A few years ago, electronic document management systems were spoken of as a bright future. Today they are already actively used in private and public enterprises. But the most important thing is that demand is constantly growing for EDMS. What is an electronic document management system and how does it work ? Let us consider the example of systems operating in the Russian Federation.
Background
To better understand how the EDMS program works, you need to consider basic concepts and tasks. The key factors are those on which the choice of a particular system depends.
If the organization can function in conditions of informal management, then there is no need for document circulation. With the advent of business processes, there is a need to manage the mechanism using streamlined documentation. If you do not deal with papers in a timely manner, then they will begin to accumulate and get lost.
As an alternative to paper media, a special file storage scheme is used on the server. But she does not work long. With the growth of company volumes, the need for storage and synchronization of information increases.
A dilemma arises: whether to use old paper or EDMS to store information. What is so important you can get thanks to the electronic system? To increase the effectiveness of the organization.
Economical effect
Efficiency can be increased in two ways: reduce costs or increase the result. Documents EDMS allow you to achieve two goals at once. That is, the introduction of the system allows the organization to spend less, but earn more.
Cost reduction is achieved by reducing paper costs, waste of time, speeding up the process of exchanging information, and changing the corporate culture.
To evaluate the effectiveness that the EDMS program provides, you need to calculate the cost of working time on paper documentation. According to consulting companies, such operations take up 20% of the working time. In the system of the Russian bureaucracy, this takes even more - 60% of the time. The introduction of EDMS will reduce these costs at least 10 times.
Paperwork and workflow
These two terms are interconnected. Paperwork is a term denoting a formal set of rules for working with documents. Some EDMS systems can be customized to clerical rules, but there are those systems on the basis of which clerical work is already being formed.
A document is an information storage unit in an EDMS. Document flow is generated from various sources: other systems, applications, e-mail, but above all, from scanned paper. Therefore, scanners and other equipment are an integral part of the EDMS. The system stores all documents, keeps their history, provides movement throughout the organization, and carries out business processes with them.
In such a database there is a decision, an instruction and an order of the EDMS. Through them, the organization is managed. Any document is provided with a "certificate". The set of fields in the form depends on the type of document. In the system, information is stored in the form of a database of each field of such a card.
Functions and tasks of EDMS
The workflow program is designed to solve such problems:
- systematization of work with documents.
- the creation of documents by templates, their registration storage;
- automation of accounting;
- classification of documents.
Let us consider in more detail the functions of EDMS. The workflow program is used for:
- create cards.
- formation of the text of the document;
- save data in pdf or ms word format;
- management of user access rights;
- creating routes;
- document movement control;
- mailing notifications, reminders;
- journals, reference books, classifiers;
- formation of instructions;
- search and signing of documents;
- generating reports.
The system-wide functions include:
- remote work with documents;
- use of a DBMS for data storage;
- simultaneous work with EDMS;
- security through certificates, barcodes and personalization.
Advantages and disadvantages
Switching to EDMS has more advantages than disadvantages. However, an incorrectly organized project can destroy all the advantages of automation. The goals of implementing an EDMS should be achievable. The benefits include:
- centralized structured storage of information;
- the same approach to the formation and processing of documents;
- use of templates;
- Search;
- access audit.
The disadvantages include high initial costs and meticulous work on user training.
Document processing processes
In EDMS, electronic document management goes through a series of stages during which certain properties are assigned to a document. Processing is carried out both manually and automatically. In the second case, the following are specified:
- transition conditions between stages;
- route separation;
- processing cycles;
- launch of subprocesses, timers, processing procedures;
- user roles are defined.
Types of treatments:
- Create a document.
- Editing.
- Renaming
- Moving.
- Preservation.
- Indexing.
- Removal.
SED costs
Document management cannot fully function without a license, servers, full configuration and training of all users. Each of these elements is expensive. In addition, we should not forget about the integration of the EDMS with other systems, updating the databases and software, consultations with the technical support service and other maintenance costs.
Implementation of an EDMS
The implementation of the project may take several months. The process depends on the number of documentation processes, as well as on financial, organizational and resource capabilities. Implementation is carried out according to this algorithm:
- creation of a working group, determination of a leader;
- determination of goals and objectives;
- verification of existing documentation processes;
- development of technical specifications;
- selection of EDMS;
- conclusion of an agreement for the introduction of an EDMS;
- development and approval of work regulations;
- verification of the initial filling of directories;
- preliminary test of EDMS;
- staff training;
- test implementation of EDMS;
- analysis of test results;
- error correction;
- full implementation of EDMS.
Implementation Errors
Particular attention should be paid to those processes in which a paper document is required. The main mistake is the duplication of a paper document electronically. This complicates the work and causes a negative attitude towards automation. Nobody pays extra for double work. It is necessary to build automation processes without duplication. The second mistake is the lack of training. Most often, new processes are perceived with hostility. Therefore, it is necessary to explain to employees why EDMS is being introduced in general so that they consciously approach the learning process.
Document Storage Technologies
In the EDMS, electronic document management consists of attributes on the basis of which search, classification, grouping and construction of reports are carried out. Sometimes a document is created according to a template, sometimes by transferring data from the database. Attributes are stored in tables. The file itself is placed in the storage folder, information from it is placed in the DBMS directory. Access to data is available only to users of the EDMS system.
What is a stream scan?
Stream processing of documents with subsequent placement of their samples in the archive is carried out using scanners. During the scanning process, it is possible to automatically create a barcode on a document and register it in the database with the subsequent direction along a given route.
Optical text recognition
This electronic document management system EDMS converts an electronic image of a document in the format of a photograph or jpeg into a text format. In this case, special software is used in the form of an independent application or integrated ESCOM.BPM in the EDMS. What is ESCOM.BPM? This is a program for recognizing documents typed in different fonts. However, it is worth noting that stand-alone applications have more features and even recognize handwritten text.
Bar coding
This technology provides a set of procedures for creating and applying a graphic barcode to a document. A unique barcode is created through the system server. It also provides identification of the document, its quick search in the database and distribution in storage locations. When registering a document, a barcode corresponding to the identifier of the electronic card is printed on the label. It is glued to a paper version of the document.
Digital signature
An electronic digital signature allows you to verify the correctness of the document and the immutability of the data. Signing is carried out using a cryptographic provider and a software key - certificate. The latter is a file in a special format, which is regenerated in the license issuing center. To ensure the safety of information, you should store the certificate on a smart card or I-Token keys. They are protected by a PIN code. If the PIN is entered incorrectly several times, the certificate is automatically blocked.
Full Text and Attribute Search
Attribute search is carried out through a special form for several values from the card fields. For example, the “Counterparty” criterion provides data search in the “Recipient” or “Sender” field. At the same time, the system compares the entered criteria with the data in the cards and puts in the result those cards that match. Search is carried out taking into account exact or partial coincidence.
Full-text search is carried out according to the data in the document itself, including word forms through built-in DBMS tools, such as MS SQL SERVER, ORACLE. For a full search, files must be entered in the database in the format of a document (doc), table (xls), presentations, messages.