises and organizations (which can afford to purchase EDMS costing from several tens to several hundred thousand dollars). In the overwhelming majority of cases, paperwork dominates at Russian enterprises. This circumstance is explained not only by traditions and a certain conservatism, but also by the difficult financial and technical condition of most Russian enterprises and organizations.

According to the IDC classification, the majority of domestic EDMS belongs to the class of systems focused on business processes (often with workflow control elements). In various sources it is noted that in most domestic EDMS the following functions are implemented:

· Processing / storage of documents;

· Workflow management (transfer of documents between performers);

· Control of execution of documents;

Search for documents by attributes and full-text search;

· Work with related documents;

· Regulation of access rights;

· Writing off documents;

· Integration with external e-mail systems, etc.

The main advantage of domestic EDMS is taking into account the Russian specifics and traditions of working with documents, which were originally incorporated into their business logic.

The main development trends of the Russian EDMS market :

1. exit to domestic market EDMS of multidisciplinary IT companies(table 5) .

Table 5 - Electronic document management systems

Product	Company	Short description

Foreign systems
Documentum	Documentum (a division of EMC), www.documentum.ru	A platform for building business applications for creating, storing and using unstructured information and automating business processes
DOCS Fusion		Electronic archive with the ability to route documents and control execution
DOCS Open	Hummingbird, www.hummingbirdsolutions.com	Client-server electronic document management system
Russian systems created using foreign products
CompanyMedia		Electronic document management system, business process automation and information support of production and economic activities in organizations of any size
OfficeMedia	InterTrust, www.intertrust.ru	Boxed solution for workgroups up to 70 users
BOSS-Referent	IT, www.it.ru	Electronic document management and office automation system for large geographically distributed enterprises and for medium-sized businesses
Cinderella	STC IRM, www.mdi.ru	A set of modules for automating workflow in an organization of any size

Continuation of table 5.


ESCADO	InterProcomLan, www.interprocom.ru	System of full automation of document flow for a large or small enterprise
Russian systems created without the use of foreign products
DocsVision	Digital Design, www.digdes.ru, www.docsvision.com	A system for automation of office and office work, creation of electronic archives, management of design and project documentation
LanDocs	LANIT, www.landocs.ru	Program for integrated automation office work processes and creation of electronic archives in organizations of various sizes
Lotsia PLM	Lotsia Soft, www.lotsia.ru	Engineering document flow and business process management system
OPTiMA-WorkFlow	Optima, www.optima.ru	A program for automating the basic procedures of office work, organizing workflow, managing the processes of creating, processing, replicating and storing documents or other information objects
Grand Dock	Granite Center, www.granit.ru	A specialized system for automation of office work and workflow in state and municipal management structures
Business	Electronic office systems (EOS), www.eos.ru	Comprehensive solution that implements mixed, paper-electronic document flow and automates all aspects of documentation support for the management activities of enterprises and organizations
DocManager	SoftIntegro, www.softintegro.ru	A system for automating the work of the office: registering documents, organizing their movement, monitoring execution and managing documents (storage, search, coordination of access, deletion)

End of table 5.


Euphrates-Document flow		A universal system for organizing storage, accounting and maintenance of all types of electronic and paper documents, designed to work in a small department, and in general in an organization with a complex scheme of information flows
Electronic Archive Euphrates	Cognitive Technologies, www.cognitive.ru	A program for organizing storage, accounting and maintenance of all types of electronic and paper documents
Codex-Document flow	Codex, www.kodeks.net	System of electronic document management and office work, focused on the traditions of Russian office work
1C: Archive	1C, www.1c.ru	A program for collective work with archives of electronic documents and control of performing discipline at the enterprise scale

Among hundreds of Russian IT companies that firmly occupy their place in the domestic IT market, a number of large diversified companies take the EDMS market seriously and diversify their activities, offering their own solutions in the field of document flow automation. Here one can mention such companies as IBS, Aquarius (its subsidiary Aquarius Consulting), R-Style, Lanit, IT, etc .;

2. joint work on EDMS standardization.

