Presentation on the topic of electronic document management. Electronic document management. Purpose and use of EDS

Slide 2

Electronic document management system

This is an automated multi-user system that accompanies the process of managing the work of a hierarchical organization in order to ensure that this organization performs its functions. In this case, it is assumed that the management process is based on human-readable documents containing, in a weakly formalized form, instructions for employees of the organization that are necessary for execution.

Slide 3

This is a single mechanism for working with documents presented in in electronic format, with the implementation of the concept of "paperless office work".

Slide 4

Basic concepts of electronic document management

Document flow - the movement of documents in the organization from the moment of their creation or receipt until the completion of execution or sending (GOST R 51141-98); complex of work with documents: reception, registration, distribution, control of execution, formation of cases, storage and reuse documentation, reference work.
Electronic document (ED) is a document created with the help of computer information processing tools, which can be signed with an electronic digital signature (EDS) and saved on a machine medium in the form of a file of the appropriate format.

Slide 5

Basic principles of electronic document management

Single registration of a document, which allows the document to be uniquely identified in any installation of this system.
Possibility of parallel execution of operations, which allows to reduce the time of movement of documents and increase the efficiency of their execution
Continuity of document movement, which allows identifying the person responsible for the execution of the document (task) at each moment in the life of the document (process).
A unified (or agreed distributed) base of documentary information, which makes it possible to exclude the possibility of duplication of documents.
Effectively organized system document search, which allows you to find a document with minimal information about it.
A developed reporting system for various statuses and attributes of documents, which allows you to control the movement of documents through document flow processes and accept management decisions based on data from reports.

Slide 6

The introduction of electronic document management provides

registration, accounting and storage of documents;
prompt access to documents and reporting information;
effective management of document flow processes;
reduction of the time required for documents approval and decision-making procedures;
improving performance discipline;
decline financial costs for document flow and office work.

Slide 7

The main tasks of electronic document management

office automation;
electronic archive of documents;
corporate electronic document flow (workflow).
management of the contractual process;
automation of work with QMS documentation (quality management system);
automation of citizens' appeals.

Slide 8

Advantages of electronic document management

The electronic document management system is designed to build an effective management system for business processes and company documents.
The tools included in the electronic document management system allow implementing electronic document management technologies in any company, regardless of its size and form of ownership.
The electronic document management system is designed to work both within a small structure, for example, an office, department, department or local organization as a whole, and within a geographically distributed organization with a complex scheme of information flows.

Slide 9

it becomes possible to completely abandon paper documents, provided that this does not contradict the current legislation (some types of documents are required to be in paper form). This allows you to avoid duplication of information on various media, provides reliable data storage and prevents leakage of confidential information;
there is no need for the physical transfer of paper documents to employees, which greatly speeds up the processes of making decisions on documents and communicating management decisions to employees.

Slide 10

Portable Document Format

Portable Document Format (PDF) is a portable platform independent portable format electronic documents.

Slide 11

Using Portable Document Format

Portable Document Format can be used to prepare various documents such as news, press releases, office notes, contracts, eBooks, electronic textbooks and more.

Slide 12

History

The PDF format was created in 1991 by the Adobe Corporation.
In the early days of its existence, this format was extremely unpopular:
Software Adobe paid for reading and creating PDF;
PDF lacked support for external links, which made it almost useless on the world wide web;
PDF documents were larger than plain text, which meant longer loading times on the slower modems commonly used in those days;
On weak machines, displaying PDF documents was carried out with noticeable delays;

Slide 13

Benefits (PDF)

convenient navigation that allows you to quickly find the desired page;
ease of use;
To view the PDF file, you don't need anything other than the file itself and free software Adobe Reader;
The PDF format allows you to embed the necessary fonts (line-by-line text), vector and bitmap images, forms and multimedia inserts;
Includes an electronic signature mechanism to protect and authenticate documents.

Slide 14

Fame and popularity. The main advantage of PDF over DjVu is its popularity and widespread knowledge. The PDF format is popular worldwide.
Openness of the standard. The PDF format is standardized by an international committee for ISO standards.
An abundance of programs for working with the format. To work with the PDF format, there is a great variety of all kinds of programs - both commercial and free.

Slide 15

Disadvantages (PDF)

even with a noticeable reduction in size, PDFs are incredibly bulky.
the protection that is used to encode a file, if you do not use special programs for this, is overcome by a knowledgeable programmer in a few seconds.

Slide 16

Overestimated complexity of the internal structure of the format. The PDF format is quite complex in its internal structure. Its specification alone is over a thousand pages long.
Focused on paper printing rather than electronic form. The format is mainly focused on creating paper printouts from a PDF file. PDF is not an electronic format. It does not scale well, it "slows down" when scrolling (both vector PDF and raster), it does not allow you to open an incomplete file - to open a PDF, you always need to download it completely, since the PDF header is at the end of the file.

