Programs for working with office-type documents: a brief overview. Software for creating documents on a computer. word processors For the creation and processing of electronic documents are used

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FEDERAL EDUCATION AGENCY

STATE EDUCATIONAL INSTITUTION OF HIGHER PROFESSIONAL EDUCATION

UDMURT STATE UNIVERSITY

Institute of Law, social management and safety

Middle Humanities and Law College

Course work

Modernprogrammaticfunds,used byvprocesscreationdocuments

Semakina Irina Vladimirovna

students of the group SPO-O-0611-21 (k)

specialty "Documentation

management support and archival science "

Supervisor: Senior Lecturer

Volkova A.V.

Izhevsk 2008

Introduction

1. Preparation systems text documents

2. Microsoft Office Application Package

2.1 Applications included with Microsoft Office

2.2 Word processor Microsoft Word

2.3 Microsoft Excel Spreadsheet Processor

3. Automation systems for documentation support of management

Conclusion

List of used literature and sources

Introduction

For many, many centuries, information technology has been in the process of development. In some periods, this development slowed down and became almost imperceptible, and in some periods, on the contrary, a qualitative leap took place, and humanity began to use fundamentally new, hitherto unseen means of processing, transmitting and storing information. The convenience and efficiency of using computers for preparing text documents has led to the creation of many programs for processing documents. The capabilities of these programs are different - from programs designed for the preparation of small documents of a simple structure to programs for typing, design and full preparation for the printing of books and magazines (publishing systems).

The theme of my term paper relevant, since now almost all documents are stored and created in in electronic format... This requires the appropriate software.

The purpose my course work is an:

- Consider the most popular programs that are used to create documents.

- Identify which applications are included in Microsoft Office.

- Define and study the automation systems for documentation management support.

Tasks my course work is an:

- Consider the main systems for preparing text documents, give a concept to text editors, word processors and desktop publishing systems.

- Describe the Microsoft Office application package, the programs included in it, the main features of the Microsoft Word word processor (hereinafter MS Word) and the Microsoft Excel spreadsheet processor (hereinafter MS Excel).

- Consider the main automation systems for document management support: "BOSS-Referent", "CompanyMedia", "DOCs Open", "Office work 2.5", "NauDoc".

All programs for creating documents can be conditionally divided into systems for preparing text and tabular documents and programs for office automation.

To achieve the goal and solve problems, I mainly use periodicals, such as: the journals "Office work" and "Secretarial business", which talk about the implementation of the BOSS-Referent program in large organizations, and how it affected their work, as well as about the company "NAUMEN" and its programs.

Also, in writing my term paper, I used the automated system for office work "Office work 2.5" and GOST R 6.30-2003 "Unified documentation systems. Unified system of organizational and administrative documents ”.

And also I used information from the global network Internet, where the site "www.document.ru" contains information on the automation of document processing, etc.

Course work has such a structure that allows you to reveal in great detail and substantiate the topic I have chosen. I also want to note that I substantiated the structure of my term paper in such a way as to optimally achieve my goals and solve the tasks.

This course work includes: an introduction, three chapters, a conclusion, a list of sources used. The first chapter deals with systems for preparing text documents. The second chapter tells about the Microsoft Office suite of applications, and the third chapter describes automated management systems such as: BOSS-Referent, CompanyMedia, DOCs Open, Office Work 2.5 and NauDoc.

I also want to note that this course work will allow me to consolidate the knowledge gained in the course of theoretical training in the discipline "Documentation", as well as to work out and form practical skills on this topic.

1. Systemspreparationtextdocuments

The currently existing systems for preparing text documents differ significantly from each other in characteristics, methods of entering and editing text, formatting and outputting information (printing), as well as the degree of complexity of mastering by the user. The choice of a specific software product for word processing is a very crucial moment. Various systems for preparing texts allow those specialists who are associated with information technology to effectively use a computer. The selection process is associated with many factors, but, above all, it is necessary to adhere to the principle of reasonable sufficiency.

Currently existing computer systems for preparing text documents can be classified according to the scope of functionality or by their intended use. For example, text editor, which provides input, modification and saving of any symbolic text, but it is intended mainly for preparing program texts in high-level programming languages, since they do not require formatting, i.e. automatic transformation of the arrangement of text elements, font changes, etc.

Text editor ( text editor) - this is text editor, which provides quite complex formatting. The functionality of the “Text editor” is comparable to the built-in Windows program “Word Pad”. With this program you can open, edit, save, print files of the following formats: BAS, CPP, DAT, INI, PAS, RTF, SYS, SQL, TXT, etc. It is possible to align text to the left, right or center, insert a paragraph (bullet), roll back 1 change, get bold, italic or underlined text style, select a font, its symbols, modify, color, size. You can format text with first line and paragraph indents. This program does not work with images embedded in the text - embedded images available in open document such as RTF will not be saved. The default font for the document is "Times New Roman". It can be changed to any other font available to the operating system. The document is printed on the "what I see is what I get" principle by calling the printer driver dialog, which allows you to select the printer in the optimal way , customize printing.

The result of the work of the screen editor is expressed as a file in which all characters are characters of the code table ASCII (American Standards Committee for Information Interchange) with codes greater than 31 and newline characters. These files are called ASCII files.

Differing in control methods and a set of service capabilities, all text editors in one form or another allow:

Type text to be displayed on the video terminal screen using up to 200 characters;

Correct erroneous characters in replace mode;

Insert and delete groups of characters (words) within a string without translating the unchanged part of the string, but shifting it entirely left / right in insert mode:

Delete one or more lines, copy them or move to another place in the text;

Expand lines of existing text to insert a new fragment there;

Insert groups of lines from other texts;

Detect all occurrences of a specific group of characters (context);

Replace one context with another, possibly of different lengths;

Save typed text for future adjustments;

Print text on printers different types standard programs printing in one font within the document.

Of the many available on-screen editors, one can single out “ Norton Editor "(Firm" Peter Norton Computing Inc. ")," SideKick"(Firm" Borland ")," Brief"(" Solution Systems "company), multifunctional multi-window editor « Multi - Edit » (American Cybernetics Inc.). This category also includes editorsTurbo systems... A variety of Turbo systems are convenient, integrated tools for creating, compiling, debugging, and executing programs in popular programming languages ​​such as BASIC, Pascal, Si, Prologue, Assembler. An obligatory component of Turbo systems is an editor with ample opportunities to create and update program texts. Turbo systems editor commands are based on the commands of the popular program “ Word star”And are highly standardized.