A number of Russian companies (STC IRM, InterTrust, EOS) are working together in the field of standardization of EDMS interaction protocols. In April 2002, they created a dedicated, permanent "Protocol Standardization Working Group" for this purpose;

3. growing interest in the Russian market of foreign developers and suppliers of EDMS . This interest is manifested in the entry of foreign EDMS vendors into the Russian market through partner companies. An example is the Canadian firm Hummingbird, acting through its partner, the Russian company HBS, to promote the DOCS Open / Fusion system, Fulcrum knowledge management system, Genio data integration tool and Hummingbird EIP portal. FileNet also entered the Russian market (in particular, with the help of Galaktika, which became a partner of FileNet in promoting the Panagon EDMS on the Russian market);

4. development of integrated solutions. The presence of several dozen EDMS on the Russian market forces developers to create tools for their integration. An example of this is the release by IT Co. of an XML gateway in its BOSS-Referent EDMS, which will allow combining EDMS built on different platforms and using different data formats into a single information space;

5. cooperation and joint promotion of integrated solutions. Some Russian companies offer their EDMS in the form of OEM versions preinstalled on the computers of their partner's assembly. An example of this is the cooperation of the Russian companies IT Co. and Inel-Data, which offer their customers an integrated solution, which is an OEM version of the BOSS-Referent EDMS preinstalled on an Excimer personal computer.

The political situation with the introduction of sanctions and the unstable macroeconomic development of the regions slowed down the rapid growth in the development of electronic document management systems observed in the past years. Analytical data on the market of available software make it possible to identify the main contenders for EDMS / ESM and show a stable positive trend in the implementation of electronic document management systems in all spheres of the economy. The ECM system is understood as the management of corporate information content - this is the management of electronic documents and other types of documentation (dictionaries, reference books, regulatory documents, etc.), as well as their storage, processing, and delivery across the enterprise. Companies are moving to scaling and expanding functionality, customizing systems for specific needs. The customizability of the EDMS according to the needs of the consumer allows you to add functionality or disable unclaimed functionality, providing flexibility and mobility. The slowdown in the development of EDMS / ECM systems is associated with the import substitution of software (SW). Domestic software manufacturers are obliged to ensure the level of software compliance with the international requirements of the European MOREG-2 specification. The current economic situation is forcing software developers to find new opportunities to save costs and improve work efficiency.

The stability of the implementation of electronic document management systems is ensured by the need for the functioning of systems in such industries as finance, trade, energy, mechanical engineering, telecommunications, state and municipal administration, interdepartmental interaction, and government. The development of the Russian market for electronic document management systems is not inferior to the general trends in the development of the global EDMS / ESM market. The global market for ECM systems grew by 8.6% to $ 5.1 billion, and a comparable growth is forecast by the end of 2017. The fastest growing market for ECM systems is in Eastern Europe, the Middle East and Africa, while in Western Europe there is a moderate slowdown in demand. According to the international company IDC, the world market of ECM systems at the end of 2013 was $ 5.8 billion, which is an increase of 8.7%, while in Western

In Europe, growth is observed only by 2-3%. According to Forrest Wave 2013 research, the most demanded suppliers of ECM systems are IBM, OpenText, ECM, HP, Oracle. The forecast for the growth of the world market of ECM systems is expected by 2017. The dynamics of the Russian market of EDMS / ECM systems, according to research by "Tadviser", shows an increase, which is 20-35% in relation to the previous year. The demanded suppliers of EDMS / ECM systems in the Russian market are: Business logic; DocVision; EOS; Directrum; 1C and others. According to the analytical review of the TAdviser company, the market of electronic document management systems as of 2013. showed a surge in demand and grew by 20% in the total amount, reaching 30.72 billion rubles. As of 2017, in percentage terms, it will grow by 1.7%. The data for the statistical analysis of the cost of implementing electronic document management systems were provided by the leading integrators: 1C, Business Logic, Krok. The largest projects for the implementation of electronic document management systems in the public sector are presented in Table 5. The number of automated workstations (AWS) during the implementation of an electronic document management system is important for assessing the scale of the project. shows the coverage of the number of users in the system. Table 8 shows the regions of the Russian Federation in decreasing order of the number of users, since the number of AWPs makes it possible to assess the significance and scale of the implementation of projects of electronic document management systems in the public sector.

