When any new technology the question is brewing - what is it for, for whom and, lastly, how to implement it. The widespread transition to electronic document management was spoken about 10 or more years ago, and it is still spoken of as an unfinished process. Paper documents are still present in organizations. The digital transformation continues (or begins, according to some). How many years will it take to take on the "service" in the office of AI, and for what tasks will it really be effective?

Firstly, the public sector is the main customer of the EDMS / ESM systems, government agencies process a huge amount of documents with a regulated time for their processing, and the efficiency and effectiveness of the work of public authorities largely depends on the quality and efficiency of documentary interaction. The functions of the EDMS in government agencies are not limited internal management, a large volume is occupied by external document flow - communication with citizens and organizations for the provision of public services. Due to the development of e-government, the number of processed requests can reach several thousand per day.

Secondly, the processes in state structures ah are typed, like documents, so the use of intelligent algorithms will be more effective than in a structure where a complex and unique organizational structure.

And, it would seem, all conditions have been created in order to pull a person out of the document processing process, and a completely independent EDMS organism in tandem with machine learning algorithms will work, but in fact it is too early to think so. Firstly, decision-making is still up to a person, no matter how many algorithms are connected to the processing of a document, they will not be able to accept important management decision or the decision to cut the budget, for example. Secondly, as the research of Digital Design has shown, algorithms should be applied to structured databases, then they will be able to perform tasks with high accuracy, so now it is worth starting to design such a data model by applying machine learning algorithms and data analysis. Human participation at the first stage of learning algorithms is indispensable. How to do it correctly and where to start - will be advised by Digital Design specialists who already have practical experience implementation of machine learning algorithms in the EDMS.

The importance of this part of the work of any enterprise cannot be overemphasized. The commercial success of the project and its prospects depend on how accurately, in a timely manner, professionally and carefully a specialist in electronic document management fulfills his duties. That is why it is so important to pay due attention to the issues professional retraining office employees.

Advanced training courses "Electronic Document Management"

Russian Foundation Educational Programs "Economics and Management" invites everyone who may be interested in cooperation to evaluate the large selection and excellent quality of educational programs, a variety of topics, a convenient format of classes. We offer seminars and courses for office managers, secretaries, as well as other employees and office administrators involved in electronic document management. All programs are developed with active participation practicing experts in the relevant business area, taking into account current regulatory requirements and market trends.
Among the advantages of our seminars and courses on document management:

• work with competent teachers - practitioners;
• a large selection of topics;
• a high-quality approach to teaching, recording video lessons for self-improvement of knowledge, communication with teachers on the topics studied.

Any of the courses on electronic document management presented on our website is available for mastering in full-time format or in the form of online broadcasts.

Course Topics Electronic Document Management

The Russian Foundation for Educational Programs conducts seminars and courses on office and
electronic document management on the following topics:

• Lean office
• archive personnel documents
• Organization of office work
• Paperwork
• Source documents
• Examining the value of a document
• Audit of HR documents

Organization of office work

Organization of office work - this is the industry for the development and execution of official documents, the organization of their movement, accounting and storage. Office work is directly related to the creation of documents, considers the issues of movement and accounting of documents. Maintaining and organization of office work carried out officials, who are responsible for its organization, accounting and preservation of documents. Organization of office work consists of the following stages: 1) primary processing of received documents; 2) preliminary examination of documents; 3) registration; 4) consideration of documents by the management; 5) direction for execution; 6) execution control; 7) formation of cases; 8) registration of cases; 9) transfer of cases to the archive.

Management documentation

In accordance with GOST R 51141-98 "Office work and archival business. Terms and definitions" documentation support management (DOE) is a branch of activity that provides documentation and organization of work with official documents... The terms paperwork and documentation support controls in accordance with GOST R 51141-98 are used as synonyms, however, there are still some differences between them. The first of them, office work, is mainly used to describe the organizational side and traditional methods of working with documents. Second - documentation support management emphasizes the information technology component in modern organization office work and it is better to use when it comes to computer technology work with documents.

