The advantage of electronic document management over paper document management. The advantage of document automation

Significant reduction in document exchange time - an electronic document is transmitted almost instantly.
Reducing the time for entering incoming documents into the information system.
Reducing the number of input errors.
Savings on consumables, postage and courier costs.
There is no need to maintain a paper archive, documents are not lost.

Differences between paper and electronic document management
using the example of business processes of selling and purchasing goods (products)

Sale

	Exchange of paper documents	Exchange of documents in electronic form (using the example of "1C:Enterprise 8" and "1C-Takskom")
Data about the counterparty	Entering counterparty details	Entering counterparty details
Reflection of the document in accounting	1. Entering the primary document 2. Printing on a printer	1. Entering the primary document
	3. Handwritten signature 4. Seal of the organization	2. Formation of digital signature
Transfer to counterparty	5. Register of outgoing documents	Sending an electronic document with digital signature and saving it in the outgoing register occurs automatically
	7. Receipt in person or by mail (courier service) 8. Checking the received copy with signature 9. Register of incoming documents	Receiving electronic confirmation from the counterparty’s digital signature, automatic check EDS of the counterparty and saving in the incoming register occur automatically
Storing the original in the archive	10. Filing in the original folder with signatures and seals

Acquisition

	Exchange of paper documents	Exchange of documents in electronic form in "1C:Enterprise 8"
Data about the counterparty	Entering counterparty details	Entering counterparty details Creation of an "Agreement on the use of electronic documents"
Receiving a document with a counterparty visa	1. Receipt in person or by mail (courier service) 2. Checking the received copy with signature 3. Register of incoming documents	Receipt of an electronic document with the counterparty's digital signature, automatic verification of the counterparty's digital signature and saving in the incoming register occur automatically
Approval by the responsible person	4. Handwritten signature 5. Organization seal	1. Formation of digital signature
Transfer to counterparty	6. Delivery in person or sending by mail (courier service) 7. Register of outgoing documents	Sending an electronic confirmation with digital signature and saving it in the outgoing registry occurs automatically
Reflection in accounting	8. Entering the primary document	Filling in data occurs automatically 2. Manual entry of missing data specific to the recipient's side
Storing the original in the archive	9. Filing in the original folder with signatures and seals	Archive creation occurs automatically

Systems electronic document management or EDMS greatly facilitate the paperwork of any organization. Automation can significantly reduce material and time costs associated with the creation, circulation and storage of documentation. Routine work with paper documentation is gradually becoming a thing of the past. At the same time, the demand for software, which allows you to automate work with documents, remains unchanged.

From this article you will learn:

why you need to implement an EDMS in an organization;
what functions does the electronic document management system perform and what tasks does it help solve;
what are the advantages of using electronic document management systems;
Do EDMS help reduce document flow costs?

Electronic document management systems

Automation of work with documents still remains one of the most important areas of modern office work. The benefits of using electronic document management systems have been appreciated by most modern organizations: from government agencies to small private companies. They significantly simplify activities related to routine paperwork: reduce time and material costs, ensure information security, and maintain transparency of business processes. Most managers no longer question why they need EDMS. In modern companies it is becoming a necessary element of the IT infrastructure.

EDMS is specialized software designed to work with unstructured documents. It allows you to create, edit, search and transfer any digital documentation. In some cases, the EDMS can evolve into an ECM (Enterprise content management) system, which is more extensive in nature. An enterprise content management system performs all the functions of an EDMS and at the same time has information management technologies.

Regulatory framework in the field of EDMS

Despite the growing popularity of automated systems, the activities of their developers are practically not regulated at the legislative level. When creating software and its implementation, the following regulations are used as a guideline:

N149-FZ “On information, information technologies and information protection”;
GOST R 51141-98. Record keeping and archiving;
GOST R 6.30-2003. Unified system of organizational and administrative documentation;
N1-FZ “On Electronic Digital Signature”;
Government Decree No. 754 “On approval of the Regulations on the system of interdepartmental electronic document management”;
N152-FZ “On Personal Data”;

Functions of electronic document management systems

The answer to the question why is it needed EDMS The qualitative changes that the electronic document management system makes to most processes of working with documents can serve as a basis. The main functions of the EDMS include:

Creation, registration, processing, transfer and storage of documentation;
Tracking changes in documents and monitoring the deadline for their execution;
Creation of directories;
Movement of documents, transfer of rights to use them, review and correction;
Generating reports;
Access control;
Version control;
Automation of the main areas of office work;
Management of meetings, meetings, contracts.