Slide 17

DjVu advantages

Specialization for the electronicization of paper texts. DjVu always uses 3-layer content segmentation for optimal compression.
Focus on the electronic form of the document.
Low resource requirements.
Small file size. DjVu ensures the smallest possible file size.
Simplicity and optimality of the internal structure of the format.

Slide 18

Disadvantages of DjVu

Closedness of the standard. The DjVu standard has not been submitted to ISO for approval.
The relative underdevelopment of the software for working with the format.

Slide 19

This is a requisite of an electronic document that allows you to establish the absence of distortion of information in an electronic document from the moment the EDS is generated and to check whether the signature belongs to the owner of the EDS key certificate. The value of the variable is obtained as a result of cryptographic transformation of information using the private EDS key.

Slide 20

Electronic digital signature (EDS)

EDS is an analogue of a person's handwritten signature used in electronic documents. Electronic digital signature is created using a private key - a unique sequence of characters that is known to its owner and is designed to create an EDS in electronic documents using appropriate means.

Slide 21

History of the EDS

In 1976, Whitfield Diffie and Martin Hellman first proposed the concept of "digital signature
In 1977, Ronald Rivest, Adi Shamir, and Leonard Adleman developed the RSA cryptographic algorithm, which can be used without additional modifications to create primitive digital signatures.
Soon after RSA, other EDSs were developed, such as the Rabin and Merkle digital signature algorithms.
In 1984, Shafi Goldwasser, Silvio Micali, and Ronald Rivest were the first to rigorously define security requirements for digital signature algorithms.
In 1994 by the General Directorate of Communications Security Federal agency government communications and information under the President Russian Federation the first Russian standard EDS - GOST R 34.10-94, based on calculations in the group of points of an elliptic curve and on the hash function described in GOST R 34.11-94.
In 2002, to ensure greater cryptographic strength of the algorithm, the GOST R 34.10-2001 standard was introduced instead of GOST R 34.10-94. In accordance with this standard, the terms "electronic digital signature" and "digital signature" are synonymous.

Slide 22

Purpose and use of EDS

The digital signature is intended to authenticate the person who signed the electronic document.
Control of the integrity of the transmitted document: in case of any accidental or deliberate change of the document, the signature will become invalid, because it is calculated based on the initial state of the document and corresponds only to it.
Protection against alteration (forgery) of the document: the guarantee of detection of forgery while monitoring the integrity makes counterfeiting impractical in most cases.
Impossibility of refusal of authorship. Since it is possible to create a correct signature only knowing the private key, and it must be known only to the owner, the owner cannot refuse his signature on the document.
Proof of authorship of the document: Since you can create a correct signature only if you know the private key, and it must be known only to the owner, the owner of the key pair can prove his authorship of the signature on the document. Depending on the details of the document definition, fields such as "author", "changes made", "timestamp", etc. may be signed.

Slide 23

Characteristics of an electronic document with EDS

authenticity - confirmation of the authorship of the document;
integrity - the document cannot be changed after signing;
non-repudiation of authorship (non-repudiation) - the author will subsequently not be able to renounce his signature.

Slide 24

Basic schemes for using EDS

signing an electronic message upon transmission and verifying the sender's signature upon receipt, that is, secure transmission of the document. Often such a scheme is perceived as a legally significant document flow, which is a deep misconception. The protection of an electronic message by means of an EDS is, of course, a useful and necessary thing, but it is completely insufficient to ensure a full-fledged document flow;
the use of EDS throughout the life cycle of an electronic document - during its creation, approval, approval, familiarization with it, etc. e. a legally significant electronic document management system.

Slide 25

EDS example

Slide 26

Sources of

PDF Specifications, including the PDF Reference for PDF 1.7, PDF 1.6 (ISBN 0-321-30474-8), PDF 1.5, PDF 1.4 (ISBN 0-201-75839-3), PDF 1.3 (ISBN 0-201-61588- 6)
Adobe PDF 101: Quick overview of PDF is a pdf document describing the main features of the format.
@ http://www.compute-rs.com
PC Week \ RE September 19, 2006 Sergey Silin, EDS specialist at Aplana Software
GOST R 34.10-2001 Information technology. Cryptographic information protection. Processes of formation and verification of electronic digital signature.

Slide 27

GOST R 34.10-94 Information technology. Cryptographic information protection. Procedures for generating and verifying an electronic digital signature based on an asymmetric cryptographic algorithm.
Electronic digital signature - Term - Encyclopedic Foundation
Electronic digital signature - Cryptomash Company

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The role of documents in the activities of the organization Decisions are prepared and drawn up in the form of documents Management = management of the implementation of decisions drawn up in the form of documents Enterprise knowledge = the totality of its documents Document management system - an ordered set of corporate procedures for working with documents

Traditional technologies of paper document circulation Card-and-journal accounting of finished documents in the divisions of the enterprise Reproduction and movement of paper documents and related orders and reports by divisions Control of the passage and execution of documents by tracking information in various magazines and card files

And why does an organization need electronic document management at all? According to statistical studies: on average - 30% of working time is spent on searching and waiting for documents to arrive; for approval and approval of documents - 20%; for the transfer of documents between departments - 10%; for the preparation of standard reports on the movement of documents - 10%; 6% of documents are irretrievably lost; everyone internal document copied up to 20 times