Table 8

Largest implementation projects SED in the public sector

The geography of implementation of EDMS / ESM-systems projects covers by relevance: Moscow, St. Petersburg, Yekaterinburg, Samara, Novosibirsk, by districts - Central Federal District, Siberian, North-West, Volga, Ural, Far East, South, North-Caucasian, Crimean ...

A modern EDMS is, first of all, new functions, new processes, new consumers. An example of specialized processes based on the Docsvision system is presented in Table 9.

Specialized processes for various sectors of the economy

Table 9

Specialized processes	branch
Control of the course of execution of programs, control of the course	state
projects, registration of citizens' appeals, etc.	control
Power of attorney management, claim handling,	state
meeting management, etc.	control
Management of invoices and delivery notes
Power connection process control	energetics
Managing Custodian Accounts of Users
Management of the personal profile of users, the process of currency control, the process of issuing a loan	banking
Management of design documentation, the process of forming a project plan, preparation of estimates	building

New classes of tasks for electronic document management systems are presented in Table 7 for new classes of users.

New classes of EDMS tasks

Table 10

New classes of users have the ability to analyze documentation, have access to the electronic document management system, while using modern access methods: from reviewing diverse documentation on portals to individual viewing of documents on-line communication. The new classes of users include: clerks, Top-management, process owners, counterparties, analysts, working groups, final executors. Methods for the implementation of a full-fledged modern document flow are reduced to the coverage of new demanded functions, new classes of users and the solution of new classes of problems of the electronic document flow system.

The development of human civilization is accompanied by an amazing increase in the volume of information created, processed and stored. For example, according to the magazine ASAP, about 6 billion new documents appear in the world every year. According to the Delphi Consulting Group, currently in the United States alone, more than 1 billion pages of documents are created every day, and more than 1.3 trillion are stored in the archives. various documents.

It should be noted that the streams corporate information extremely diverse in sources and forms of its presentation. However, they can be conditionally classified according to the form of storage: into electronic and paper documents. It is estimated that currently only about 30% of all corporate information is stored electronically (both structured ”in databases and unstructured). All the rest of the information (about 70%) is stored on paper, making it difficult to find it. Nevertheless, this ratio is gradually changing in favor of the electronic form of storage (in particular, through the development of electronic archiving systems). According to Delphi Consulting Group, the volume of corporate electronic text information doubles every 3 years. According to the forecast of the same magazine ASAP, by 2004 only about 30% of corporate information will remain in paper form, and 70% of information will be stored in electronic form. It is unlikely, of course, that someday all documents will only become electronic, but there is no doubt that the electronic form of storing documents in the future will prevail.

These impressive figures and data only indicate that for any enterprise or organization, the issues of workflow optimization and control over information processing are of key importance. This statement can be confirmed by the following data. According to Siemens Business Services, a manager spends up to 80% of his working time on working with information, up to 30% of employees' working time is spent on creating, searching, agreeing and sending documents, each internal document copied, on average, up to 20 times and up to 15% of corporate documents are irretrievably lost (while, according to the ASAP magazine, the average employee spends annually up to 150 hours of his working time looking for lost information). There are also estimates that you have to spend up to 40% on working with documents. labor resources and up to 15% of corporate income.

That's why efficient management of enterprises and organizations not least of all depends on the correct solution of the problems of the prompt and high-quality formation of electronic documents, control of their execution, as well as the thoughtful organization of their storage, search and use. The need for effective management of electronic documents led to the creation electronic document management systems (EDMS), to which this article is devoted. The main goal The article is a presentation for Jet Info readers of a retrospective of the current state of the world EDMS market, the prospects for its development, as well as a fairly large number of examples of EDMS application in the world. You can get acquainted in more detail with all issues related to EDMS using a fairly large number of specialized Web resources (both Russian-speaking and English-speaking), for example, www.document.ru, www.docflow.ru, sites of EDMS developers, etc. ...