Advanced training courses for secretaries-assistants, executive assistants ("secretary courses", "courses for secretaries and executive assistants")
The purpose of the professional development courses for secretaries-assistants (" secretary courses », « secretarial courses and assistant managers ") - providing up-to-date and accurate information on office work, scientific organization labor and communication skills. Complete " secretary courses », « secretarial courses and assistant managers ”(72 academic hours) is an opportunity to acquire new knowledge and skills. The secretary profession is in demand in every enterprise, as a rule, the secretary is responsible for processing business papers and document flow in the manager's secretariat. The proposed " secretary courses », « secretarial courses, assistant managers "will allow you to meet absolutely all modern requirements that can only be presented by modern employers.

Advanced training courses for specialists in the field of preschool educational institutions ("clerical courses" and "document management courses")
« Office courses " and " document management courses "Include the organization of office work, taking into account the linguistic characteristics of an official document, the basics of personnel records management and archiving, etiquette and psychology business communication, including the image of an employee of the preschool educational institution. " Office courses" and " document management courses»Allow you to get the necessary skills in the preparation and execution of documents for enterprises of all types of ownership. Listeners " clerical courses" and " document management courses»Specialists receive a state-recognized certificate.

Seminars, round tables, master classes on the problems of office work ("Seminars of office work")
Suggested seminar programs, round tables, master classes on the problems of office work (" office work seminars ") Are integrated information and consulting educational events for specialists in the field of preschool educational institutions, combining branches of knowledge separately on problems in the field of office work, scientific organization of labor, business etiquette and methods of mastering professional skills. " Office Seminars»Are designed for managers and specialists of secretariats, offices, record keeping and archival services of commercial and government structures. " Office Seminars»Are of a practical nature, the subjects of the programs are selected taking into account the relevance and needs of enterprises and institutions of various forms of ownership, the number of employees, the field of activity.

A few years ago, electronic document management systems were spoken of as a bright future. Today they are already actively used in private and state enterprises... But the most important thing is that the demand is constantly growing for EDMS. electronic document management and how it works, consider the example of systems operating in the Russian Federation.

Prerequisites

To better understand how the EDMS program functions, you need to consider basic concepts and tasks. The key factors are the factors that determine the choice of a particular system.

If an organization can function in conditions of informal management, then there is no need for document flow. With the advent of business processes, there is a need to manage the mechanism using streamlined documentation. If you do not deal with papers in a timely manner, then they will begin to accumulate and get lost.

As an alternative to paper media, a special file storage scheme is used on the server. But it also does not work for long. With the growth of the company's volume, the need for storing and synchronizing information increases.

A dilemma arises: whether to use old paper media or EDMS for storing information. What is important can be obtained thanks to electronic system? Improve the efficiency of the organization.

Economical effect

Work efficiency can be increased in two ways: reduce costs or increase results. EDMS documents allow you to achieve two goals at once. That is, the implementation of the system allows the organization to spend less, but earn more.

Cost reduction is carried out by reducing paper costs, wasting time, speeding up the exchange of information, changing corporate culture.

To assess the effectiveness that the EDMS program provides, you need to calculate the cost of working time for paperwork. Consulting companies estimate that such operations take up 20% of the working time. In the system of the Russian bureaucracy, this takes even more - 60% of the time. The introduction of the EDMS will reduce these costs by at least 10 times.

Office work and document flow

The two terms are related. Paperwork is a term for a formal set of rules for working with documents. Some EDMS systems can be customized for the rules of office work, but there are also those systems on the basis of which office work is already formed.

A document is a unit of information storage in the EDMS. Document flow is generated from different sources: other systems, applications, Email, but above all - from scanned paper carriers. Therefore, scanners and other equipment are an integral part of the EDMS. The system stores all documents, maintains their history, ensures movement throughout the organization, and performs business processes with them.

In such a database there is a decision, instruction and order of the EDMS. It is through them that the organization is managed. Any document is supplied with "help". The set of fields in the form depends on the type of document. B is stored as a database of each field of such a card.

Functions and tasks of the EDMS

The workflow program is designed to solve the following tasks:

• systematization of work with documents.
• creation of documents by templates, their registration storage;
• accounting automation;
• classification of documents.

Let's consider in more detail the functions of the EDMS. The workflow program is used to:

• creating cards.
• formation of the text of the document;
• saving data in pdf or ms word format;
• user access rights management;
• creating routes;
• document flow control;
• sending notifications, reminders;
• keeping journals, reference books, classifiers;
• formation of orders;
• search and signing of documents;
• generating reports.