And why does an organization need electronic document management at all? Now translate all these indicators into money spent on: payment for "lost" working time of employees; expendable materials(toner and cartridge, paper) not received due to: untimely decision-making; loss or untimely receipt of important information; ineffective management of employee activities

The trend of the coming years is the transition to electronic documentary interaction Documents are created on personal computers in electronic form Local and global network infrastructure created Electronic technology fundamentally increase the efficiency of work with documents Expectations - the transition to predominantly electronic documentary interaction within enterprises, enterprises with each other, between enterprises and citizens

Evolution of the scope of responsibility of the enterprise documentation service Organizational and administrative documents Ready documents Documents of the organization's management competence Processes of registration, processing and storage of documents Office automation system MANAGEMENT DOCUMENTATION SERVICE All types of documents (accounting, technical, contractual, regulatory, reference, analytical) Projects (versions) , ready-made documents, retrospective / archival documents 5 All documents of all employees of the organization All work processes (regulations) using documents Management system for paper and electronic documents of the organization (corporate community) INFORMATION AND DOCUMENTATION SUPPORT SERVICE

Electronic office systems (EOS). System "DELO" In the years, they created electronic document management systems in the highest authorities, and in 1994 they created a market enterprise. The first in the CIS created a box product, an industry-specific EDMS, developed technologies for in-line scanning, electronic approval of documents. The system "DELO" combines the latest documentation technologies , domestic standards, as well as the unique experience of automation of many hundreds of enterprises. A full range of services throughout Russia, Ukraine and Belarus, including consulting in the field of working with documents and the development of regulatory documents Students of 130 universities in Russia, Ukraine and Belarus study EDMS using the example of EOS products

Modern documentation technologies in the DELO system Office applications E-mail Collective preparation and electronic approval of draft documents Scanning of paper documents (streaming scanning) Bar-coding of paper documents Electronic digital signature, separation of access rights Electronic control paper / electronic document management Web portals, websites Electronic management of paper / electronic archives

Life cycle of a document and EOS products Storage and analysis of documentary information eDocLib Preparation and approval of projects "BUSINESS" Approval, registration, organization of execution and control of "BUSINESS" Publication eDocLib Organization of archival storage and work with archives "ARCHIVNOE BUSINESS"

Leading positions of EOS EOS was the first to receive a quality certificate from the State Standard of Russia in 1996 EOS was the first in 2006 to carry out expert certification of its products for compliance with the Standard Requirements of the European Union for Automated Electronic Document Management Systems (Model Requirements MoReq) Key role in the formation of the domestic market for electronic document management systems More than 1,500 clients More jobs

EOS in government bodies Higher Federal Regional State Duma Federation Council Constitutional Court Accounts Chamber CEC (GAS Vybory) Judicial Department, courts of general jurisdiction and arbitration courts (GAS Pravosudiye) Prosecutor General's Office and Prosecutor's Office Ministry of Agriculture Rosgoszornadzor Ministry of Agriculture Federal State Agency for Supervision and Technical Inspection and territorial administrations Committee for financial monitoring Committee for Geodesy and Cartography Bank of Russia and its territorial offices Bashkortostan Mordovia Sakha (Yakutia) Khakassia Republic of Altai Altai region Arkhangelsk region Bryansk region Volgograd region Kaliningrad region Lipetsk region Magadan region Moscow region Novgorod region Penza region Rostov region Chita region

Examples of eos solutions in business Oil (Tatneft, TNK, Lukoil) Gas (Gazprom, Novatek) Electronergetika (Mosenergo, Tatenergo, Vologdaenergo, Arkhenergo, Tulaenergo, Yakutenergo, Chitaenergo, Mordovenergo) Banks (Vozrozhdenie, Petrokommertsovanie) (Rosgosstrakh, Sakhamedstrakh) Communications and transport (Mosgortrans, Boryspil International Airport, Kemerovo mobile connection, Kazan GTS) Scientific centers (Kurchatov Institute, VNIIST, Chernomorniiproekt, Gomelproekt, Russian science Center surgery) mass media (publishing house "Kommersant", publishing house "Behind the wheel)

Examples of EOS projects in industry Altai Transformer Plant OJSC Kazan Helicopter Plant OJSC Nizhny Novgorod Aviation Plant SOKOL OJSC Novosibirsk Electrode Plant OJSC Tyumen Aggregate and Repair Plant OJSC Chelyabinsk Electrode Plant OJSC Novokramatorsk Machine-Building Plant OJSC JSC "Tula Combine Plant" JSC "Barnaul Carriage Repair Plant" JSC "Russian Railways" DP "Delta Pilot" (shipyard in Nikolaev) JSC "Baranovichi Machine-Tool Plant" JSC "Gazpromtrubinvest - Volgorechensky Pipe Plant" JSC "Refrigerator Plant" Atlant "ZAO" holding company Zolotoy Kolos Z JSC Lisichansk Glass Factory Proletariy JSC Mordovcement JSC Tatspirtprom JSC According to DSS Consulting, in 2006 25% of the total number of projects implementation of EDMS in metallurgy they make up EOS projects