Basic concepts of electronic document management systems

The purpose of the EDMS

According to industry analysts, electronic document management includes: the creation of documents, their processing, transmission, storage, output of information circulating in an organization or enterprise, based on the use of computer networks. In general, it is customary to understand the management of electronic document flow as the organization of the movement of documents between divisions of an enterprise or organization, groups of users or individual users. At the same time, the movement of documents does not mean their physical movement, but the transfer of rights to their use with the notification of specific users and control over their execution.

IDC defines the concept of EDMS as follows (meaning EDMS ”Electronic Document Management Systems): “EDMS provide the process of creation, access control and distribution of large volumes of documents in computer networks, as well as provide control over the flow of documents in the organization. Often these documents are stored in special repositories or in the file system hierarchy. The file types that EDMS typically support include: text documents, images, spreadsheets, audio data, video data, and Web documents. The general capabilities of the EDMS include: document creation, access control, data conversion and data security ”.

The main purpose of the EDMS "is the organization of storage of electronic documents, as well as work with them.(in particular, their search both by attributes and by content). The EDMS should automatically track changes in documents, deadlines for the execution of documents, the movement of documents, and also control all their versions and subversions. An integrated EDMS should cover the entire cycle of office work of an enterprise or organization ”from setting a task to create a document to writing it off to the archive, provide centralized storage of documents in any format, including complex compositional documents. EDMS should combine disparate document flows of geographically remote enterprises into a single system. They must provide flexible document management both by rigidly defining traffic routes and by freely routing documents. In the EDMS, a strict delimitation of users' access to various documents should be implemented, depending on their competence, the position held and the powers assigned to them. In addition, the EDMS should be adjusted to the existing organizational and staff structure and system of office work of the enterprise, as well as integrate with existing corporate systems.

The main users of the EDMS are large state organizations, enterprises, banks, large industrial enterprises and all other structures, whose activities are accompanied by a large volume of created, processed and stored documents.

The main properties of the EDMS

Openness

All EDMS are built on a modular basis, and their APIs are open. This allows you to add new functions to the EDMS or improve existing ones. Currently, the development of applications integrated with the EDMS has become a separate species business in the industry industrial production Software, and many third parties are ready to offer their services in this market segment. The possibility of relatively simple addition to the EDMS of many modules from third parties significantly expands them functionality... For example, for the EDMS, modules have been developed for inputting documents from a scanner, communication with e-mail, with programs for sending faxes, etc.

High degree of integration with application software

The key feature of the EDMS is a high degree of integration with various software applications through the use of technologies OLE Automation, DDE, ActiveX, ODMA, MAPI and others. And directly when working with documents, there is no need to use the EDMS utilities. Users deal only with ordinary application programs: at the time of installation of the client part of the EDMS, application programs are supplemented with new functions and menu items. For example, a user of a word processor MS Word, opening a file, immediately sees libraries and folders with EDMS documents(from where he chooses the document he needs). When saving, the document is automatically placed in the EDMS database. The same applies to other office and specialized programs.

It should also be noted that in most of the common EDMS, integration with the most famous ERP systems is implemented (in particular, with SAP R / 3, Oracle Applications, etc.). It is the possibility of integration with various applications is one of the characteristic properties of the SED. Thanks to him, the EDMS can act as a link between various corporate applications, thereby creating the basis for organizing office work in an enterprise. Some industry analysts even believe that EDMS may well become the basis of the corporate information system of an enterprise or organization (there are other opinions).

Features of document storage

EDMS work mainly on the basis of distributed architectures and use various combinations of technologies for collecting, indexing, storing, searching and viewing electronic documents. Most EDMS implements hierarchical system storage of documents (on the principle of "cabinet / shelf / folder"). Each document is placed in a folder, which, in turn, is on the shelf, etc. The number of nesting levels when storing documents is not limited. One and the same document can be included in several folders and shelves due to the use of the link mechanism (the original document in this case remains unchanged and is stored in a place determined by the ERMS administrator). In a number of EDMS, even more powerful storage capabilities are implemented by organizing links between documents (these links can be established and edited graphically).