System-wide functions include:

• remote work with documents;
• using a DBMS for storing data;
• simultaneous work with EDMS;
• ensuring security through certificates, barcodes and personalization.

Advantages and disadvantages

The transition to EDMS has more advantages than disadvantages. However, an incorrectly organized project can destroy all the benefits of automation. The objectives of the ERMS implementation should be achievable. The benefits include:

• centralized structured storage of information;
• the same approach to the formation and processing of documents;
• using templates;
• Search;
• access audit.

Disadvantages include high start-up costs and meticulous user training.

Document processing processes

In the EDMS, electronic document management goes through a number of stages, during which certain properties are assigned to the document. Processing is carried out both manually and automatically. In the second case, the following are set:

• conditions for transitions between stages;
• splitting the route;
• processing cycles;
• launching subprocesses, timers, processing procedures;
• user roles are set.

Types of treatments:

• Document creation.
• Editing.
• Renaming.
• Moving.
• Preservation.
• Indexing.
• Removal.

EDS costs

Document flow cannot fully function without a license, servers, full-fledged configuration and training of all users. Each of these elements is expensive. In addition, one should not forget about the integration of the EDMS with other systems, updating the databases and software, consulting the technical support service and other maintenance costs.

EDMS implementation

Project implementation can take several months. The process depends both on the number of documentation processes and on financial, organizational and resource capabilities. The implementation is carried out according to the following algorithm:

• creation working group, determination of the head;
• definition of goals and objectives;
• verification of existing documentation processes;
• development of technical specifications;
• choice of EDMS;
• conclusion of an agreement for the implementation of EDMS;
• development and approval of work regulations;
• checking the initial filling of directories;
• preliminary testing of the EDMS;
• training of personnel to work;
• test implementation of the EDMS;
• analysis of test results;
• error correction;
• full implementation of the EDMS.

Injection errors

Particular attention should be paid to those processes in which a paper document is required. The main mistake is duplicating a paper document with an electronic one. This makes the job more difficult and creates a negative attitude towards automation. Nobody pays extra for doing double work. It is necessary to build automation processes without duplication. The second mistake is the lack of training of personnel. Most often, new processes are perceived with hostility. Therefore, it is necessary to explain to employees why the EDMS is being introduced at all, so that they consciously approach the learning process.

Document storage technologies

In the EDMS, the electronic document flow consists of attributes, on the basis of which the search, classification, grouping and construction of reports are carried out. Sometimes a document is created according to a template, sometimes - by transferring data from a database. Attributes are stored in tables. The file itself is placed in the storage folder, information from it is placed in the DBMS directory. Only users of the EDMS system have access to the data.

What is streaming scanning?

In-line processing of documents with the subsequent placement of their samples into the archive is carried out using scanners. In the process of scanning, it is possible to automatically create a barcode on a document and register it in the database with its subsequent direction along a given route.

Optical text recognition

This system is electronic EDMS document flow converts an electronic image of a document in photo or jpeg format to text format. In this case, special software is used in the form of a stand-alone application or an integrated ESCOM.BPM in the EDMS. What is ESCOM.BPM? This is a program for recognizing documents typed in different fonts. It is worth noting, however, that standalone applications have more features and even recognize handwritten text.

Bar coding

This technology provides for a set of procedures for creating and applying a graphic barcode to a document. A unique barcode is generated through the system server. It also provides identification of the document, its quick search in the database and distribution in storage locations. When registering a document, a barcode corresponding to the identifier of the electronic card is printed on the label. It is glued to the paper version of the document.

EDS

Allows you to verify the correctness of the document and the invariability of the data. Signing is carried out using a cryptographic provider and a software key - a certificate. The latter is a file in a special format that is regenerated at the license issuing center. To ensure the safety of information, the certificate should be stored on a smart card or I-Token keys. They are protected by a PIN. If the PIN is entered incorrectly several times, the certificate will be automatically blocked.

Full-text and attribute search

Attribute search is carried out through special form by several values ​​from the card fields. For example, the "Counterparty" criterion searches for data in the "Recipient" or "Sender" field. In this case, the system compares the entered criteria with the data in the cards and enters into the result those cards for which the matches were found. The search is carried out taking into account exact or partial matches.