When the main task of the user is to prepare texts in natural languages ​​for printing and printing these documents, the set of editor operations should be significantly expanded, and the software product moves into a new quality - a text preparation system (a product to which the English term `word processor 'corresponds). Such programs for processing documents are focused on working with texts that have a document structure, i.e., consisting of paragraphs, pages and sections.Among the systems for preparing texts in natural languages, there are three large classes, but with rather blurred boundaries: formatters, word processors, and desktop publishing houses.

Based on the in-machine structure of the document being prepared, the following approach to the classification of text preparation systems could be proposed. For example, systems such as:

Formatter is a text preparation system that does not use any special codes for the internal representation of text, except for the standard ones: line end, carriage return, page end (works with ASCII files).

Word processor is a text preparation system that internally supplies the text itself with special codes - markup... Basically, screen editors and word processors differ in purpose: the former create ASCII files, which are then processed by compilers or formatters, the latter are designed to prepare texts with subsequent printing on paper, so the form of text presentation is of great importance.

Word processors have special features to make it easier to enter text and present it in printed form. Among these functions, the following functions can be distinguished:

- text input under the control of formatting functions that immediately change the appearance of a page of text on the screen and the arrangement of words on it, which gives an approximate idea of ​​the actual position of the text on the paper after printing;

- a preliminary description of the structure of the future document, in which parameters such as the amount of paragraph indents, the type and size of the font for various text elements, the position of headings, line spacing, the number of text columns, the location and method of numbering of footnotes, are set, etc .:

- automatic spellchecking and getting hints when choosing synonyms;

- enter editing tables and formulas with their display on the screen in the form in which they will be printed;

- combining documents in the process of preparing text for printing;

- automatic compilation of table of contents and alphabetical reference.

Most word processors have tools for adjusting the configuration of the computer's hardware, in particular the type of graphics adapter and monitor. Almost all word processors have a unique data structure for representing text, which is explained by the need to be included in the text additional information describing the structure of the document, fonts and the like, since each word or even symbol can have its own special characteristics. Therefore, text prepared with one word processor, as a rule, cannot be read and therefore cannot be edited and printed by other word processors. For the sake of compatibility of text documents when transferring them from the environment of one word processor to another, there is a special type of software - converters, which guarantee the output file in the format of the word processor - the recipient of the document. At the input, the converter program accepts information in one format, and as a result of its work, it outputs the information as a file in another (required) format. Further improvement of word processing systems led to the fact that stand-alone converter programs practically ceased to exist and became an integral part of the text preparation system. Today, the most prominent word processing programs support popular file formats through built-in conversion modules.

Currently existing word processors differ significantly from each other in characteristics, capabilities for entering and editing text, formatting and printing it, as well as in the degree of complexity of mastering by the user.

Rather conditionally, these tools can be divided into 2 categories .

TO 1 categories include word processors that allow you to prepare and print complex and large documents, including books. These include WinWord, WordPerfect, ChiWriter, WordStar 2000, AmiPRo, T3. The most popular domestic product in this class is the word processor " Lexicon", Support and further development, which is carried out by the company" Arsenal ".

Word Processors 2 categories and have significantly less capabilities, but they are more convenient to use, work faster and require less RAM, significantly lower in cost. Word processing systems tailored for executives are simpler and easier to use. This category includes `Beyond Word Writer", `Professional Write", `Symantec Just Write", `DacEasy Word".

Desktop publishing houses prepare texts according to printing rules and with typographic quality. Just as word processors are not a "development" of formatters, desktop publishing is not a more perfect continuation of word processors, since they have a completely different purpose. Desktop publishing systems are essentially a layout tool.Programs of this class are intended not so much for creating large documents as for implementing various types of printing effects, that is, a desktop publishing program makes it easy to manipulate text, change page formats, indentation size, makes it possible to combine various fonts, work with material until you get complete satisfaction from the appearance of both individual pages (stripes) and the entire publication.

At the end of Chapter 1, it should be noted that currently text editors are no longer used, because they have much fewer functions than in word processors and desktop publishing systems, which have become available to most users. From the side of document management, this is also due to the fact that text editors do not provide a function for creating templates, which greatly facilitates and speeds up the work of creating documents.

2. Plastic bagappliedprogramsMicrosoftOffice

2.1 Appliedprograms,incomingvMicrosoftOffice

Today software products from Microsoft (hereinafter referred to as MS) are the "de facto" standard for office work. It is difficult to find an institution, an enterprise, a firm, in whose office there would be no computers with the Windows operating system (98, 98SE, 2000, NT, XP, Vista) and the MS Office application package.

Popular software package - Microsoft Office 2003 , which includes in the standard set "MS Word 2003", "MS Excel 2003", "MS Outlook 2003" and "MS PowerPoint 2003". Also included in use is the recently released software package MicrosoftOffice2007 , including updated: "MS Word 2007", "MS Excel 2007", "MS Outlook 2007" and "MS PowerPoint 2007", etc.

In the version "Small Business" - "PowerPoint 2003" is replaced by the publishing package "MS Office Publisher 2007", the version "Professional" includes both a standard set and add-ons "Small Business", and also has a tool for working with databases (DBMS ) Access 2003. But the updated " Power point 2007 ". The most complete Premium version also includes the Photo Draw 2003 business graphics package and the Front Page 2003 Web site builder. The last two programs are delivered in English. Set as free app includes `Internet Explorer 5.0` - a set of programs for working on the Internet.

The most attractive thing about MS Office is what ties these applications together: all of these programs share a common menu and sets of buttons that look very similar. By learning how to work with one of the applications, you will greatly advance in learning the rest. The main idea of ​​the software package is to work on the Internet. If earlier MS Word and MS Excel were primarily guided by the fact that the prepared document would be printed on paper, now the developers assume that the prepared document will be first of all sent by e-mail or posted on the Internet. For this, the MS Office developers have included another file format in the product - Html, which is the standard for posting materials on the Internet. Saving documents in HTML format also allows users who do not have MS Office on their computer to view documents. To view such documents, Internet Explorer, which is included in the standard Windows package, is now sufficient. Quite common for a modern office is the situation when documents are prepared not only in Russian and English, but also in other languages ​​(German, Spanish, French, Arabic, Japanese, etc.).