Tasks of EDMS in office work at different organizational levels

Many managers wonder why they personally need an EDMS. Most see it only as a tool for the office management service, a technology that does not affect administrative processes. However, it greatly facilitates the interaction of different hierarchical levels of the organizational structure, allowing you to quickly exchange relevant information and make decisions based on it.

EDMS tasks can be classified according to the levels of company management:

Company management, heads of structural divisions:
○ prompt receipt of data necessary for adoption management decisions;
○ control of document execution;

Assistant managers, secretaries, assistants:
○ fast and accurate search of service documentation;
○ control of performance discipline;
○ reduction of project preparation time;
○ acceleration of approval and approval processes;
○ facilitating the preparation of events;

Financial, economic and accounting service:
○ reduction of transfer time from branches to the parent organization;
○ reducing the risk of loss of primary documentation;
○ reduction of time spent on preparing reports, selecting documents for reconciliations or inspections by state supervisory authorities;

Legal service
○ reducing the labor intensity of work on preparing agreements, agreements, contracts;
○ control of deadlines;
○ quick search of local regulations.

Download documents on the topic:

Instructions for office work (fragment). Organization of document flow
Journal of receipt and disposal of electronic documents
Journal of migrations and rewrites of electronic documents
Instructions for working with corporate email

Advantages of using electronic document management systems

Among the electronic document management systems existing on the market, it is customary to distinguish: office management systems, digital archives, workflow and ECM systems. All of them differ in the number of supported functions, however, they have similar advantages, which almost completely eliminate the question of whether why do you need an EDMS? in a modern company. It provides:

Safety;
Versioning;
Instant search;
Prompt generation of reports and notifications;
Routing;
Integration with the web;
Systematization of documentation in the database;
Scanning and recognition of paper originals;
Ability to create backup copies;
Information support of business processes.

Technical capabilities of the EDMS

The electronic document management system has a number of obvious advantages over traditional office management technologies. The introduction of new technologies makes it possible to expand the functionality of the EDMS. Examples of such technologies include:

Scanning and recognition of paper documents

Scanning and recognizing correspondence upon receipt, transferring the paper original to the archive and providing employees with its digital version for further use helps to systematize incoming document flows.

Use of media technologies

Modern EDMS allow you to exchange not only graphic images and text files, but also support most existing media formats. Multimedia allows you to more clearly present the tasks assigned to subordinates and convey the features of the required implementation.

Electronic signature

Electronic signature technology increases the information security of the EDMS. It allows you to certify the authorship of official acts and facilitates the approval process between managers at different organizational levels.

Encryption of confidential documentation and its transmission channels

Encryption makes document transmission easier high level privacy, and also helps regulate access to them using digital keys.

Bulk mailing

Integration with email makes it possible to quickly send orders and notifications to a large number of employees, which significantly increases the efficiency of completing tasks.

Printing reports

Another example of why EDMS is needed modern organization can be seen in the possibility of automated generation of reports. This contributes to significant time savings and increased efficiency of each employee.

When implementing an electronic document management system, most companies first of all think about the economic benefits of automation. However, the assessment of the system in terms of cost reduction is only partially correct. The main task of such systems is to improve the quality of administrative decisions. If the EDMS helped solve the initial objectives of the implementation project, then its use is justified, and the answer to the question: why is the EDMS needed, has already been found.

Not long ago I had to deal with EDMS 1C: document flow for one of the customers, the situation was painfully typical:

The enterprise actively uses 1C, for example UPP or the newfangled ERP, for accounting and personnel; the website uses 1C-Bitrix as a management system

After automation of typical areas, management decided to introduce electronic document management

system administrators against another 1C product,

a commercial director who is loyal to 1C thanks to the franchisees with their gifts and seminars, of course FOR. He has been using 1C for a long time and is used to it.

As a result, system administrators approached me with a request to explain to management why they should not blindly use the 1C platform for everything possible.

I propose to take a sober look at the advantages of 1C and its disadvantages.

About EDMS 1C: document flow.

The 1C company is known as a developer of enterprise automation systems for accounting, personnel, warehouse, etc.

1C: Document Flow is a software product of the Russian company 1C on a technology platform "1C:Enterprise 8", designed to automate document flow.

1C: Document Flow has the following editions:

"1C: Document Flow 8 PROF" is intended for small and medium-sized commercial enterprises and budgetary institutions having a simple organizational structure and document flow.
“1C: Document Flow 8 KORP” is recommended for automation of budgetary institutions and commercial enterprises with a complex organizational structure or complex document flow.
"1C: Document Flow 8 DGU" is produced specifically for large budget institutions with a complex organizational structure.