Full-text search is carried out according to the data in the document itself, including word forms through the built-in DBMS tools, such as MS SQL SERVER, ORACLE. For a full-fledged search, files must be entered into the database in the format of a document (doc), table (xls), presentations, messages.

Any implementation project information system, including EDMS, consists of several stages. These are the stages of design, development, actual implementation, experimental and industrial operation of the system.

But we must not forget that after the implementation of the EDMS, future users need to be trained to work in the system. This article will consider the main methods of organizing training, examples of programs for different groups employees, questions of their motivation.

Preparation for the effective implementation of the EDMS begins in advance, at the stage of system design, which significantly affects the return on investment from the entire project.

At the same time, the process of preparing and organizing training is important, which includes recruiting groups, preparing a program, choosing the most convenient form of training, etc. and, ideally, should be carried out in parallel with the development of an EDMS.

And the training itself is carried out immediately before the full use of the EDMS in work, since the acquired knowledge must be consolidated immediately after completing the training, which will allow not only clerks to work effectively in the EDMS, but also all employees of the company.

EDMS user groups

As a rule, the requirements for future users of the system are written in terms of reference in the section describing the qualifications of personnel, but often these requirements are very general and do not provide a detailed presentation.

It is no secret that the qualifications and competencies of personnel, including clerks and specialists of the company's IT departments, are growing every year.

The days when the company asked to implement the EDMS, having no idea about the process and functionality of the system, are far behind. Nowadays, many clerks have rich experience of working with various EDMS and approach the issue of introducing an information system professionally.

In the competence of managers production units usually does not include a deep knowledge of document flow and office work, since they are responsible for the main production activities companies and EDMS for them is not the main, but an auxiliary tool.

Therefore, even at the design stage of the EDMS for different groups users are developing various interfaces for working in the system.

Extended functionality is provided for clerks, and for heads of divisions and departments, the interface is designed depending on their competencies.

BUT interface for company executives- a separate topic, since it requires a special approach to configuration and development: for some managers, the same system is used as for clerks, but with different settings; for others - a mobile workplace with a simplified interface for operational work.

In this regard training programs for different users will also not be the same.

When and by whom the training is carried out

Training can be carried out both by the company's own resources and with the involvement of external consultants and a mixed approach can also be used. In any case, all work is supervised by the head of the preschool educational institution.

For the successful implementation of the EDMS, it is necessary to think over in advance the system of motivating employees to work in the System.

Even at the design stage of the EDMS, performance indicators are developed in the system and reports are designed to assess the performance discipline of employees.

The motivation system is coordinated with the management of the company and the HR department.

Organization and preparation for corporate training of EDMS is carried out at the later stages of the development of the System.

Training of company employees starts at the stage of trial operation of the EDMS, and the development of the skills obtained as a result of the training is already in practice, during the industrial operation of the system.

During the production phase of the system, some companies also set up a user support working group that provides one-on-one on-site user consultation.

This support can be carried out both independently by the company, and with the involvement of external consultants.

The most common cases are when representatives of IT departments are included in the working group for the implementation of the EDMS and the training of employees, and an employee of the clerical department oversees the process and is a consultant on controversial clerical issues.

EDMS training programs

When developing training programs, special attention should be paid to the formation study groups: they need to be formed in such a way that students belong to the same horizontal career ladder and had similar powers to work in the EDMS.

In any case, if you were given ready list training participants, check in advance the composition of the group, the roles of the participants in the system and their authority. Each user group should have its own training program.

Among the main groups of users of the EDMS, one can distinguish employees of the office department, ordinary employees of departments, secretaries of departments and personal secretaries of managers, the management of the company and its departments.

We will give examples of the composition of training programs for different groups of EDMS users

User group	Examples of training programs
Chancellery staff	· Work with incoming documentsSearch for documents· Work with reference books (nomenclature of cases, numerators, etc.)
Subdivision employees	Work with outgoing documents· Work with the internal documents Work with orders, execution of ordersSearch for documentsReports (each group has its own list of required reports)
Divisional Secretaries	Work with outgoing documentsWork with internal documentsImposition of resolutions, formation of ordersControl of the execution of ordersWork with orders, execution of ordersSearch for documents· Working with directoriesReports (each group has its own list of required reports)
Personal secretaries of managers	Work with outgoing documentsWork with internal documentsImposition of resolutions, formation of ordersControl of the execution of ordersWork with orders, execution of ordersSearch for documents· Working with directoriesReports (each group has its own list of required reports)· Work in the mode "Substitution of the head"
Leaders	Work with outgoing documentsWork with internal documentsImposition of resolutions, formation of ordersControl of the execution of ordersWork with orders, execution of ordersSearch for documentsReports (each group has its own list of required reports)· Work in the mode "Monitoring the work of the secretary"

Separate training groups and a training program are formed for system administrators.