Microsoft Access 2003 is a relational database. This program is based on tables. Microsoft Access (hereinafter referred to as MS Access) differs from MS Excel in that, unlike MS Excel, MS Access DBMS allows you to work with a whole system of interconnected tables. In the MS Access DBMS, formulas, sorting, links of individual cells and their formatting are used when working with tables. If you need to extract the necessary data from several database tables at once, you can form a query, while the cells on the screen will be arranged in the specified order. Query results can be printed using the Report tool. The report is a table with the requested data, the design can be selected from the proposed templates.

The capabilities of Microsoft Office programs can be expanded with the help of special modules - add-ons. Among such programs you can find serious commercial packages (for example, the Orfo spell checker, Lingvo electronic dictionaries, PROMT translator), and small free “macros” created by ordinary users.

2.2 TextCPUMicrosoftWord

MicrosoftWord- the basis of any office and, perhaps, the most necessary and popular program in everything Microsoft Office .

Microsoft Word allows you to enter, edit, format and format text, and correctly place it on the page. With this program, you can insert graphics, tables and diagrams into your document, as well as automatically correct spelling and grammatical errors. The MS Word text editor has many other features that greatly facilitate the creation and editing of documents.

The program offers a number of features that save time and effort to create documents. Among them, such functions as:

Autotext - for storing and inserting frequently used words, phrases or graphics;

- styles for storing and setting whole sets of formats at once;

- merge to create serial letters, print envelopes and labels;

- macros - to execute a sequence of frequently used commands;

- “Wizards” - to create professionally designed documents.

Using MS Word for Windows, you can create tables, diagrams. MS Word for Windows also has a formula editor that allows you to enter formulas of varying complexity. MS Word makes it possible to check spelling. During the check, each word in the document is compared with samples in a special dictionary. If the word is not found in the dictionary, a dialog box opens in which you can make the necessary corrections. When working with documents, you often have to repeat the input of the same sections of text. In MS Word, it is enough to enter them once, and then make them an autotext element with a unique name and then insert them anywhere in the document as many times as necessary. Quite often, many employees have to create documents based on standard unified forms or forms developed and approved within the organization, as well as various types of similar documents (serial letters, certificates, etc.). With an automated method of preparing this type of documents, two options are possible:

1) create the necessary form in the form of a document (for example, it will be a file with the extension ".doc") and then change the variable part of the text in it;

2) create the required form in the form of a template (file with the extension ".dot") and then create new documents based on the developed template and fill in the fields containing a variable part of the text.

A template is a stencil with specific properties that include a collection of styles, placeholder texts, macros, keyboard shortcuts, additional menu items, and custom toolbars in a separate file with the ".dot" extension.

Templates are used for:

~ standardization and unification of the work of all employees of the organization with standard and similar types of documents. All employees create documents based on common templates (files with the ".dot" extension), while the templates should be prepared in such a way that the template text cannot be edited by users, and only input fields containing variable information in letterhead.

~ increasing the efficiency of preparing serial documents that are intended for distribution to a large number of addressees. These documents are created from templates using the merge function.

By merging, document texts are created containing a fixed, unchangeable part (stencil) and variable text fragments (filling), i.e. merging a typical text (stencil) with filled information

2.3 TabularCPUMicrosoftExcel

text document editor automation control

Application area Microsoft Excel very broad. First of all, these are accounting and engineering calculations, drawing up various summaries, diagrams, price lists, and much more.

Microsoft Excel for Windows adheres to the “what you see is what you get” principle, or in the English version “WYSIWYG” (What You See Is What You Get). This makes working with Excel undeniable ease and avoids many mistakes.

In addition, MS Excel has a wide range of service functions. These are text input and spellchecking, drawing, export and import of data. Printing tools are also quite flexible. You can print all pages at once, you can only print part of the pages of a workbook.

Main features of MS Excel:

v Contextual help. It is called from the context menu or by pressing the corresponding button in the pictographic menu.

v Help system. It is organized in hypertext and allows you to quickly and easily search for the topic you want.

v Multiple options for performing operations. Almost all operations can be performed in one of three to four ways, from which the user chooses the most convenient.

v Context menu. Expands by clicking the (usually right) mouse button on the selected object. For example, we are talking about the place of the table, where in this moment the user is going to work. The most frequently used processing functions available in this situation are collected in the context menu.

v Icon menu. The commands you work with most often correspond to the icons below the menu bar. They form a pictographic menu. After clicking with the mouse key on the icon, the command associated with it is executed. Pictographic menus can be customized.

v Workgroups, or work folders. It is convenient to combine documents into working folders and treat them as a whole when it comes to copying, downloading, modifying or other procedures. At the bottom of the spreadsheet is an alphabetical index (case) that provides access to the worksheets. The user has the ability to set the name of the sheets in the folder (instead of an alphabetical index), which makes the contents of the register clear, and therefore facilitates the search and transition from document to document.

v Tools for decorating and modifying screens and tables. Appearance the working window and other elements of the on-screen interface can be defined in accordance with the user's requirements, making the work as convenient as possible. These features include splitting the screen into multiple windows, fixing row and column headings, etc.

v Tools for designing and printing tables. For the convenience of the user, all functions are provided for printing tables, such as selecting the page size, pagination, setting the size of page margins, headers and footers, as well as a preview of the resulting page.

v Worksheet design tools. Excel provides ample opportunities for formatting tables, font and style, aligning data inside a cell, choosing a background color for a cell and a font, changing row heights and column widths, drawing frames of various kinds, setting the data format inside the cell (for example: numeric, text, financial, date, etc.). As well as auto-formatting - already built into the system different ways design of tables, and the user has the opportunity to choose the most suitable format from the existing methods.

v MS Excel templates, like MS Word, allows you to create worksheet templates that are used to form letterheads and faxes, and various calculations. If the template is intended for other users, then you can allow filling out such forms, but prohibit changing their form.

v Data binding. Absolute and relative addressing are characteristic feature all table processors, in modern systems they allow you to work simultaneously with several tables, which can be related to each other in one way or another. For example, three-dimensional links, providing work with several sheets in a row; worksheet consolidation, which processes sums and averages, and aggregates data from different areas of a single worksheet, multiple worksheets, and even multiple workbooks.