Main areas of work this decision– office work, general document flow, management of contractual activities, electronic archive and work with requests.

Advantages of 1C: Document flow

Both the 1C company and its numerous franchisees talk mainly about the following advantages of the 1C: Document Flow solution:

Low license costs- edition 1C: Document flow PROF costs from 36,000 rubles.

Organization of document flow in a short time— everything is included, all functionality is included in the delivery package, which significantly speeds up the time for launching the solution.

Developed affiliate network— more than 10,000 permanent partners in 600 cities in 23 countries provide services for the implementation and customization of the program.

— an interface already familiar to 1C users, including a web client and mobile applications for iPad and Android.

Simple search for any documents stored in the system— quick search for documents when an employee is absent from the office

Easy integration with other 1C products— possibilities for integrating the used 1C products with each other already in the box.

Regular release of updates- the functionality of the program is constantly evolving, new features appear, and new editions are released every six months.

Easy to set up— the system is easily configured to meet customer requirements.

Well, actually great competitive advantages, which, at the first approach, can really convince a person of the correct choice of 1C: Document Flow.

What do we really have...

And now the realities. Disadvantages of 1C: Document flow

Let's look at each advantage of 1C: Document Flow in order.

Low license costs

The low cost of 1C: Document Flow is a myth, because the cost of owning the system over a certain time period, and not just licenses, is not taken into account. It is optimal to calculate the cost of owning a system over a period of 3 years, which includes not only server and client licenses for the configuration and platform, but also the cost of the work of a 1C specialist or franchisee for implementation, the cost of information and technical support for 3 years (ITS), support and solution constant problems with updates, downtime due to constant updates, etc., etc.

After calculating the cost of ownership for 3 years, it turns out that the 1C solution for automating electronic document management is not such a budget solution.

Developed affiliate network

On the 1C website you can find a list of certified partners providing 1C: Document Flow implementation services in your region.

In fact, in order to obtain the status of a certified 1C partner, you only need to have 1 specialist on staff, who can quit a given franchisee a long time ago, but the company will retain the status of the franchisee. In addition, it is not a fact that a certified specialist will be involved in your project; there are many projects, but usually there are not enough specialists. Therefore, in fact, anyone can come to you, even a freelancer who was hired for your project, or a student who suggested low price, or universal 1C-IC, which comprehends the intricacies of electronic document management on your project.

Most of the franchisees are excellent salespeople, but as for the practice of implementing an electronic document management system and further maintenance, a lack of competence in organizing electronic document management is clearly visible, there is no experience in solving non-standard problems with electronic document management, lack of knowledge Russian legislation, in connection with which the successful implementation of 1C: Document Flow can only be in the SMB sector.

Therefore, the presence of one or another franchisee on the 1C website in the list of certified ones does not guarantee the success of the project.

The quality of project implementation and further maintenance is not controlled in any way by 1C; as a result, after-sales service is very low and actually ends only with the sale of updates to the ITS.

All inclusive or implementation in a short time

The functionality of the boxed version is not enough to organize a full-fledged electronic document flow, and to expand the functionality you will need programming in the 1C language.

Modification with programming tools greatly increases the implementation time, not so much for the modification itself, but for the process of testing the developed add-ons and the configuration as a whole.

What do we have as a result? It is much more difficult to maintain the modified configuration, because with each 1C update you will have to test all additional developments, including additional functionality that will have to be “rewritten” again.

Simplicity of functionality, accessible interface

The interface of the 1C platform is a proverb; even after updating the interface, the system interface remains unclear to ordinary employees who are far from accounting. The 1C interface seems too confusing, as if deliberately complicated. And a number of simple and banal actions for other EDMS in 1C: document flow is clearly performed crookedly or does not work at all.

Need examples? Please...

When registering documents, you encounter, for example, the following restrictions:

You cannot create a linked card of another incoming document from an incoming document card
the registrar cannot view who approved the document if the registrar is not a participant in the “Approval” process
as well as illogical permissions (for example, the ability to register a document with the status “Not approved”)
there is no check for repetition of incoming documents from legal entities
repetition check is implemented in manual mode only for citizens’ requests.

The execution control system also has a number of features:

in the "Assignment" business process, a task cannot be addressed to several executors
in the “Execution” business process, if one user checks both the quality of execution and the deadline, it is necessary to set 2 roles Inspector and Controller and, accordingly, the business process will have to be worked out twice
There is no provision for the appointment of several responsible executors
There is no provision for working with multi-item documents or draft resolutions.