Before starting corporate training, it is advisable that an authoritative leader speaks to employees.

For example, for employees of the office work department, this will be the head of the office work department, when organizing training for the employees of the sales department, it will be the head of the sales department, etc.

The manager will talk about why the training is carried out, what skills employees should acquire as a result of training and how these skills will be used by them in their future work.

The manager should designate the areas of responsibility of employees and their tasks in terms of using the ERMS in the process of performing their job duties.

A short presentation for several minutes can not only motivate employees to actively use the EDMS, but also improve the quality of corporate training, improve and facilitate the process of introducing EDMS in the company as a whole.

Types and forms of education

Among the options for teaching work in the EDMS, we will single out full-time (full-time) and distance learning.

Training to work in the EDMS is possible both at the user's workplace and outside the workplace, while training outside the workplace can take place both on the territory of the company's training center and in the form distance learning.

There is also a classification for the forms of training:

• lecture;
• seminar;
• practical task;
• training;
• consultation;
• Internship;
• independent work, etc.

With all the variety of types of organization and training in practice, when implementing the EDMS, several options are used:

• full-time training in groups;
• full-time training of individual employees (individual training);
• distance learning.

A combination of several training options is also possible.

Classroom teaching in groups

This approach is used for mass training of employees. General programs are being formed, according to which all employees of the company will be trained.

Face-to-face training in groups is usually carried out prior to commercial operation of the system in those companies that:

• have 12 or more employees working with the EDMS;

• can provide classrooms / facilities for teaching;

• can take the time to train their employees. Group training is used:

• with planned mass training of users off-site;

• when total amount staff for training in groups ranges from 8 to 80 people;

• when fast, effective and mass training is needed to launch the EDMS into operation;

• in the absence of budget restrictions, when the company is ready to pay for full-time training of all employees;

• when training is organized and conducted independently or with the involvement of external consultants of the company implementing the EDMS.

Main characteristics of face-to-face study in groups

This approach to training is one of the most popular in the implementation of EDMS.

In practice (with a lack of resources), as a compromise option, companies organize full-time training for at least one employee from each department, who subsequently, in turn, will be able to transfer the acquired knowledge to colleagues in the department.

Within the framework of training, target groups are formed, a training class is organized, and a separate room is allocated.

Classes should be equipped with computers so that each student can step by step through all the actions in the system according to the training program.

It is desirable that the classroom also be equipped with a projector and a whiteboard, since they are convenient for demonstrating the functionality of the system and answering questions from the audience.

During the training, it is customary to consider the real process of working with documents used in the company.

The more realistic the test case is, the better employees assimilate knowledge and appreciate the practical benefits of the implementation of the EDMS.

Forms of group training

Seminars

In this form of training, all employees first listen to a general theoretical course on the principles of working in the system, and then perform practical tasks at their workplaces.

The advantage of this approach is that users learn only the capabilities of the system they need to work. As a disadvantage, one can single out the fact that everyone studies a limited part of the system's functionality and does not know about functionality other units.

Trainings

In this case, the roles for working with the document are distributed among the training participants, and each participant performs his part of the tasks of processing the document, taking into account his real job responsibilities.

Of the advantages of this form of training, one can single out the opportunity to follow the entire process of working with documents step by step, to study more fully the capabilities of the system. Among the disadvantages, employees often perceive such training as wasted time, which causes negative reactions when working in the EDMS.

Face-to-face training for dedicated employees

Full-time training for dedicated employees is carried out in companies that:

• have up to 8-12 employees working with the EDMS;

• can set aside a minimum time for training their EDMS employees.

This approach is used to train a limited number of employees, as well as heads of departments or responsible employees of the department (hereinafter referred to as trainers), who will further train the rest of the employees of their departments.