EDMS: a new quality of management Saving labor and material costs Efficiency Direct interaction of managers and performers in the network Transparency End-to-end control over the passage and execution of documents in the system of geographically distributed organizations Full control over the work of personnel with documents Accumulation of knowledge All documents of the enterprise are saved and available

Purpose of the system The "Personnel" system is intended for the automated maintenance of personnel information of enterprises and institutions, namely: staffing table organizations; maintaining a filing cabinet of personal cards of employees; maintaining orders for personnel; keeping a time sheet; maintaining a card index of business trips; maintaining information about employees enrolled in the reserve for filling positions; search for the necessary information according to arbitrarily specified criteria; formation analytical reports and references; maintaining system directories; export-import of personnel information; establishing users' access rights to system objects.

Maintaining information about the structure of the organization, creating a complex structure of departments; storing the history of the staffing table; printing of the staffing table in the form of T-13; presentation of information of a reference nature: viewing the list of employees filling positions, viewing the personal card of the employee filling the position, viewing the list of candidates for filling positions; maintaining the staffing table of both the parent company and subsidiaries, branches, etc. Maintaining the staffing table

Personal cards file The function provides: work with personnel information within any organization accessible to the user; viewing the organizational structure of the enterprise and the list of employees listed in the departments; viewing the lists of dismissed workers viewing the lists of the cards of dismissed employees handed over to the archive; creating, editing and deleting an employee's personal account; printing out an accounting card in the forms T-2, T-2 GS, T-2 (VUR), T-2 GS (VUR), employee information, employee leave information, employee salary change history; automatic calculation of different types of employee experience, taking into account the established coefficients for the date of the employee's admission, the current and any arbitrary date; formation of a vacation schedule for employees; squeak of the employee's personal card according to a given criterion.

Maintaining orders for personnel The function is intended for the formation and maintenance of registration cards of orders for personnel and printing orders on unified forms. This version of the system supports work with orders of the following forms: T1, T1a - on hiring the employee (s) to work, T5, T5a - on transferring the employee (s) to another job, T6, T6a - on granting leave to the employee (s), T8 , Т8а - termination employment contract with the employee (s), T9, T9a - on sending the employee (s) on a business trip, T11, T11a - on encouraging the employee (s), on collection. On the basis of the order data, an automated input of information into the employee's personal card is provided. Integration with the business automation and electronic document management system "DELO" is provided in terms of registration of orders for personnel.

The function is intended for the automated maintenance of the timesheet for the use of working hours and allows you to: perform the initial initialization of the timesheet according to preset parameters; receive information from the employee's personal card about business trips, vacations, sick leaves, employee movements; adjust the printing form of the T-13 timesheet to the form used in the organization (the system supports three printed forms report card). Maintaining a time sheet

The function allows you to: register information about a business trip, taking into account the type and purpose of the business trip; reflect data on a business trip in the employee's personal card; make a selection of business trips according to various search criteria; shape travel certificate in the form of T-10; form a service assignment for sending on a business trip and a report on its implementation in the form of T-10a; print information about found business trips. Maintaining a file of business trips

Generation of reports and references The task is intended to obtain the following reports, graphs and references: Unified form staffing table. Output form "Substitution of positions". Output form " Vacant positions". Information about the number of staff and the number of positions in the organization. Information about business trips (general information and information in the context of regions). Journals of records of business trips and workers who went on business trips. Reminder certificates (about birthdays and anniversaries, about the correction of the percentage of seniority allowances, about the expiration of the term of office). Lists of employees who signed / terminated the contract.

Generation of reports and certificates The task is intended to obtain the following reports, schedules and references: Lists of employees who have issued sick leave certificates, who are on leave, and have benefits. Help "Calculation of length of service". Reports on forms 1-GS, 2-GS. Unified form of vacation schedule. Schedules of length of service, certification, assignment of class ranks. Information on the quality of personnel, on participation in seminars, on the types of instruction carried out, on service passes (certificates). Report on military service (form 6). Sick leave protocol.

System of electronic document circulation "EVFRAT" System EVFRAT-Document circulation, developed by Cognitive Technologies. The system, on the one hand, contains all the necessary functionality for automating work with documents, and on the other hand, it offers ample opportunities for customization and modification when implemented by the developer, partners and direct customers.

Registration of any types of documents in accordance with the nomenclature and regulations approved in the organization Automation of the organization's business processes, support of coordination and approval procedures Operational and comprehensive control over the progress of work on the document Creation of operational and long-term archives of paper and electronic documents Search of documents by content and details Formation journals for the registration of documents and reports on the performance discipline Ensuring work safety Tasks solved by the EVFRAT-Document management system

Who is the system for? Clerk (personal workplace) Small and medium-sized companies Subdivisions of large state or commercial organizations Geographically distributed organizations and divisions Basic (prototype) solution for large government or commercial companies

Features of the EVFRAT-Docflow system EVFRAT-Docflow is developed in full accordance with the recommendations of WfMC (Workflow Management Coalition) and meets the requirements of the ISO 9000 standard. provisions and instructions for working with documents developed and applied by the organization.