Well, and a few more “features” found in 1C: Document Flow, which were frankly surprising:

There is no separate search mechanism for details

To record the movement of a paper document within an organization, the “Document Transfer Journal” can be used, but all notes on the movement of the document will have to be made manually.

Movement of internal documents between structural divisions even in electronic form it comes to a dead end, because rights to internal documents are implemented through folders, there is no right to access the folder - there is no right to access a document from this folder

For outgoing documents, there is no provision for working with registers of external dispatch, printing postal registers, overprinting envelopes, not to mention batch mail

Functions for working with document files are reduced to the ability to print a list of files and print documents for filing a file and transferring it to the archive. At the same time, there are gaps, for example, the document “Internal inventory of the case” is formed with the column “Document number in the case” blank. Other functions of the organization's archive are not implemented in either this or other 1C configurations.

The standard delivery does not include independent accounting of draft documents. This functionality can be further configured through implementation modifications.

It is not possible to maintain personal user folders.

There are no built-in tools for viewing attached files; when you click on a document, the same Word, Adobe Reader, etc. opens.

There is no viewing of group tasks, no assigning an executor as a leader from the group

You cannot configure mandatory completion for additional details

Weak capabilities for setting up document numbering - there is no functionality that allows you to number documents within a department

And the very relish that got almost all users and administrators of 1C: Document Flow - rights are often lost

And there are plenty of such shortcomings, inconveniences, repeated actions, unnecessary clicks and simply outright blunders in the system.

Of course, those who have already worked with 1C products will find a lot of things familiar, as in the old joke about hedgehogs who took drugs but continued to eat cactus... but those who have not worked with 1C before, managers, the office, many executives, those employees frankly it's a pity. The efficiency of work will be low and the implementation of EDS will obviously not be possible without conflicts.

Easy to set up

In the administration and maintenance of 1C: Document flow, not everything is smooth either.

Simply creating a new user is a whole event that can drag on for an hour or even more, since the update occurs according to the discoverer.

The rights in the system are flexible, but difficult to configure, they fail frequently, and take a long time to update. During the recalculation, users' tasks disappear, in the list of recently opened records, the error "Object not found" often appears, various messages from the series "No access rights to the database" appear, if we want to check which user has access rights and click on the link “Access rights”, then everyone who actually has access to the document is not displayed (bug).

Changing user permissions has similar problems.

The ease of integration of different 1C systems is also not as simple as 1C itself presents, there are too many BUT, let's start with at least main problem— all 1C systems integrated with each other must have the latest updates, otherwise the integration will fall off. And after updating 1C, everything else falls off. See the relevant section.

It turns out that servicing 1C: Document Flow becomes profitable... that’s right - for 1C: Franchisee.

1C updates are a disaster for the client

Do you know how 1C programs work? In most cases, the client purchases one or more software products, consisting of the platform itself and configuration (applications for this platform).

During implementation, the programmer adjusts the operation of this configuration to the client’s requirements, finalizes reports, and installs additional features. plugins, etc.

At the same time, the 1C platform itself and the configurations based on it are not so stable; there are plenty of bugs here and there, both from 1C itself and from configurations and modifications from franchisees.

To fix all sorts of bugs, you have to install updates, which 1C releases with enviable regularity 3-4 times a month, even accountants will confirm that their 1C nicknames are frequent guests who come with updates and corrections, because of which 1C subsequently collapses again, according to 1-2 times a week.

Moreover, when updating, you have to update not only the components used, but the entire platform, even that part and those modules that are not used by you.

As a result, we have to rewrite the settings made, test the system whenever possible, including due to new functionality, because of which the functionality written for the client now does not work, and repair broken license keys 1C, which fall off with enviable regularity when updated, etc. And all this in a production environment, when the system needs a working one, when some data is stored in it, when an operational report is needed or a problem is quickly solved, for example, to agree on an agreement, as a result, users are forced to forget about electronic document management and switch back to the email connection + approval sheets “runners”.

A new update brings new bugs, because of which something falls off again, you have to rewrite something in the configuration and settings, test, install new updates, despite the new problems they bring, and again rewrite, test, etc. This is the vicious circle thanks to which the 1C franchisee’s business remains profitable for so many years, and survived all possible crises, and 1998, 2008, and 2015 will also survive, thanks to the created 1C ecosystem.