Key features of face-to-face training for dedicated staff

Type of training	Pair, group (in small groups); individual;
Organization method	Outside the workplace; at work
Presentation form	In-depth workshop for a small group of employees; individual consultation for each employee
Location	On-the-job or minimally disruptive user training in the classroom / room or workplace
Number of participants	No more than 8-12 people
Studying time	No more than 1-2 hours

Full-time training of dedicated employees is carried out both at the stage of experimental and industrial operation of the EDMS, and when hiring new employees of the company.

The nuances of motivating employees in the issue of self-organization of training for other users must be addressed even before the start of the project.

Uninterested employees may perceive new responsibilities as an additional and unnecessary burden, which will significantly affect both the effectiveness of their own training and the quality of training of other employees.

In-depth seminars

Full-time training of individual employees usually takes place in several stages:

training of trainers is carried out with the involvement of external consultants, and then trained trainers independently train all other users of the system.

The advantages of this form of training include in-depth study of the functionality and saving time and resources of the company.

Among the shortcomings, not all employees working with the system know all the functions and capabilities of the system, and this, in turn, affects both the efficiency of the employee himself and the return on investment when implementing the EDMS in the company.

Individual consultations

One-to-one on-site training is most often provided for managers.

Personal consultations of users when working in the system are used both at the first stages of work in the system for adaptation, and at the stage of industrial operation.

Among the advantages of this approach, we single out an in-depth study of the required functionality of the system and an individual approach to the user. However, according to the time spent on training this approach inferior to full-time study in groups.

Distance learning

Distance learning of employees is carried out in companies that:

• have more than 100 employees working in the EDMS;

• cannot provide classes / premises for training;

• cannot set aside the minimum time for training their EDMS employees.

This type of training is used for mass training of employees on the job, at a convenient time for them.

The tools used for distance learning can be different, they include:

• regulations, instructions, user manual;

• training presentation;

• video on working with the system;

• electronic course on working with the system my.

Key features of distance learning

Distance learning is used at the stage of industrial operation and for training new employees of the company.

The main difficulty in organizing distance learning is to motivate employees.

Many employees do not consider training to work in the system to be significant for their work; they rely on their colleagues from neighboring departments who will show them how everything works.

But if not all employees of the company who work with documents pass the EDMS training course, the system will be used ineffectively.

As a result, the costs incurred for the implementation of the system may not pay off and such a project can be confidently called a failure.

Therefore, in advance, you need to take care of the employee motivation system and solve the issue of monitoring the passage of the EDMS training course by all employees of the company.

With independent distance learning, it will be difficult for employees to focus on the training course, therefore, the period for mastering the course should be regulated and, if necessary, divided into several small stages.

The less time the training course is, the easier it will be for employees to allocate their time for training to work in the EDMS.

E-learning material

As a didactic material for distance learning, both regulations, instructions and a user manual for the EDMS can be used, as well as specially prepared interactive materials: a training presentation, a video or an electronic course on working with the system.

The main principle of preparing a program for such training is as follows: the smaller the volume of the material, the faster the employee will study it.

Not every employee can afford to sit and study the materials on the EDMS for a significant amount of time, when, in addition, he needs to complete the entire scope of his main professional tasks.

This form of material submission has a significant advantage: any employee at a convenient time for himself will be able to study the possibilities of the EDMS. As a disadvantage, let us single out a rather superficial study of the SED functional.

Staff motivation

Why is staff motivation so important when training to work in EDMS?

Unwillingness to learn how to work in the EDMS can be associated with both lack of free time and low qualifications of the employee, with the habit of working according to the old scheme, etc.

Imagine a situation when a company paid for the design and development of an EDMS, training of employees (which is about 30% of the project budget), and finally, the system has been developed and it is time to train users.

Consider an example of an unsuccessful approach to organizing training: an employer issued an order to conduct training, but the immediate head of the unit did not conduct any additional conversations with his employees. Employees were simply notified that they needed training, but they were not told why it was needed.

As a result, future users of the system do not understand how regulated the training is, whether their immediate supervisor supports it, why they need to undergo training at all, and what the fact of passing it will affect. If it doesn’t affect anything, then why take training?

Also, if no one removes their main production tasks from employees during training, then they have an additional load, and in addition to undergoing training, they have to stay at work to complete their main tasks, while no bonuses, time off and other motivators are provided in the company It was.