v Calculations. For the convenience of calculating, MS Excel has built-in functions, namely: mathematical, statistical, financial, date and time functions, logical and others. The function wizard allows you to select the desired function and, by substituting the values, get the result.

v Business graphics. It is difficult to imagine a modern spreadsheet processor without the ability to build various types of 2D, 3D, and mixed charts. There are more than 20 different types and subtypes of charts that can be built in MS Excel. Methods of charting design are also diverse and available, for example, insertion and design of legends and data labels, design of axes (the ability to insert grid lines) and others. In addition, there are powerful tools for building and analyzing business graphics, such as inserting error bars, the ability to build a trend and select a trend line function.

v Execution of MS Excel database functions. This function provides filling of tables in the same way as filling a database (that is, through a screen form), data protection, sorting by key or several keys, processing queries to the database, creating pivot tables. In addition, it includes tools for processing external databases that allow you to work with files created, for example, in the "dBase" or "PARADOX" format.

v Simulation. Sizing and modeling are some of the most important features of a spreadsheet processor. Using simple techniques, it is possible to find optimal solutions for many problems. Optimization techniques range from simple fit to linear optimization with many variables and constraints. When modeling, it is sometimes desirable to keep intermediate results and solutions search options. For this, scenarios are created, which are a description of the problem being solved.

v Macro programming. To automate the execution of frequently repeated actions, it is convenient to use the built-in macro programming language. Separate macros and macrofunctions. Thanks to macros, work with MS Excel is simplified and the list of its own commands is expanded. Using macro functions, they define their own formulas and functions and thus expand the set of functions provided by the system. In the simplest case, a macro is a recorded sequence of keystrokes, movements, and mouse clicks. Such a sequence is served to "play" like a tape recording. It can be processed and changed in some way, for example, organize a cycle, transition, subroutine.

Thus, the Microsoft Office application package contains programs that allow you to create text documents, spreadsheet documents, databases, presentations, work with graphics, e-mail, etc. That is, MS Office makes it possible to create almost any kind of documents. Currently, Microsoft Office is installed on almost all computers, regardless of whether the computer is at home or in an organization. Microsoft Office received such distribution due to the fact that it is the first application package that contained such a volume of capabilities, while being completely Russified and easy to use.

Thanks to the program "Visual Basic" built into Microsoft Word and MS Excel, the user can program the missing functions by himself. That is, the advantage of these programs is that in addition to all the conveniences that the authors of this package have already created, the user himself can adapt any program for himself for comfortable work in it: changing the color, scale, moving frequently used buttons to the toolbar, creating templates , creating new functions and so on.

3. Systemsautomationdocumentarysecuring

management

Each enterprise, regardless of the form of ownership, scale and structure, strives to improve the efficiency of its activities. An important step towards achieving this goal is the optimization of the main management procedures, in particular the creation of modern office management and document management systems at the enterprise.

Rational document management leads to an increase in the productivity of employees, facilitating access to information for acceptance management decisions, improving performance discipline and, consequently, an overall improvement in the quality of management.

Implementation of an automation system for documentation support of management "BOSS - Referent" significantly improves the work processes of enterprises and organizations.

The results of the system implementation are:

§ reduction of time for processing incoming / outgoing correspondence and internal documentation;

§ saving working time for working with documents;

§ acceleration of the procedures for approval, approval of documents;

§ increasing performance discipline, control over the execution of orders;

§ fast and convenient registration of documents;

§ improvement of event planning processes.

The experience of implementing the BOSS - Referent, a paperwork and workflow automation system developed by IT Co., shows that short time enterprises and organizations of various sizes and forms of ownership receive tangible benefits and real economic benefits.

Recently, on a relatively small market of office automation systems, the company "NAUMEN" appeared with its software product "NauDoc", which has a number of significant differences from what was previously offered to users. The program provides the creation of documents based on templates stored in the system, containing a predetermined design and standard (stencil) texts for basic management situations, which simplifies and speeds up the creation of documents, ensures their unified design in accordance with GOST R. 6.30-2003 “Unified documentation systems. Unified system of organizational and administrative documents ”.

Graphical user interface "NauDoc" allows you to quickly switch from one type of work to another and includes the following components:

1. Block of the main content.

2. Navigation bar.

3. Toolbar for working with documents.

The program stipulates that any document can be put under control: according to it, those responsible for execution, responsible for control, are appointed, and the final control of execution is maintained.

Differentiation of user rights allows you to provide additional protection for confidential documents. Of course, the NauDoc program, like any other program, is not an ideal solution. For example, in some cases its terminology is at odds with the traditional terms used in domestic office work.

Where it is necessary to process large volumes of documents, conduct complex searches in them, maintain distributed archives - out of competition "DOCs Open".

"DOCs Open" allows you to solve the following tasks:

~ integration with programs for creating documents;

~ registration of all incoming and generated documentation;

~ control of the movement of documents and work performance;

~ accelerating the movement of documents between performers;

~ ensuring the safety of documentation;

~ improving information and reference work, reducing the time of searching and retrieving a document from the archive upon request;

~ automation of preparation of accounting documents.

A feature of this electronic office work system is full integration with all common office programs. Carrying out accounting, storage and quick search of documents. "DOCs Open" at the same time provides their creation and viewing with all common office applications.

InterTrust offers a corporate information system CompanyMedia based on « Lotus Notes » .

"CompanyMedia" allows you to solve a large number of applied problems in the field of management documentation. It is designed for government agencies and commercial organizations whose activities are regulated; ideal for companies with significant territorial remoteness of structural divisions. "CompanyMedia" allows you to establish "end-to-end" office work in a network of enterprises of any complexity, and the system will track the movement of a document not only within one enterprise, but also between them.

Possibility is provided:

Carrying out a global sighting;

Creation of orders that extend to any depth of the management hierarchy;

Selection of documents according to a specific and not complex system;

Control over the execution of documents and maintaining horizontal information links between employees of various departments of one or several enterprises.

System "Office work 2.5" can work both in local mode and in network mode. Software package allows you to automate the process of office work of an enterprise or organization, regardless of its type of activity. The program helps to organize accounting and control over the execution of documents based on current standards and regulations.