Registration of a document Support for the nomenclature of documents and cases adopted in the organization, as well as the rules for their accounting - a set of requisites, formation rules registration numbers Control of completeness of filling in RKK fields Automation of filling in RKK fields Automatic control of duplication of documents Registration of letters from Email Built-in scanning and recognition tools for paper documents Attaching any electronic documents to the RKK Built-in viewing tools for electronic documents Establishing cross-references between documents

Submission of a document for control On the basis of the resolution of the head or in accordance with the established regulations, the following are appointed: the controller for the document, the responsible executor and co-executors who agree on the document deadlines for the execution of the document and individual instructions on it, the time for approval and approval Task route for the document to pass through the executors and approvers: sequential tasks ; parallel tasks; assignments Automatic dispatch to the supervisor and executors (coordinators) of notifications about the tasks assigned to them

Workstation of the User The folder into which the instructions for the user are received The folder into which the instructions controlled by the user are received Instructions, notifications, reminders, messages, reports The text of the corresponding order, notification, reminder, message, report

Execution of tasks. Execution control Automation of the receipt by the executor of an order for execution or refusal to execute with sending a corresponding notification to the supervisor Coordination and approval using EDS Sending a report to the supervisor Automatic logging of the progress of execution and approval Automatic sending to the supervisor and executors (approving) reminders of the approaching (coming) deadlines Special search on control tasks and documents

AWP Head AWP Head - convenient and full-fledged access to the corporate document management system using the Internet for managers whose work, for one reason or another, is associated with rather frequent trips and isolation from the main office AWP Head allows, if there is access to the Internet from anywhere in the world: authorized access to the corporate document management system and document storage of the organization to manage the organization's business processes and participate in the approval of decisions to monitor the execution of tasks issued to employees * Director-Adapt - technology for adapting the capabilities of information systems to the specifics management activities AWP Manager is developed on the basis of DA * technology, thanks to which EVFRAT-Document flow can be adapted for each specific manager.

Today the system is successfully operating in more than 1100 organizations. Every month, about 50 new organizations become users of the system. Among the users of the system Users of the EVFRAT-Document management system Office of the President and the Government of the Chechen Republic Department of the Consular Service of the Ministry of Foreign Affairs of the Russian Federation TFOMS in the Tyumen region. Khabarovsk branch of the Far Eastern customs. ex. MUP "Settlement and Cash Center of Novosibirsk" Central Bank of the Russian Federation Central Union of the Russian Federation OJSC "RGS-Capital" OJSC "North Caucasus Railway"Kursk NPP CJSC" Wild Orchid "CJSC" Universal-Music "OJSC" DEKRA-Group "OJSC" Izhevsk Bearing Plant "OJSC" Lebedinsky GOK "OJSC" Tsentrsibnefteprovod "OJSC" Ural Electrochemical Plant "Chelyabinsk Law Institute of the Ministry of Internal Affairs of Russia MGIMO-University and a lot others…

Atlas Company Atlas-Doc Components Electronic Archive Centralized Document Repository Document Versioning Attributive Search Record Keeping and CID Registration of Documents Execution Discipline Control Administration Audit Access Distribution Technological Processes Management

Conceptual apparatus2
Conceptual apparatus
Document circulation - the movement of documents within the framework of the preschool educational institution from the moment of their creation or
receipt before completion of performance or dispatch.
The purpose of improving the workflow is to provide a management system
high-quality information in a timeframe that is optimal for adoption and implementation
management decisions.
Electronic document management (EDM) is a single mechanism for working with documents,
presented in electronic form, with the implementation of the concept of "paperless
office work ".
Electronic document management system (EDMS) - computer program
(software, system), which allows you to organize work with
electronic documents (creation, modification, search), as well as the interaction between
employees (transfer of documents, issuing assignments, sending notifications, etc.).
Document flow automation - its improvement using
modern information technologies, i.e. use of information systems.

3
Classification of information
enterprise systems
Information systems are divided into
several categories, each of which
occupies a certain niche in
production (life) cycle,
performing the necessary actions with
information support of the enterprise.

Classification of enterprise information systems

4
Classification of information
enterprise systems
EDMS (Electronic Document Management Systems) - systems
document management - provide efficient storage and processing
complex documents consisting of a set of structured and
unstructured data.
CRM (Customer relationship management) - automation system
interaction with the company's clients, and the main directions
activities are measures to support effective marketing, sales
client service.
HRM (Human Resource Management) - automated
an integrated personnel management system.
ERP (English Enterprise Resource Planning) - planning system
(management) of enterprise resources. These are computer systems created
to handle the organization's business operations and to facilitate a comprehensive
and operational (real-time) planning, production and
customer service.