You can easily predict how the EDMS implementation will take place in such a company and how successful it will be.

All the costs incurred for the implementation of the EDMS may turn out to be absolutely ineffective due to the failure to comply with the elementary rules of staff motivation, among which the following can be distinguished:

• support of employees by the management at the stage of implementation and training of the EDMS;

• informing employees about the purpose, tasks and results of training by employees;

• well-thought-out planning of the workload of employees during training.

To motivate employees and improve the efficiency of the EDMS implementation, accelerate the preparation and processing of documents use performance indicators for work in the EDMS.

For example, if before the introduction of the EDMS in the company, the monthly agreement and signing of contracts was carried out with a significant time delay, then the employee's efficiency indicator when working in the EDMS can be tied to the number of actually agreed and approved contracts per month, as well as to the employee's bonus.

The use of performance indicators for work in the EDMS provides a number of advantages: for an employee - an increase in motivation for the speed of document processing and, in general, for work in the EDMS, and for a company - an increase in its monthly profit.

Algorithm for preparing the learning process

When preparing the learning process for the implementation of the EDMS, it is necessary to provide for the following stages and work:

1. Issuance of an order in the order of training.

The head of the company issues an order (directive) in the order in which employees undergo training. This stage regulates the order of training and further use of the EDMS.

1. Formation of a working group to implement the system and conduct training.

The companies issue an order on the formation and composition of a working group to prepare training for work in the EDMS. The main task at this stage is to identify those responsible for organizing and conducting training for employees.

The working group should include the most loyal and active representatives from business units, a representative of the office department and IT specialists implementing the EDMS.

Filling with a test data set and setting up directories can be carried out both on their own and by specialists of the company in which the EDMS is being implemented.

The training materials will differ depending on the chosen form and approach to the organization of training for users of the EDMS.

1. Conducting a meeting with a working group on the training program, work in the system, its configuration and administration.

The main task at this stage is to ensure that all members of the working group have the same understanding of the sequence and principles of training.

1. Preparing the system for training. Filling in a test dataset, setting up reference books.

1. Allocation of user groups for training.

Users, incl. system administrators are grouped by roles in the system.

1. Formation of a list of training employees.

Preparation of a list of trained employees is possible taking into account the formation of groups of employees by positions and user roles in the system.

At the same stage, the development of a template for the attendance / course sheet is carried out to control the organization and actual conduct of training for the EDMS staff.

1. Training target program user training.

The program must contain general description basic functionality of the implemented EDMS (working with tasks, working with reference books, searching for information, generating reports), as well as a specialized description of the functionality by modules and subsystems.

Also, the training course should contain a list of concepts and definitions so that all employees unambiguously understand the essence of the issue under discussion.

1. Selecting the form of organizing user training.

At this stage, it is necessary to choose whether employees will be trained in person or in absentia, in a group or individually, in the form of a seminar or training, etc.

1. Preparation of a detailed training program with test examples, training and handouts.

1. Preparation of a training schedule.

The schedule indicates the planned dates of the training, groups and names of employees who will be trained.

1. Conducting corporate training.

At this stage, the manager explains the main goals and objectives of using the EDMS, employees undergo training, study the capabilities of the system, and perform practical tasks. If necessary, employees are certified based on the results of training.

1. Filling in the summary sheets.

Based on the results of training by employees in some companies, they prepare a statement of the training course. The statement indicates:

Full name of the student, name structural unit, position, name of the training course, date of training, presence / absence of an employee, in the presence of certification, the received grade is indicated.

1. Preparation of an order for the commissioning of the EDMS into industrial operation in the company.

After the development and configuration of the EDMS in the company and the training of users to work with it, the system is put into commercial operation.

1. The use and operation of the EDMS in the main activity of the trained employees.

Training can take place within one to two months - the exact time depends on the size of the company and the number of employees trained.

So, we examined in detail the nuances and algorithm of the process of organizing training for employees to work in the implemented EDMS.

In conclusion, I would like to emphasize that even if at first the EDMS can satisfy all the requirements of the company, without active and full-fledged training of employees, it will still be used ineffectively or, even worse, not used at all, and all efforts and expended resources will be in vain.

Therefore, we strongly recommend that you pay special attention to the organization of training for your company's employees, taking into account all resource constraints, carefully considering the employee motivation system and performance indicators in the EDMS.

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