The main functions of this program are:

Operations for registration, editing and archiving of documents;

Control over the execution of documents; - creation of documents for various purposes according to the available standard templates;

Creating your own document templates using Microsoft Office 2003 or MS Office 2007;

Creation and printing of reports that allow you to assess the state of office work at the enterprise;

Accounting for documents using journal registration;

Registration of documents received or sent by e-mail.

The block of applications for automating the workflow of an organization "Office work" is designed to automate the work of the services of documentation support of enterprises and organizations based on the requirements State System Documentation Support of the Office (GSDOU).

Block modules provide:

· Placing on the control of documents and resolutions of the management;

· Statistical analysis of the performance discipline of the organization's employees;

Automatic delivery electronic documents performers;

· Preparation of draft documents, their endorsement and distribution;

· Creation of an electronic library (archive) of documents of the organization.

Module "Registration of documents" designed to organize the accounting of all incoming, outgoing and internal documents organizations based on registration and control cards. The module implements mechanisms to control the execution of documents, management resolutions, executive discipline of the organization's employees, etc. The module provides automatic preparation of various reports and standard accounting documents of documentation services.

Module "Appeals from citizens" is intended for conducting office work on the basis of requests from individuals, monitoring the execution of documents and preparing response documents.

Module "Library of Working Papers" serves for the preparation of documents, their classification (placement in electronic folders), contextual information search and printing documents. The module can be used to store documents of arbitrary content, such as: regulations organizations, reference materials, preparation of draft documents, etc.

Module "Organizational administrative documents" designed to automate the preparation of administrative and reporting documents of the organization, as well as control over the execution of orders, orders and instructions.

Modules "Coordination" and "Familiarization" are designed to automate the preparation of organizational and administrative documents.

Modules carry out automatic distribution of draft documents to employees of the organization via internal Notes mail for electronic approval or review. Control over the process of familiarization and approval of documents is also carried out.

Module "Meetings" intended for executives of the enterprise, as well as secretaries-executives of the management.

In the conclusion of Chapter 3, I want to note that the database allows you to automatically notify all participants about the proposed agenda, date and time of the meeting, draw up a protocol based on the results of its holding, and based on decisions taken automatically send instructions to specific performers, indicating the timing of their work. Based on the results of the work, reports and certificates of implementation are generated.

Conclusion

The goals and objectives set by me in this course work have been achieved. Considered and studied the most popular programs that are used to create documents. The package of applied programs Microsoft Office, (MS Word, Microsoft Excel, etc.) and automation systems for documentation management support: "BOSS-Referent" and "Office work 2.5"

Thus, drawing conclusions, I would like to say that in recent times few people use text editors to create documents. The advent of Microsoft Word supplanted them. At the moment, it is already difficult to define Microsoft Word as word processors or desktop publishers, as it has so many functions. Among the systems for preparing text and tabular documents in more detail in the course work, two programs of the Microsoft Office application package were considered - this is a word processor Microsoft Word and table processor Microsoft Excel... Only these two programs are mainly used to create documents, regardless of the size and scope of the organization. This is due to the fact that almost everywhere the Windows operating system is now used (2000, NT, XP, Me, Vista), created, like Office, by MS. These programs allow you to prepare complex and large documents, including books.

It is very easy to learn how to work in the programs included in Microsoft Office, since they all, including the Windows operating system, have a similar interface.

Automation systems for document management allow you to do with documents everything that is done with them in any office work and document management system and include fundamentally new capabilities available only to computers. Including with the help of these programs, you can create documents.

Of course, a corporate document management system is not a cheap pleasure. But how much can a lost or incorrectly processed document cost in a living matter, how much can timely and accurate information cost? Sometimes it's a matter of the firm's survival. In addition, the reduction in the cost of computer processing and storage of information in computer memory is one of the most dynamic positive processes in the history of mankind. Because of the unification and standardization of documents, most programs used to create documents use templates. That is, into an already executed document with necessary attributes where you just need to enter data. Also, the programs have such functions in which the user himself can create his own document template. This greatly speeds up and simplifies the work of creating a document.

In conclusion of my term paper, I want to note that now there are a lot of different text and spreadsheet processors, as well as automation systems for document management. It is very difficult to make a choice. This is due to the fact that each program has both advantages and disadvantages, but there are no universal programs. When choosing a software product, one should take into account the field of activity, the technical properties of the computer, the operating system installed on the computer, the size of the organization, the remoteness of departments.

List of used literature and sources

1. GOST R 6.30-2003 Unified documentation systems.

2. Unified system of organizational and administrative documents. - M .: Gosstandart of Russia, 2003.

3. Gorodin V.V., Korneev I.K. Information Support management activity: Textbook. - M .: Mastery; graduate School, 2001.S. 146-153.

4. Kuznetsov S.L. New programs for a modern office // Secretarial business. - M .: Publishing house Evilen, 1999. №3. S. 33-36.

5. Kuperstein V.I. Modern information technologies in office work and management. - SPb .: BHV - Saint Petersburg, 2000.S. 256.

6. Savelyev A.M. CompanyMedia - corporate electronic document management system // Office work. - 2002. No. 4. S. 39-41.

7. Pashkov D.D. Electronic document management system BOSS-Referent // Secretarial business. - M .: Publishing house Evilen, 2002. №3. S. 42-44.

8. Serova G.A. Automated system for office work "Office work 2.5" ( a new version) // Secretarial business. - M .: Publishing house Evilen, 2003. No. 6. S. 35-37.

9. Kuznetsov S.L. DOCs Open // Secretarial business. - M .: Publishing house Evilen, 1997. №4. S. 57-62.

10. Kuznetsov S.L. NAUDOC - a new solution for office automation // Secretarial business. - M .: Publishing house Evilen, 2003. №8. S. 25-26.

11.http: //www.wikipediya.ru

12.http: //www.document.ru - Document Management Automation.