Classification of enterprise information systems

5
Classification of information
enterprise systems
Workflow (Business Process Management (BPM)) - automation systems
business processes (business processes) - implement complex multi-step
algorithms for processing documents.
Collaboration, groupware - software designed to organize interaction
between geographically distributed users working together
over solving common problems through local area network or the Internet, but not
formalized, like workflow, and not just an "archive" like EDMS.
CPM (Corporate Performance Management) - management concept
business efficiency, covering the whole range of tasks in the field
strategic and financial management company.
ECM (Enterprise Content Management) is a strategic infrastructure
and technical architecture to support a unified information lifecycle
(content) of various types and formats.

ECM technology

6
ECM technology
Enterprise Content Management (ECM) - Management
corporate information resources(content,
filling, content) is a combination of technologies and
tools used for input (capture), control,
storage, protection and delivery of information and documents,
the most important organizational processes, business processes of the organization.
ECM system provides a unified infrastructure for
document management organization

With humor about ECM

7
With humor about ECM
Take Document as a basis
Management, add Web Content
Management, mix everything with
workflow and collaboration, then
decorate Knowledge Management and
cover the Enterprise Portal with an umbrella.
Mix but do not shake.
1-roller
2 roller
3 roller
More here

Technological advantages are associated with lower costs for
office management and document management:
almost zero cost of printing and distribution of documents
(15-30% of paperwork costs);
low cost of editing and preparation of documents
(through the use of specialized systems);
reduction of the document preparation cycle due to procedures
electronic submission, peer review and
distribution;
extension of the environment for the presentation of documents
(the ability to include multimedia data), etc.
8

Advantages of electronic document management

Organizational benefits are associated with increased
the quality of the organization as a whole, they include
Transparency of business processes.
Improving performance discipline.
Reducing the time spent by managers and
employees.
Ensuring confidentiality of information.
Ease of innovation and learning.
Development of corporate culture.
Growing competitive advantage.
9

Factors contributing to the development of electronic document management:

11
development of information technology;
the emergence of durable electronic media
information;
reduction in the cost of computer equipment and an increase in their
computing power;
improvement of software
(powerful word processors, friendly
interfaces, presentation editors,
document preparation tools
for publication on the Internet, etc.);
reducing the cost of communication.

General problems of EDI systems implementation

Human factor (conservatism of employees or
manuals)
Structural leapfrog (weak formalization of business processes)
Lack of workflow
The need to provide an electronic document
legal force
Interaction with the outside world
Migrating existing documents
12

Electronic document

13
Electronic document
Electronic document - a document
information in which is recorded in the form
electronic data, including mandatory
details of the document.
This set of information is accompanied by a card with
attributes, just like books in a library
accompanied by a file cabinet. By attributes (title, author,
creation date, etc.). the document can be found quickly.

Electronic documents

14
The basic principle of electronic document management is orientation
to work with documents.
The following are processed in the electronic document flow
types of documents:
1. Paper documents. The document itself is not stored in the EDMS, but the system has
any information about him. Most often, this is a database for accounting of paper
documents where document attributes, keywords, history are stored
work with a document, address in the archiving system, etc. Such a database allows
search documents by attributes and keywords,
control the execution of documents, generate various reports and
etc.
2. Electronic images of paper documents - the result of scanning in
graphic format. Such documents are like photographs - their
can be viewed but not edited.
3. Electronic documents - files created in the format of one of the
used applications or obtained as a result of recognition.
Usually contain information that can be used,
for example, to search for a document or assign it to a particular group.

15
Classification of electronic
documents
Depending on the type of information contained in
document, electronic documents are:
1. Unstructured - natural language texts,
graphic information or multimedia data. For
management of such documents are used
specialized systems that provide
users additional possibilities for registration,
search, differentiation of access rights to documents.
2. Structured - information that can be clearly
presented in the form of fields of a certain type and size (in
in the form of tables). These documents are records in
database tables and to work with them are used
specialized modules.
3. Combined (linked) - containing both
structured and unstructured information.

Classification of electronic documents

16
By the type of connections between components, the following types are distinguished
electronic documents:
1. Simple documents - documents containing information from one
type (i.e., either structured or unstructured).
2. Composite documents - includes fragments of various types
data stored in one file (combined).
3. Virtual documents - a set of information
fragments that are stored in different files and collected in
a single document at the request of the user.
Advantages of a virtual document over a composite one:
- the possibility of teamwork,
- saving resources through reuse
fragments,
- the ability to create your own document model, etc.

Life cycle of an electronic document

17
The range of tasks of electronic document management is determined by the stage of the life cycle
document to be maintained.
The life cycle of a document consists of two main stages.
Document development stage:
a) the actual development of the content of the document;
b) document execution;
c) document approval.
In the event that a document is under development, then it is considered
unpublished and the rights to the document are determined by the access rights of the particular
user.
Stage of the published document:
a) active access;
b) short-term storage;
c) long-term storage;
d) destruction of the document.
At the stage of document development, it is necessary to ensure the possibility of collective
document development, read access is supported for published documents
according to user rights.