Of course, you can refuse 1C updates and update only when necessary to stable updates, which 1C still has, but what if salaries and personnel are on the same platform, which require regular updates to work, for example, for taxes? You can refuse updates altogether and use the same VLSI++ or KonturExtern for reporting, and pay them for connection, tinker with integration and export between them. But again, this will affect both the total cost of ownership of the system and the ease of use. And the accounting department will not be happy with this approach...

Summary of 1C: Document flow

The 1C platform is very large and cumbersome, which is designed to cover all possible tasks of enterprise automation: from accounting and personnel, production and warehouse, customer accounting, archive and document management, etc. At first, this approach to the platform causes admiration, but as you use it, the admiration quickly passes.

Is there a future for 1C: Document Flow? Definitely yes, due to the huge 1C:Franchisee network, which is already firmly established from small businesses to medium-sized businesses in the country and the CIS. I think that 1C:Document Management in the near future, despite its blunders and jambs, will be able to capture the EDMS market, displacing the current leaders Directum and EOS (EDS Delo and EOS for Sharepoint), and will bite off up to 70% of the EDMS market in the next 3-5 years.

It's up to you to decide whether 1C: Document Management is suitable for your company. Before choosing 1C: Document Flow as your EDMS, study reviews about the platform itself, talk about 1C problems with the same accountants, ask about the frequency of platform updates, how often franchisees come to them, thoroughly study the functionality and interface of the system.

Maybe you shouldn’t keep all your eggs in one basket and solve all problems using one system? The market now has excellent solutions specialized for electronic document management from other vendors, which have already been tested thousands of times.

Postscriptum

If you are interested in the features of 1C and 1C: Document Flow, I also recommend reading the following articles and forums:

Why 1C is bad and why 1C programmers don’t like it so much Compare with 1C

Electronic document management

Office work- a set of measures to organize the document flow of an enterprise or organization. Office management is a term used in office practice to denote a formal set of rules for working with documents.

Electronic document(ED) - a document created using computer information processing tools, which can be signed with an electronic signature (ES) and saved on computer media in the form of a file of the appropriate format.

Document flow- a system for creating, interpreting, transmitting, receiving and archiving documents, as well as monitoring their implementation and protecting them from unauthorized access.

Electronic document management(EDI) - a set of automated processes for working with documents submitted in electronic form, with the implementation of the concept of “paperless office work”.

production document flow;
management document flow;
archiving (a set of archival document management procedures);
personnel document flow (HR procedures);
accounting document flow;
warehouse document flow;
secret and confidential records management;
technical and technological document flow.

And others. It is obvious that there can be as many document flow systems as there are types of activities; as a result, information systems that automate particular types of document flow are developing in the direction of mass production.

		Time saving: employees spend less time searching for paper documents. Thanks to the central database, regularly created backups files, thereby eliminating the possibility that a document will be irretrievably lost if it is forgotten on a plane, accidentally or intentionally destroyed, or simply disappears in office chaos. The loss of time searching for files and documents that, for some reason, were not in their place, is completely eliminated.

		More adequate use of physical space and technology: valuable square meters occupied by redundant servers and other document storage devices can be freed. Depending on the status and relevance of the information, documents and files can be safely deleted after their retention period has expired. Data management not only helps you comply with corporate regulations, but also helps you make more efficient use of storage space.

		Increasing transparency of the internal work of the enterprise: EDMS(electronic document management systems) allow managers to monitor the status of a document throughout all stages of its approval and approval. In addition to this, EDMS allows you to instantly and easily recall not only the requested file, but also a full report of who created it, who accessed it, and who edited it.

		Maintaining personal history each file and accompanying documentation: EDMS allow you to centrally manage relationships with customers and suppliers. For example, just one click is enough to bring up all the necessary documents that contain requirements associated with different types of relationships between the organization and external entities.

		More flexibility regarding the physical location of employees: Thanks to electronic access and communication capabilities, employees are able to work remotely. And even being in the same geographical location, employees will no longer have to wait for paper copies of files to be sent from the next office.

		Increased security of information and documents: As already mentioned, a central database allows you to back up documents, thereby reducing the risk of accidental or intentional loss of files. At the same time, less time is spent searching required document, if its location has changed for some reason.

		Reduced costs for printing, postage stamps, envelopes and postage: paper documents sent between departments or suppliers can be sent electronically.

		Increasing the level of satisfaction of employees and managers: Optimizing daily tasks allows employees to enjoy their work more. Freeing employees from often boring tasks such as processing invoices allows them to devote themselves to other activities. At the same time, department heads get more opportunities to control the work of their subordinates. Ultimately, some organizations may find that the savings enable them to reach new levels of business.