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Topic 29. Technologies for creating electronic documents

Today it is no longer surprising when a reader (user), coming to the library and spending a certain amount of time in it, not only does not use its collection, but does not even make an attempt to order literature. Users satisfy many of their needs at the informational level, i.e. they are quite content with bibliographic, abstract, reference and other electronic information obtained via the Internet, using a CD-ROM or in any other way. Moreover, the development of an electronic resource leads to the fact that many libraries, having no funds to acquire foreign publications, find an opportunity to organize access for their users to full-text electronic resources, and these trends are gaining strength (electronic scientific Library RFBR, electronic publications of the Open Society Institute - Russia, etc. provided free access to many libraries to several thousand titles of foreign journals). In addition, electronic delivery of documents is becoming more widespread, which allows library users, without coming to the library itself, to order from their workplace (or from home) an electronic copy of an article, brochure, fragment of a book and receive it in a matter of moments. At the same time, it should be noted that already in many libraries the number of remote calls (visits) to the library's Internet site exceeds the number of ordinary physical visits.
All of the above confirms that old ideas about the library are crumbling before our eyes. The reader does not always come to the library for a document, he comes for information and / or an electronic resource. The library is gradually turning into a center for information electronic resources, while retaining, nevertheless, the functions of a regular library for serving users with printed documents. This new function of the modern library not only clearly illustrates one of the main trends in modern library activity, it should also be taken into account both in planning the development of automated library and information technologies, and in general for revising the already outdated concept of a traditional library.

Technologies for creating an electronic document

First, it is technologies for analytical and synthetic information processing in ABIS.
Analytical and synthetic processing (ASO) - separate processes that include operations or groups of operations associated with the analysis of documents or data, but not leading to a significant change in their content, structure and type. In automated systems, ASO can be performed both in the form of manual, "man-machine", and purely "machine" (that is, using only automated means) operations. Examples of fully or partially automated implementation of ASO are operations of sorting, writing / rewriting, encoding, decoding, encrypting / decrypting, converting, etc. Data processing is a generalized name for heterogeneous processes associated with data. Some terms related to the types of data processing can be noted:

• Integrated data processing is the principle of organizing data processing in an automated system, in which processes or operations that were previously performed in various organizations, divisions or sections of the technological chain, are combined or optimized in order to increase the efficiency of the system. One of the possible goals of "integrated data processing" is the creation of integrated databases.
• Distributed data processing - data processing carried out in a distributed system, in which each of the technological or functional nodes of the system can independently process local data and make appropriate decisions. When performing individual processes, the nodes of a distributed system can exchange information through communication channels in order to process data or obtain analysis results, which is mutual for them.
• Automated processing (data / documents) - processing (data or documents) performed automatically, without human participation or with limited human participation. The technical means for the implementation of "automated processing" can be computers or other devices, machines.
• Machine processing - performing operations on data using a computer or other data processing devices.
• Pre-machine processing, preparation of data for input - the stage of analytical-synthetic processing or processing of documents, associated with the formalization of the final documents and recording their content on a worksheet.
• Sorting - automatic or manual distribution of documents or data according to any given criteria. A set of processes associated with bringing records in a file in accordance with the latest changes in the subject area or new information (data) received. "Updating a file" involves performing the following operations: viewing records, adding new records, erasing (deleting) or correcting (editing) existing records.

Secondly, it is information digitization technologies.
Information digitization technologies include:

1.Scanning.
This method is especially convenient for those who prepare multimedia applications based on existing printed materials and illustrations.
A scanner is a peripheral device of a personal computer that allows you to enter originals into your computer, presented in the form of text documents, drawings, slides, photographs, and so on. The scanner converts this information into electronic information.
Based on a generalized assessment of the performance of scanners, these devices can be divided into the following subgroups:

o Hand-held scanners.

o Page (broaching) scanners.

o Slide scanners.

o Projection scanners.

o Drum scanners.

2.Entering data from the keyboard.

Keyboard input is a type of manual input. A technological tool for providing keyboard input is a worksheet. Text is entered using the text editor Word, which is included in the software package under the general name Office, released by Microsoft Corporation. It is designed to run under the Windows operating system.
Word is a Windows application designed for creating, viewing, modifying and printing text documents, which makes it possible to perform all, without exception, traditional operations on text provided by modern computer technology:

o set and modification of unformatted alphanumeric information;

o formatting characters using a variety of True Type fonts of various styles and sizes;

o page formatting (including headers and footers and footnotes);

o document formatting as a whole (automatic table of contents and various indexes);

o spell checker, synonym selection and automatic word hyphenation.

Thirdly, it technologies for processing digitized documents.
The technologies for processing digitized documents include character recognition and their further editing.
Optical Character Recognition (OCR) software is designed to automatically enter printed documents into a computer. Most often, users use ABBYY's FineReader optical character recognition system and CuneiForm optical character recognition system manufactured by Cognitive Technologies Ltd. Both systems have approximately equal capabilities and are designed to recognize texts typed in almost any fonts (except for hieroglyphs and Arabic), without prior training. A feature of the programs is high accuracy of character recognition and low sensitivity to printing defects.
OCR software systems work as follows. Let's say you have a text paper document with a complex structure, i.e. in addition to text, the document contains tables, diagrams, illustrations, etc. You need to edit the text using a word processor. To solve such a problem, you need to place a document in a scanner and create an electronic copy of it, which is a graphic image of the document.
Next, you need to convert the image to text. This stage is very important, since the result of scanning is an image that can be saved exclusively in a file of one or another graphic format or loaded for processing not into text, but into any graphics editor... You can insert an image directly into a text editor. However, for text applications, the image is an indivisible element and cannot be identified. Thus, even if there is text on the image, it cannot be edited using a text editor. Therefore, first of all, it is necessary to convert the image of characters into text as such, i.e. into a sequence of characters available for processing in text editors.
The software systems FineReader and CuneiForm allow solving problems of converting images into texts and are supplied in the form of complexes that are powerful enough for practical use.
The process of text recognition by OCR systems is as follows.
First, you need to get a graphic image of the document, which can be implemented in two ways - scanning the document or loading an image from a file. The application software environment allows you to view images at various scales, as well as perform some transformations on them, in particular, rotate and invert them.
At the next stage of document processing, they are marked up. The purpose of this operation is to tell the OCR system how the text is positioned on the image.
The results of automatic marking can be corrected manually - create and delete blocks of text, move them, set their sizes, divide into adjacent blocks, make blocks polygonal by attaching or cutting out rectangles of blocks to them, etc. Sequential numbers can be assigned to blocks, which is very convenient if you need to convert complex formatted text into simple one.
For texts printed in vague or on a non-uniform background, adaptive scanning is used, which allows, at the expense of some performance degradation, to increase the accuracy of determining the outlines of letters.
When recognizing low-contrast, faintly printed documents, the recognition quality can be improved by adjusting settings such as brightness, contrast, and black and white point threshold.
The markup and recognition options are configured so that the OCR system is able to correctly break text into blocks and recognize it. In particular, it is necessary to indicate in which language (s) the recognized text is written.
For operational work with the recognized text, its own text editor is integrated into the OCR system, reminiscent of the built-in Windows application WordPad. The text editor is capable of supporting such basic text formatting capabilities as fonts and facets, superscripts and subscripts, tables, columns, frames that move over text. Doubtful words are highlighted in the recognized text with a certain background, and the text editor provides tools for quickly finding dubious words, which greatly simplifies viewing and editing of the recognized text.
Some versions of OCR systems, such as ABBYY FineReader Corporate Edition, contain integrated collaboration tools. To implement the possibility of working in the network, a separate copy of the program must be installed on each computer.
In this case, work can be organized with the same package on several computers. The network facilities of the system have the ability to track the process of page processing - by whom the page is currently open, scanned, recognized, checked, etc. Changes made to a page by a single user are visible to everyone who works with the same package.
The CuneiForm 2000 Master system also has the ability to work together, which, in addition to the CuneiForm 2000 environment itself and a text editor, contains a built-in software block for batch scanning and recognition, as well as software for using scanners in local network.