18
The regulation of electronic document flow in Ukraine is carried out
in three directions: legislative regulation,
standardization and development of regulatory and methodological documents.
State regulation in the field of electronic
workflow should cover the following issues:
1) legal recognition of electronic documents;
2) regulation of the use of electronic digital signature;
3) procedures for verifying the authenticity of electronic documents;
4) determination of offenses in the field of using electronic
documents and penalties for these offenses;
5) procedures for the participation of electronic documents in domestic
and international information exchanges;
6) procedures for resolving controversial issues arising from
use of electronic documents.

Legislative regulation of electronic document management in Ukraine

19
An important stage in the development of electronic document management in Ukraine was
the adoption in 2003 by the Verkhovna Rada of the Laws of Ukraine “On electronic
documents and electronic document management ”and“ About electronic digital
signature"
Law of Ukraine "On Electronic Documents and Electronic Document Management"
establishes the organizational and legal basis for the creation of electronic
documents and defines general order electronic document management. IN
The law gives definitions to the following concepts:
Electronic document - a document, information in which is presented in the form
electronic data, including the mandatory details of the document, including
electronic digital signature.
Electronic digital signature is a mandatory requisite of an electronic document,
which is formed by the author during the creation of an electronic document and
checked to confirm the integrity of the document and identify the author
other subjects of electronic document management.
Electronic document flow is a set of processes of creation, processing,
transfer, receipt, storage and destruction of electronic documents that
are performed using integrity checks, plausibility and in case
necessary, with confirmation of the fact of receipt of such documents.

Description of the presentation for individual slides:

1 slide

Slide Description:

SGBPOU "Vyazemsky Medical College named after E.O. Mukhin" Lecture-presentation on the topic: "Organization of electronic document management" Teacher: Bodrenkova Natalya Vladimirovna 2017

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Slide Description:

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Slide Description:

Huge volumes of documents are processed on a daily basis across organizations. Many of these give rise to a large number of accompanying documents. As a result, there are flows of documents that have to be controlled and redistributed between different departments. According to Siemens Business Services, up to 30% of employees' time is spent on searching for documents and other routine operations, 15% of documents are irretrievably lost, and 80% of the time the manager spends on working with information. All this applies to office technology.

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Slide Description:

Office work is a branch of activity that provides documentation and organization of work with official documents. Document circulation is a set of interrelated procedures that ensure the movement of documents in an institution from the moment they are created or received until the completion of execution or sending and transferring to the archive.

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Slide Description:

Document Usually, the term “document” refers to information presented in the form of text and recorded on paper. Although the document can be fixed on any physical data carrier. An oral conversation that is not recorded on a physical medium cannot be accurately reproduced and is not a document. Terminologically “document” is any information (information) recorded on any medium in space and time.

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Slide Description:

An important attribute text documents is their form. The form of the document is closely related to the nature of further activities and the process of passing it through the organization. However, the signature of the document and the date of its creation are mandatory attributes of any, including electronic, documents involved in office work. Consequently, a document is a combination of three components: a physical medium of information, the form and content of information, mandatory attributes: signature and date of creation.

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Slide Description:

To solve control problems business processes organizations use automated systems. With their help, systems of electronic document management and control of the execution of tasks, the workload of employees are organized. The purpose of their use is to minimize the processes of creating and moving papers within the organization. Document flow automation consists in integrated automation processes of development, approval, distribution, search and archival storage of documents of the organization.

8 slide

Slide Description:

The need to reduce the number of processed and stored documents, their processing time, etc. gave birth to electronic texts, electronic documents and electronic document management. Electronic texts - electronic (machine-readable) data stored on any electronic media available for use in computer software and hardware devices and systems. Electronic texts are part of electronic documents (ED). Electronic document - a document presented in electronic form (digitized or prepared on a computer), which has electronic signature identifying (confirming) its authenticity.

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Slide Description:

clause 11.1 of Art. 2 of the Federal Law of 27.07.2006 No. 149-FZ "On information, information technology and on the protection of information ": An electronic document is documented information presented in electronic form, that is, in a form suitable for human perception using electronic computers, as well as for transmission over information and telecommunication networks or processing in information systems. presented in clause 3.1 "GOST R 7.0.8-2013. National standard of the Russian Federation. System of standards on information, librarianship and publishing. Office work and archiving. Terms and definitions "(approved by the Order of Rosstandart dated 17.10.2013 No. 1185-st), An electronic document is a document whose information is presented in electronic form. Based on this, it can be concluded that an electronic document is any document that is presented in electronic form, including it can be a scanned image of a document, a file typed in text editor, etc.

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Slide Description:

At the same time, an electronic document is characterized by: authenticity - a property of an electronic document that guarantees that the electronic document is identical to the declared one; credibility - a property of an electronic document in which the content of an electronic document is a complete and accurate representation of the confirmed transactions, activities or facts and which can be trusted in subsequent transactions or in subsequent activities; integrity - the state of an electronic document, in which no changes were made after its creation; suitability for use is a property of an electronic document that allows it to be localized and reproduced at any time.