Any document in the EDMS has a certain set of attributes (for example, its name, the author of the document, the time of its creation, etc.). The set of attributes can change from one type of document to another (it remains unchanged within one type of document). In the EDMS, document attributes are stored in a relational database. For each type of document, using visual tools, a card template is created, where the names of document attributes are presented in a clear graphical form. When a document is entered into the EDMS, the required template is taken and the card is filled in (attribute values are entered). After filling out, the card is associated with the document itself.

In most cases, the server part of the EDMS consists of the following logical components (which can be located both on one or on several servers):

Stores of attributes of documents (cards);
Document storages;
Full-text indexing services.

Document storage usually refers to the storage of document content. Attribute store and document store are often collectively referred to as “document archive”. To store attributes in most EDMS, Oracle, Sybase, MS SQL Server and Informix DBMS are used, which provide a search for documents by attributes.

To store the content of documents directly in most EDMS file servers are used MS Windows NT, Novell NetWare, UNIX, etc. In this case, heterogeneous combinations of network environments can also be implemented. For example, a database with document attributes can run under UNIX on a TCP / IP network, and the documents themselves can be stored under Novell NetWare over an IPX / SPX network. It should be noted that the great advantages of the EDMS are the storage of documents in their original format and the automatic recognition of many file formats.

IN recent times storage of documents together with attributes in a database is becoming more and more popular. This approach has its advantages and disadvantages. The advantage is a significant increase in the security of access to documents, and the main disadvantage is "low efficiency of work with documents with a large amount of stored information. This approach also requires the use of powerful servers with large amounts of RAM and hard drives. In addition, in the event of a database failure, it will be very difficult to recover the documents stored in it. It is also necessary to be strictly tied to a specific DBMS.

Features of document routing

EDMS modules responsible for document flow are usually called document routing modules. In general, the concepts of “free” and “rigid” document routing are used. With “free” routing, any user participating in the workflow can, at his discretion, change the existing route for the passage of documents (or set a new route). In the case of “hard” routing, the routes for passing documents are strictly regulated, and users are not entitled to change them. However, with "hard" routing, logical operations can be processed when the route changes when some predefined conditions are met (for example, sending a document to the management when a specific user exceeds their official powers). In most EDMS the routing module is included in the delivery set, in some EDMS it must be purchased separately. Full-featured routing modules are developed and supplied by third parties.

Access control

The EDMS implements reliable means of delineation of powers and control over access to documents. In most cases, they are used to define the following types of access (the set of assigned powers depends on the specific EDMS):

Full control over the document;
The right to edit but not destroy the document;
The right to create new versions of the document, but not edit it;
The right to annotate a document, but not edit it or create new versions;
The right to read the document, but not edit it;
The right to access the card, but not the content of the document;
Complete lack of access rights to the document (while working with the EDMS, every user action is logged, and, thus, the entire history of his work with documents can be easily monitored).

Track versions and subversions of documents

When several users work with a document at the same time (especially when it needs to be coordinated in different instances), a very convenient function of the EDMS is the use of versions and subversions of the document. Suppose the contractor created the first version of the document and submitted it to the next user for review. The second user has changed the document and created on its basis already new version... Then he passed his version of the document to the next instance to the third user, who created the third version. Later certain time Having read the comments and corrections, the first executor of the document decides to modify the original version and, on its basis, creates a subversion of the first version of the document. The advantage of the EDMS is the ability to automatically track versions and subversions of documents implemented in them (users can always determine which version / subversion of a document is most relevant in terms of the order or time of their creation).

Availability of utilities for viewing documents of different formats

The majority of EDMS includes utilities for viewing documents (the so-called "viewers"), which understand many dozens of file formats. With their help it is very convenient to work, in particular, with graphic files (for example, with drawing files in CAD systems). In addition to basic kit viewing utilities (included in each EDMS), additional utilities can be purchased from third parties that integrate well with the EDMS.