Security effective management due to automatic control of implementation, transparency of the activities of the entire organization at all levels.
Maintaining a quality control system that complies with international standards.
Supporting the effective accumulation, management and access of information and knowledge. Ensuring personnel flexibility due to greater formalization of the activities of each employee and the ability to store the entire background history of his activities.
Recording the activities of the enterprise as a whole (internal internal investigations, analysis of the activities of departments, identifying “hot spots” in activities).
Optimization of business processes and automation of the mechanism for their execution and control.
Exclusion of paper documents from the internal circulation of the enterprise. Saving resources by reducing costs for managing document flows in the organization.
Eliminating the need or significantly simplifying and reducing the cost of storing paper documents due to the availability of an operational electronic archive.

Storage volume requirements. It is necessary to select a document management system that supports hierarchical structural storage (HSM - Hierarchal Storage Management). This mechanism stores the most actively used data on the fastest but most expensive media, while less frequently used information is automatically transferred to the slower and cheaper media.
Availability of formalized procedures that require support for their implementation and automation of control (preparation of documents certain type, performing standard functions of the organization, etc.).
The need for automation administrative management organization. The degree of complexity of the organizational structure.
Availability of geographically distributed units. This factor imposes certain requirements for remote access, data replication, etc.
Availability of a large paper archive. Some document management systems come with mass document entry subsystems already integrated.
The presence of a document flow system that does not meet current needs.
The need for advanced document routing and workflow management. As a continuation of this need, the need to support arbitrary business processes, possibly working in conjunction with application systems to support these processes.
Requirements for storage periods of documents. For long storage periods (tens of years), it is worth seriously considering organizing a parallel archive on microfilm.
Requirements for "openness" and extensibility of the system. Possibility of integration with existing information systems and use of existing equipment.
The need to store document images. Use of specific document storage formats in the organization. The need to support engineering and design tasks, and other features of the enterprise.
The need for developed information retrieval tools. Full language system support for documents available in the organization.
Security requirements (encryption, access organization, etc.). The ability to use access mechanisms already available in the organization’s information infrastructure in the document flow system.
Requirements for compliance with certain standards: internal, industry, GOST, international standards on quality control, level of organization of information storage.

Any electronic document management system may contain elements of each of the following categories, but most have a specific focus in one area, primarily related to product positioning.

		Electronic document management systems with developed means of storing and retrieving information(electronic archives - EA). Electronic archive is special case document management systems focused on efficient storage and retrieval of information. Some systems especially stand out due to their developed full-text search tools: fuzzy search, semantic search, etc., others - due to effective organization Storage: HSM, support a wide range of storage equipment, etc.

		Electronic document management systems with developed workflow tools(WF). These systems are mainly designed to ensure the movement of certain objects along predetermined routes (the so-called “hard routing”). At each stage, the object can change, so it is called the general word “work”. Systems of this type are called workflow systems - “work flow” (unfortunately, there is no exact equivalent for this term in Russian). Documents may be associated with jobs, but documents are not the basic object of these systems. With the help of such systems, it is possible to organize certain work, for which all stages are known in advance and can be prescribed.

		Electronic document management systems focused on supporting organization management and knowledge accumulation. These are "hybrid" systems, which usually combine elements of the previous two. In this case, the basic concept in the system can be both the document itself and the task that needs to be completed. To manage an organization, you need both “hard” and “loose” routing, when the route of a document is assigned by the manager (“describes” the incoming document), so both technologies in one form or another can be present in such systems. These systems are actively used in government agencies management, in the offices of large companies, which have a developed hierarchy, have certain rules and procedures for the movement of documents. At the same time, employees collectively create documents, prepare and make decisions, execute or control their execution.

When implementing such systems in large enterprises, it is important to determine whether the system provides the ability for effective administration, processing large volumes of information, integration with automated production management systems, scalability, phased implementation, taking into account territorial distribution, complex organizational structure, role-based access, etc. .

		Electronic document management systems aimed at supporting collaboration(collaboration). This is a new trend in the field of document management systems, associated with an understanding of the variability of market conditions in the modern world and the need to have “only what is necessary” for rapid movement, without unnecessary, very useful, but heavy ballast. Such systems, in contrast to the previous ones, do not include the concept of hierarchy in the organization and do not care about any formalization of the flow of work. Their task is to provide working together people in the organization, even if they are geographically separated, and preserve the results of this work. Typically implemented in the concept of "portals". They provide services for storing and publishing documents on the intranet, searching for information, discussing, and making appointments (both real and virtual). Such systems find customers among rapidly growing commercial companies, work groups in large firms and government agencies.