Fourthly, it is technologies for creating WEB-documents.
To create Web - documents, HTML (HyperText Markup Language) is often used. This concept includes various ways of formatting hypertext documents, design, hypertext editors, browsers and much more. Hypertext is perfect for incorporating multimedia elements into traditional documents. In practice, thanks to the development of hypertext, the majority of users were able to create their own multimedia products and distribute them on CD - disks. Such information systems, made in the form of sets of HTML pages, do not require the development of special software, since all necessary tools to work with data have become part of the standard software of most personal computers. With this approach, the user is required to perform only the work that is directly related to the topic of the product being developed: prepare texts, draw pictures, create HTML pages and think over the connections between them.

Electronic publications and electronic libraries
Computing technology allows you to store and distribute information in electronic form, which plays a revolutionary role in the history of mankind, similar to the invention of book printing. Electronic form allows you to store information in the most reliable and compact way, to distribute it more quickly and widely and, in addition, provides opportunities for its use, which could not have been in other forms. The main means for realizing these possibilities are electronic publications (EI) and electronic electronic libraries (DL).
Naturally, EI and EL, in order to perform their functions, should actually be implemented in the form of some information systems, the distinctive properties of which are long-term storage and use of information, in particular its distribution. Information systems that work with dynamic information, as well as accumulate information, but do not intend to distribute it (archival-type systems), cannot be attributed to the class under consideration. Thus, EI and DL occupy a certain position among other information systems.
Electronic publication - an electronic document (group of documents) that has undergone editorial and publishing processing, intended for distribution in an unchanged form, with output information.
EI consists of information and software that allows you to visualize this information, use it effectively, but not change it. Thus, EI is an information system in which there are no functions for correcting existing information (deletion, addition, etc.). The main purpose of the EI information system is the most accurate reproduction of the initial information and the provision of the user with the means of solving a certain set of functional tasks.
EI are replicable products and can be distributed on any machine-readable media (compact optical disks, magnetic diskettes, etc.) or through telecommunication networks.
It should be borne in mind that it is Information system, not just information. If the information is used with the help of other software tools, then some of its part may be lost, all its properties will not be realized, and the range of user capabilities may be significantly reduced.
The field of activity related to electronic libraries is quite new and therefore does not yet have a stable terminology. (Of course, it should not be equated with the automation of traditional library processes, although it is hardly possible to draw a precise line between them.)
Work on electronic libraries was significantly developed at the turn of the 1990s, when adequate funds appeared. computing technology and information technologies that ensure reliable storage, prompt processing and effective use of large arrays of heterogeneous information, primarily textual. It was at that time that digital library projects began to be prepared in a number of countries. Some of them formed the basis of relevant national and international programs.

An electronic document can be used in all areas of activity where software and technical means necessary for the creation, processing, storage, transmission and reception of information. With the help of electronic documents, transactions can be made (contracts can be concluded), settlements can be made, correspondence and transmission of documents and other information can be carried out.

Electronic documents can contain information of a certain type, or mixed.

Figure 1.2 Types of electronic documents

It should be noted that an electronic document has more types, which indicates its undoubted advantage. However, the most common are text and graphic documents.

A text document is a sequence of characters (mainly printable characters belonging to a particular set of characters). These characters are usually grouped into strings. In modern systems, strings are separated by line separators; in the past, storing strings was used in the form of records of constant or variable length (for example, on punched cards). A text document can contain both formatted and unformatted text.

A graphic document is a file containing an information model of an object image intended for use in a particular area of ​​computer graphics or specifically with one or another software tool. Each type of graphic documents has a corresponding graphic file format. The format of a graphic file is a standardized data structure into which a graphic document is converted when written to a medium for subsequent processing and storage.

In documents of a mixed type, two or more types of data presentation are combined. Their advantage is the ability to visualize document information for better understanding and assimilation.

Electronic document management

Document flow - the movement of documents in an organization from the moment they were created or received 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 management (EDM) is a single mechanism for working with documents submitted in electronic form, with the implementation of the concept of "paperless office work".

There are several types of electronic document processing:

General types of processing:

· Creation

Editing

· Preservation

Renaming

Moving along the route

Placement in a folder

Indexing

Removal

Specialized types of processing:

Expertise

· Approval, sighting, signing

· Registration

Classification

Execution

· Control

· And others, determined by the specifics.

Document processing in electronic form is carried out within the framework of the documentary process within the limits of the access rights that are granted to employees who are roles in the document route.

Each industry or different types of activity when processing documents both in paper and in an automated form has its own specifics associated with differences both in the composition of the processed documents and in the processing procedures. In this regard, different systems are used to automate specific documentation processes. There are also several types of workflow.

Figure 1.3 Types of document flow

Automated document flow is designed to solve a wide range of tasks.