Annotating documents

When organizing group work over documents, the ability to annotate them is usually quite useful. Since in some cases users are deprived of the rights to make any changes to the document in the process of its approval, they can use the opportunity to annotate it. In most EDMS, annotation is implemented by including an attribute for annotation in the document card and giving users the rights to edit such a card field. But this solution is not always acceptable (especially when annotating a graphic document). In this regard, in some EDMS there is a so-called "red pencil" function, with which you can graphically indicate the flaws in the image itself. Software tools that implement the "red pencil" function are widely offered by third parties.

Support for various client programs

The clients of most EDMS can be PCs with MS Windows, Windows NT. Some EDMS also use UNIX and Macintosh platforms. In addition, all modern EDMS allow you to work with documents through standard Web-navigators. Since Web browsers can be deployed on a variety of client platforms, this makes it easier to solve the problem of ensuring the operation of the EDMS in heterogeneous network environments. When using Internet technologies, the EDMS has one more server component, which is responsible for accessing documents through Web-navigators.

General classification of EDMS

ECM concept

The issue of EDMS classification is rather complicated due to the rapid development of the market for these systems. Moreover, since 2001, the concept of "Enterprise Content Management (ECM)", not electronic document management (according to Forrester TechRankings). Term ECM appeared with a light hand trade association AIIM International and covers all corporate information management systems.

At the same time, if Forrester Research defines ECM as an integrated approach to document and web content management then, for consultancy Doculabs, ECM Enterprise Content Management is “a category that combines the capabilities of corporate document management systems and content management systems with the ability to manage the entire lifecycle of enterprise content (while the number of types continues to grow)”.

From the perspective of industry analysts, the ECM concept offers many business benefits. An ECM system that integrates all content and process-oriented technologies within the enterprise, provides a common infrastructure for managing its workflow, minimizing the need to deploy and support multiple technologies to implement various business functions. The essence of this approach (also called infrastructure) is that corporate content should not belong to only one application or system. It should be available for many applications and freely redistributed between them. An important property of the ECM infrastructure (including the corresponding applications of most vendors in the industry) is its independence from a single universal content store... The ECM infrastructure integrates many specialized (or legacy) data repositories (even from competing vendors), including but not limited to electronic product document repositories, email, Web content repositories, file systems, and even DBMSs. Thus, ECM infrastructure provides a common integration (or virtualization) layer for each data repository(allowing you to query them from anywhere throughout the enterprise), thereby minimizing the need to integrate electronic document management systems and content management systems from multiple vendors. In addition, with the help of the ECM infrastructure, such corporate content management services are implemented as personalization, access control, user authority management, etc. (which simplifies the administration and maintenance of the ECM system).

The capabilities of ECM systems can be divided into several main categories:

General content management features, which is understood as the ability to manage a variety of electronic objects (images, office documents, graphics, drawings, Web-content, e-mail, video, audio and multimedia). The ECM system provides a repository for all these types of electronic objects with various library services (content profiling, check-in / check-out functions, version control, revision history, document access security, etc.), as well as the ability to manage data objects throughout their entire life cycle.

Process control functions, which are understood as the ability to automate and manage business processes and workflows.

Integration with other ECM systems, implying the ability to integrate ECM systems with external ERP systems, office applications, content repositories, and other EDMS. Integration can be done using a variety of approaches, including the use of object-oriented interfaces (such as EJB), connectors, APIs, enterprise application integration technologies EAI (Enterprise Application Integration) and etc.

It should be noted that ECM has existed until now only as a concept, and ECM infrastructure today heavily is only a look at the prospects for the development of the EDMS market... For example, some industry vendors talk a lot about content management, but their systems only focus on managing Web content or office documents. In addition, they lack clear vision on how to create an open ECM infrastructure that integrates specialized repositories across the enterprise. According to analysts at Doculabs (which researched solutions from leading EDMS developers), although vendors recognize the importance of the ECM concept, they are still far from fully implementing it in their systems.