		Electronic document management systems with developed additional services. For example, customer relationship management service (CRM - Customer Relation Management), project management, billing, e-mail, etc. (Note that in terms of complexity of functions, the document management system and, for example, the CRM service may have different proportions depending on the organization. But in the context of this article, CRM functionality is optional.)

When choosing such a platform, the main attention should be paid to:

organization of electronic document storage;
automation of document flow taking into account the individual characteristics of the organization;
integration with the existing information environment.

Functional requirements

General	Specific
Ensuring the creation of electronic documents (Scanning, Import)	Creating discussions on documents
Ability to add comments to documents	Comparison of document content, including graphic ones
Creating links between documents

The inertia of human habits is the main obstacle to the implementation of electronic document management systems (EDMS) at enterprises. Their advantages will soon become decisive in the competitive struggle, so now we need to think about transferring office work to digital rails.

Legal basis of EDS

Large enterprises with an extensive branch network are rapidly switching to electronic document management, which is facilitated by the availability of sufficient legislative framework.

The laws regulating the work of the EDMS are:

No. 149-FZ “On information, informatization and information protection.”
No. 63-FZ “On Electronic Signatures”.
No. 263-FZ “On the abolition of restrictions on electronic document flow.”
Civil code.
Arbitration Procedural Code.

Direct legislative norms are the same for everyone, but when implementing an EDMS, an enterprise must additionally develop a number of internal administrative documents:

regulations for the use of digital signatures;
corporate rules of electronic document management with an algorithm for resolving controversial situations;
document on adherence to the rules, which all employees must sign.

Company employees are required to use only certified digital signatures and cryptographic information protection tools. Compliance with this rule and the consistency of the legislative framework make it possible to make the employee’s actions in the corporate EDMS legally significant.

The essence and functions of the EDMS

Electronic document management system - automated system workflow management, allowing employees to interact via digital devices without using paper media.

The basic functions of the EDMS are:

creation, transfer, storage of electronic documents (ED);
digitization of paper documents;
creating a document card with its attributes;
generation of documents based on ready-made templates with given attributes;
search for documents in a centralized database;
document routing;
control over the receipt of the document and the execution of the instructions contained in it;
maintaining journals, classifiers;
converting ED into compatible formats;
automatic registration of incoming documentation;
sending notifications;
approval of documents;
collective work with ED;
interaction through electronic documentation with the company’s counterparties;
generation of reports on the execution and movement of documents.

An important parameter of the EDMS is its modularity, which allows you to expand functionality without significantly changing the basic settings.

Types of EDMS

It is obvious that large industrial enterprises and trading companies have different requirements for EDMS. That is why software products are divided into two categories, depending on the standardization of work processes:

"boxed";
basic with extensive configuration options.

"Boxed" products are designed for warehouse operations, office processes and small-scale production. They only require modular configuration and the introduction of primary information.

Their features:

quick setup;
standardized training;
no modification required;
low cost of maintenance.

Core platforms are deployed in large enterprises with unique organizational and production structures. Such EDMS require lengthy development, including by the customer’s own IT specialists.

They have the following characteristics:

the ability to adapt to specific business processes;
creation of additional software modules according to customer requirements;
interface changeability;
difficulty in cost planning due to the inability to estimate the amount of improvements.

For most small businesses and trade organizations Standard “out of the box” solutions will suffice.

Advantages of an electronic document management system

Translation of the enterprise's document flow into electronic view gives the company advantages at several organizational levels. EDMS allows you to simplify the work of both management and ordinary employees.

Tactical Advantages

Electronic document management allows you to reduce the current operating costs of a business. When deciding to install an EDMS throughout the enterprise, it is recommended to measure the productivity of employees before implementing the system. You can calculate the time for completing template tasks, approving proposals, and searching for required documents. You can separately determine running costs for office equipment and stationery.

Based on the efficiency of the company’s basic processes, the following advantages of EDMS are highlighted:

Freeing up physical space at user workstations.
Reducing the cost of renting archival premises.
Saving workers' time on copying documents, processing them, and recording them in journals.
Reducing costs for paper and materials for copying equipment.
Reducing the time required to transfer paper documents between departments.
Saving employee time by fully automating part of the operational processes.
Increasing employee productivity by reducing routine work.

The tactical advantages of EDMS make the work of ordinary employees the most easier, so they are the ones who will notice the improvements first.

Strategic Advantages

Strategic goals when implementing an EDMS affect the main business processes: profit indicators, speed and effectiveness of communications with counterparties, protection of commercial information.