Figure 1.4 Tasks of automated document flow

In addition to the above, modern EDMS also implements additional tasks that were previously performed by separate programs:

Prompt exchange of information and documents - instead of e-mail and Internet pagers

· Viewing the company's news feed, familiarization with published documents - instead of Internet portals

Work with an organizer and a list of personal orders - instead of diaries

Based on the tasks facing the automation of documentation processes, a set of required functions is determined that must be implemented by the document management system:

Creation of attribute cards of documents

Attaching files of arbitrary types to document cards

Formation of the text of the document from a predefined template with the substitution of variable values ​​in it, which can be in the document card or database

Create document versions

Formation of an image of an electronic document on a letterhead using templates

Saving a document image to a pdf or Word file

User access rights management

Creation of document routes

Control of movement of documents along routes

Maintaining journals of documents

· Maintaining reference books and classifiers

Registration and classification of those registered in EDMS documents

Formation of orders

Search for document cards

Signing of documents by electronic digitally signed

Formation of reports and statistics on the movement of documents

The system-wide functions of automated document management include:

Possibility of remote work with documents via the Internet

· Use of information storage DBMS for storing documents and metadata

Possibility of simultaneous work with EDMS

Information security

Personal authentication of EDMS users

o Traffic encryption

o Role-based access control model

Creation of electronic documents. The creation of simple text documents can be performed on various types of typewriters, followed by the input of text from a paper document into a PC using a scanner. But, of course, it is more efficient to create even simple documents directly on a PC using a wide arsenal of software tools that provide a convenient and highly efficient service. The more

That is, this service is important when creating complex highly artistic documents intended for subsequent replication. Drawing up such complex documents requires the execution of procedures for typing, editing, proofreading, preparing illustrations, layout and page layout, printing.

Often the direct sources of materials for documents are image scanning systems, faxes, e-mail, spreadsheets, graphs, drawings, etc.

All document creation procedures can be efficiently performed on a PC equipped with a scanner and a set of problem-oriented RFPs, primarily text editing programs or desktop publishing systems. The scanner can be used to enter separately prepared fragments into a document: drawings, photographs, diagrams, stamps, signatures, etc.

Example 7.23. In electronic document management systems, you can use; text editors: Lexicon, Muiti Edit, Word Perfect, Word 7.0; art editors: Page Maker, Water Mark Professional; publishing systems; Ventura Publisher, Corel Draw, Frame Maker; image editors obtained from scanners: Water Mark Professional, Photo Styler, Photo Shop, and many other software products.

Storage of electronic documents. The storage system for electronic documents should ensure effective storage and updating of documents in the external memory of the computer, as well as their effective search and confidential access to them. Databases are the repository of specially organized information, including electronic documents, in the external memory of a computer. To create and maintain databases, database management systems are intended, which are discussed in detail in Chapter 15.

Manipulation of electronic documents. The main functions of this subsystem are: organization of work with electronic documents, control over the execution of documents, their electronic distribution, printing and replication.

Domestic system "Delo 1" (JSC "Electronic office systems") provides a convenient organization of work with documents and full control over their movement and execution in any organization with a local computer network. In particular, the system provides the following capabilities:

· Registration of electronic documents on which electronic cards are inserted;

· Sending of electronic documents and their electronic cards to the workplaces of performers;

· Accumulation of documents in mailboxes of performers;

· Control of movement and execution of documents with prompt receipt of the relevant information;

· Maintenance of lists; users, classifiers of documents, types of their delivery, files used in document flow.

The system supports work with text, handwritten, graphic documents, faxes, telephone messages, television images, etc.

There are integrated software systems (Water Mark Professional, Lotus 3 plus, Works 3.0 for Windows) that allow you to work with documents of various formats.

The Microsoft Office for Windows system is widely known, which includes the Access 2.0 DBMS, the Excel 5.0 spreadsheet processor, the Word 6.0 text editor, the Mail e-mail and its Form Designer extension, the At Work PC Fax service program for fax modems and Power Point presentation technology and much more.

Using Microsoft Office software, you can provide:

· Processing of incoming and outgoing information;

· Creation and editing of electronic documents;

· Collection and analysis of data (for example, reporting) with a visual presentation of the results in the form of graphs, diagrams, etc.;

· Storage of electronic documents in databases with convenient search and access;

· Functions of dispatching the passage of documents and electronic secretary;

· Convenient formatting and printing of electronic documents, etc.

The integrated Team Office system is a complete office open information system that provides users with access to electronic documents, operational communication with each other and a convenient working environment. It supports work with many current word processors, business graphics systems, table processors, database management systems; has programs organizing its extensive library (Team Library), e-mail (Team Mail), a teleconferencing system and a bulletin board (Team Forum), where information can be replicated, an electronic weekly (Team Calendar) for planning various events, an electronic coordinator of business procedures and information router between users (Team Flow) and much more.

All these programs are part of the most intensively developing area of ​​software for workgroups - the so-called groupware-products (groupware - software for the implementation of joint work with electronic documents of many users).

5.2 COMPUTER ADMINISTRATIVE COMMUNICATION SYSTEMS

As follows from the above, a computer is transformed from a powerful calculator into a powerful electronic document management and powerful communication tool. Indeed, it is possible to send (and receive) messages to the most remote points of the whole world through various information and computing networks, exchange data and programs with hundreds and thousands of subscribers, and receive any reference information from the systems of operational services.

The computer can be connected to a subscriber telephone network and gain access to other subscribers of this network, to e-mail, to teletypes and faxes working with this network (similar service networks are already available: Rosnet networks, RJEX 400, etc.),

A modem is required to connect to all of these networks. The modem is installed in the slot (connector) of the PC motherboard or independently connected to its serial port. A computer modem often has two external connectors: one is used to connect to the telephone network, the other is used to connect a telephone set in parallel with the modem. For computers, you should use high-speed modems (14400, 28800 and 33600 baud), because, among other things, they will significantly save the cost of renting communication channels: transferring 1 MB of data at a speed of 300 baud takes about 3 hours, and at a speed of 28800 baud - less 2 minutes.

A computer with a fax modem works much more reliably (does not "jam" the paper) and is more stable than a telefax, it provides many additional service: much more convenient and efficient automation of the preparation of fax texts using the entire arsenal of computer tools, integration with e-mail, telex and computer database, the presence of a more voluminous electronic reference book containing a wide variety of useful information, differentiation of the access rights of employees and external subscribers to fax , control of the passage of correspondence, detailed statistics of work with fax, etc. (so why not replace the fax machine with a personal computer with a modem, a scanner and a printer, especially since there is a PC on the desk of the secretary of any self-respecting company?) ...