EDMS classification

According to IDC analysts, currently there are the following main types of EDMS (while some of the EDMS can simultaneously belong to several types, since they have the corresponding functions for them):

EDM focused on business processes (business-process EDM). They are at the heart of the ECM concept. Systems of this type (EDMS) are designed for specific vertical and horizontal applications (sometimes they have and industry application). EDMS systems provide the full lifecycle of working with documents, including working with images, management of records and workflows, content management, etc. EDMS systems provide storage and retrieval of 2-D documents in original formats (images, CAD files, spreadsheets and others) with the ability to group them into folders. It is believed by some industry analysts that (depending on the indexing scheme and applications used) this document-oriented approach can provide up to 80% of the functionality of a PDM system in a number of EDMS systems at a lower cost of implementation. The most famous developers of EDMS systems are Documentum (Documentum system), FileNet (Panagon and Watermark systems), Hummingbird (PC DOCS system) and others. Vendors who are more successful in content management than other companies (for example, Documentum and FileNet companies) focused its activities in the implementation of such functions in the EDMS as template management, dynamic presentation management and Web content publishing. It should be noted that while almost all EDMS systems provide a good level of implementation of repositories and library services for managing electronic content (for example, images and office documents), each of them is strongest in its own field. For example, in systems from companies Open Text and iManage, office document management is most well developed. In turn, systems from Tower Technology, FileNet, IBM, and Identitech are particularly strong in managing high-volume product images.

Enterprise EDM (enterprise-centric EDM). Systems of this type provide the corporate infrastructure (available to all corporate users) for creating documents, collaborating on them, and publishing them. The basic functions of a corporate EDMS are similar to those of an EDMS focused on business processes. As a rule, corporate EDMS is not focused on using only in a specific industry or on solving a narrow problem. They are being introduced as company-wide technologies. The development and promotion of corporate EDMS is carried out by Lotus (Domino.Doc system), Novell (Novell GroupWise), Open Text (LiveLink system), Keyfile, Oracle (Context system), iManage, etc. project documents for external and internal users, conducting online discussions, distributed scheduling and document routing, etc.

Content management systems. Systems of this type provide content creation, content access and management, content delivery (down to the level of sections of documents and objects for their subsequent reuse and compilation). The availability of information not in the form of documents, but in the form of smaller objects makes it easier to exchange information between applications. Web content management requires the ability to manage various content objects that can be included in a Web presentation (for example, HTML pages and Web graphics). In addition, Web content management requires the ability to create presentation templates that allow dynamic content to be presented and personalized (based on user preferences, user profiles, etc.). Content management systems from Adobe, Excalibur, BroadVision, Documentum, Stellent, Microsoft, Divine, Vignette and others are well known in the world market. FileNet, Tower and Identitech also offer a certain level of Web content management. In turn, IBM is delivering Web content management capabilities through partnerships from Interwoven and Open Market, and Tower has integrated its e-document management software with Stellent's Web content management solutions. ...

Information management systems ”portals. Such systems provide information aggregation, information management and delivery over the Internet / intranet / extranet. With their help, it is possible to accumulate (and apply) experience in a distributed corporate environment based on the use of business rules, context and metadata. Portals also provide standard Web browser access to a range of e-commerce applications (usually through an ERP system interface). Examples of portals are Excalibur, Oracle Context, PC DOCS / Fulcrum, Verity, Lotus (Domino / Notes, K-Station).

Imaging systems. With their help, the information scanned from paper carriers is converted into electronic form (usually in TIFF format). This technology is at the heart of the translation into electronic form of information from all legacy paper documents and microfilms. The basic functions of a standard image processing system include: scanning, storage, a number of image search capabilities, and more.

Workflow management systems. Systems of this type are designed to provide routing of workflows of any type (definition of file routing paths) within corporate structured and unstructured business processes. They are used to improve the efficiency and controllability of corporate business processes. Workflow management systems are usually purchased as part of a solution (eg EDMS or PDM systems). Here we can mention such developers as Lotus (Domino / Notes and Domino Workflow systems), Jetform, FileNet, Action Technologies, Staffware, etc. A good level of workflow management is also provided in their solutions by FileNet, IBM (through integration with MQ software Series Workflow), Identitech, Tower (through integration with Plexus and Staffware software), Gauss (through integration with Staffware software), etc.