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Slide Description:

Electronic document management is the electronic exchange of business electronic documents between automated systems different companies in a standardized form, an effective means of improving the efficiency of management in organizations. Electronic document management systems use document management systems, automation of business procedures, image processing of documents, optical character recognition, etc. In short, electronic document management is the movement of electronic documents in an enterprise and activities to organize this movement without the use of paper media: registration and input documents, document search, reporting, execution control, archiving, etc.

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Slide Description:

The main benefit from the introduction of EDF is to increase the efficiency of the organization. Advantages of electronic document management systems Savings Money Thanks to the electronic document management system, costs for paper, printing, stationery, as well as postage and transport are reduced. Reliability Transmitting documents through the network, the system protects information from falling into third parties. Access to it is established in accordance with the user's rights.

13 slide

Slide Description:

Control over discipline and diligence The electronic document management system allows you to monitor the progress of work in real time. Thanks to this function, it is easier for management to establish control over the discipline of employees and the correctness of tasks. Mobility You can exchange information using the electronic document management system 24 hours a day, from the office or from home, from a business trip or vacation. If you have a computer with an electronic signature and an Internet access point at hand, then all operations will be available.

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Slide Description:

Feedback Information and letters of thanks, complaints or claims from counterparties are sent to common system, to which the manager and responsible persons have access. This eliminates the possibility that this or that letter will be lost or left unattended. Systematization of correspondence The system makes it possible to put things in order in electronic correspondence. Newsletters, contracts with counterparties, certificates, reports, etc. can be conveniently sorted to quickly find a particular document when needed.

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Slide Description:

Saving time Reduces the time spent by both employees and managers due to the fact that approval, signing and other operations with documents take a few seconds. In particular, the process of concluding a deal with a counterparty is accelerated. To sign a bilateral agreement, invoices and acts, a number of simple steps are required on a computer, and you do not need to leave the office for this. Relevance In the electronic document management system, you can configure the notification of the author of the receipt of the letter. If necessary, the addressee can certify the document with a signature with a read mark. Thus, the sender is always up to date with current events.

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Slide Description:

As noted earlier, an Electronic Document is a document submitted in electronic form (digitized or prepared on a computer) with an electronic signature that identifies (confirms) its authenticity.

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Slide Description:

nn. 1 tbsp. 2 of Law No. 63-FZ: An electronic signature (ES) is information in electronic form, which is attached to other information in electronic form (signed information) or otherwise associated with such information and which is used to identify the person signing the information. It is the electronic signature that can make an electronic document equivalent to a paper document signed with one’s own hand, i.e. give it legal effect. For legal entities, it is an indispensable tool that allows you to establish a convenient and efficient document flow both within the company and with external counterparties. Electronic signature for individuals is a way to speed up and simplify interaction with government agencies, employers, educational institutions through the Internet. The concept of an electronic signature

18 slide

Slide Description:

An electronic signature is a technically complex information and legal category and acts in the following basic manifestations: it is a mandatory requisite official document created and used in non-documentary form; represents a certain layer of technically encrypted information, which, depending on the technology used, is entered directly into the certified document, logically attached to it; formed as a result of extremely complex mathematical calculations using cryptographic methods.

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Slide Description:

Subject to the requirements established by the law and the parties to the agreement on use, the ES is legally and technically a full replacement for the signature made by oneself, and, if necessary, also for the official seal. EP is used in electronic bidding, electronic document management, electronic reporting.

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Slide Description:

According to Art. 5 of Law No. 63-FZ distinguishes between two types of electronic signatures - simple and enhanced. In this case, an enhanced electronic signature can be unqualified and qualified.

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Slide Description:

Simple ES are passwords, codes and other means that confirm that the document is signed by a certain person. Designed for document flow, allows you to confirm authorship, but does not guarantee the invariability of the document after it is signed and does not provide legal significance. A simple electronic signature is used to gain access to the capabilities of the Unified Portal of Public Services. Documents requiring printing cannot be signed with a simple electronic signature.

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Slide Description:

Reinforced unqualified electronic signature is created using special software tools. An unqualified electronic signature contains cryptographic algorithms that ensure the protection of documents. Allows you to identify the author of the signed document and prove the invariability of the information contained in it. Such a signature is suitable for internal document flow, as well as for sending electronic documents from one company to another. In the second case, the parties must conclude an agreement between themselves establishing the rules for the use and recognition of EDS. An unqualified electronic signature can sign documents that are stamped in paper form.

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Slide Description:

Reinforced qualified electronic signature. Qualified ES has all the signs of unqualified, but it can only be obtained at a certification center accredited by the Ministry of Communications of Russia. A qualified certificate of the ES verification key is attached to it. ES verification key certificate is an electronic or paper document that confirms that this signature belongs to a specific person. The software required to work with the CEP must be certified Federal Service security. Consequently, a qualified digital signature gives documents full legal force and meets all the requirements for the protection of confidential information.

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