The classification of EDMS proposed by IDC can be supplemented See also corporate electronic records management systems... The corporate records management software market segment is about 5 years old. Corporate records are fixed in time and immutable. They are evidence of business transactions, various rights and obligations, etc. Enterprise users must determine for themselves what content needs to be made a corporate record (such a decision requires an assessment of the future needs of their business). Enterprise solutions requiring content preservation include major business systems, including ERP systems and accounting systems, mail systems (for example, MS Exchange), reporting and output management systems, e-commerce systems, software teamwork (project management systems, online conferencing, etc.). Examples of records management systems include software Capture from Tower Software, iRIMS from OpenText and Foremost from TrueArc.

Many important functions for managing records in the ERMS were not previously available (for example, classification functions). Methods for physically deleting records and indexes at the end of their life cycle (if necessary) were also not implemented. According to the Gartner Group, enterprise users need to add records management capabilities to their Web sites. A number of Web content management system developers are already extending their functionality with Web site records to support Web site records. Works in this direction became especially noticeable in 2002. For example, Stellent integrated its content management software with Foremost records management system from TrueArc company (it should be noted that integrating records management software with EDMS is very difficult, as it is necessary to solve the problems of duplication of functions and repositories). With this integration, it became possible to take “snapshots” of the Web site and manage them like records. Interesting features such as the recording of screens encountered during an online transaction are also implemented (for example, in WebCapture software from Tower Technology). Open Text has acquired PS Software, a records management company, and has integrated its iRIMS software as a module into its LiveLink software. Documentum, IBM and Interwoven (among other content management software vendors) complement their content management software with the functionality of records management systems.

Many corporate users want to collect data from different applications running in a heterogeneous environment and generate reports electronically. This capability is especially necessary for companies using ERP systems (in which a lot of information is always collected and stored, but there is not always the ability to flexibly generate all the necessary reports).

That is why the so-called output management systems ”OMS, the main purpose of which is to generate output documents. In some OMS systems, the capabilities of archiving and long-term storage of output reports and documents are additionally implemented. Due to this, many of the OMS systems are classified by the Gartner Group as integrated document archive and retrieval systems (IDARS)... However, the main reason for the popularity of OMS systems is still the market niche they occupy, ”the generation of documents and reports in the information systems of enterprises and organizations, built using ERP systems. According to Gartner Group analysts, one of the weaknesses of modern ERP systems is precisely the poor management of the generation of output documents (ERP system developers are more focused on increasing the functionality of key modules of their software than on “secondary” issues of ensuring the generation of output reports that do not have, in their opinion, good market prospects). This lack of ERP systems was the main factor in the emergence and rapid development of the OMS systems market. A number of OMS systems are only responsible for the distribution and delivery of output documents (electronically ”in HTML, XML and PDF formats). OMS systems are often integrated with document and image scanning software packages. A useful feature of some OMS systems is interaction with legacy corporate systems.

You can also note special modules for managing electronic documents embedded in ERP systems (SAP R / 3, Baan, etc.). However, the capabilities of these modules are rather limited, since it is almost impossible to create a universal and fully functional ERP system.

Benefits of using the EDMS

According to Forrester Research, 38% of Fortune 500 companies believe that acquiring a modern EDMS is critical to the success of their business. In accordance with the opinion of industry analysts (there are quite a lot of such opinions, which differ at certain points from each other), the benefits for corporate users when implementation of EDMS quite diverse. For example, according to Siemens Business Services, when using the EDMS:

Personnel labor productivity increases by 20-25%;
The cost of archiving electronic documents is 80% lower compared to the cost of storing paper archives.

It is also generally accepted that tactical and strategic benefits are acquired with the implementation of the EDMS. Tactical benefits are determined by the cost reduction in the implementation of the EDMS associated with: freeing up physical space for storing documents; reducing the cost of copying and delivery of paper documents; reduction of personnel and equipment costs, etc. strategic include benefits associated with improving the efficiency of an enterprise or organization. These benefits include:

The emergence of the possibility of collective work on the