In these areas, the following advantages of electronic document management can be identified:

Creation of a centralized information space with ED base and adjustable remote access to him.
Accelerate the search for information by attributes.
Possibility of comprehensive protection of commercial information on a computer network.
Increasing the transparency of work processes, preventing corruption schemes.
Possibility of parallel approval of internal documents.
Remote access to work processes outside the workplace.
Increased security of documents and the impossibility of falsifying them.
A sharp increase in the execution of orders due to online monitoring of employee actions.

Strategic advantages contribute to the growth of the company's manageability and image, which provides significant benefits in attracting new customers.

Benefits for ordinary users

Long-term routine operations are recognized as harmful to health and sharply reduce productivity. The monotonous processing of requests and documents in different programs distracts from responsibilities, taking up the lion's share of working time.

EDMS has a number of advantages for solving these user problems:

Convenient location of ED in the archive, allowing you to find them by attributes within 1-2 minutes.
Regulation of operational processes. As a result, the employee receives only those tasks that he is required to perform according to the job description.
Accelerating the adaptation of new employees to work processes by automating intra-corporate interaction.
Possibility of obtaining information about the chain of approvals and stages of project implementation.
Reducing routine operations by combining work environments on computers, using templates, eliminating the stage of printing documents and signing them.

Reducing the number and duration of non-specific operations allows you to devote time directly to work processes that require high qualifications.

Benefits for the enterprise IT structure

When implementing an EDMS, it is integrated with the existing IT infrastructure, providing the following advantages:

facilitating control over the system, reducing qualification requirements for its administrator;
the ability to configure new templates and document routes without standard programming tools;
combining several applications into a single working environment;
the ability to scale the system without additional costs;
no need to replace existing computers;
comprehensive network protection against malware.

EDMS involves certain investments in technical means, but they pay off in a short time.

Computer hardware becomes compatible, resulting in increased resource utilization.

Benefits for managers

Electronic document management makes the work of management staff efficient due to the following advantages of the system:

EDMS mobility, ability to access ED through remote computers on business trips.
Convenient monitoring of employees using reports on their work efficiency, productivity and timely execution of assignments.
through integration with .
Acceleration of logistics procedures between suppliers and buyers when sharing EDMS. It is possible to exchange primary ED by connecting to a single external operator that guarantees the legal legitimacy of documents.
Providing access to financial information exclusively to top managers, excluding the secretariat.
Reducing the likelihood of losing important documents.

The manager can always log into the system and generate a report on the performance of each employee.

Employees' awareness of this fact does not give them the opportunity to relax and mind their own business.

Disadvantages of electronic document management

The introduction of electronic document management in an enterprise also has its drawbacks. They are the ones who prevent small businesses from introducing full-scale warehouse operations and management based on the EDMS.

The disadvantages include:

Possibility of database corruption by unknown malicious code. Regularly backing up information on devices not connected to the network can solve this drawback.
The difficulty of adapting employees aged 40+ to the digital form of interaction.
High cost. The price of a domestic EDMS for small businesses ranges from $1,000 to $10,000.
The efficiency of the EDMS decreases in the absence of electronic document flow among the company's counterparties.
The benefit of the system in compact offices without additional work units and premises is doubtful.
The need to duplicate ED in paper form when working with some counterparties.

These shortcomings are largely due to the delay in the adoption of the necessary legal norms and the low degree of penetration of EDS into the business environment. But trends indicate that in 10-20 years, electronic document management in an enterprise will be considered more the rule than the exception.

How to choose the right EDMS?

Choosing an EDMS is not easy, because there is a high probability of buying the wrong product or entering into an agreement with an incompetent company.

Therefore, when deciding to purchase an electronic document management program, it is necessary to take into account a number of its characteristics:

Operating time of the EDMS manufacturer on the Russian market. To adapt to national legislation, years of practical experience in implementing such systems are required.
Compliance with industry standards.
Compatibility with company structure.
Possibility and cost of further support of the software product.
Scalability of the EDMS when expanding the enterprise.
Availability of documentation for software configuration to full-time IT specialists.
Information security level.
Data backup options
Recovery time after failures.

To make the final selection of a company to implement an EDMS, it is recommended to analyze several providers, study demo materials and ask to install a demo version of the software. When making a decision, it is important to take into account the costs of updating equipment and the level of professional training of your own IT specialists.

Difficulties in implementing EDMS

The process of implementing EDMS in Russia is influenced by the use by users of many unlicensed programs, their incompatibility and the predominance of manual management of business procedures.

As a result, electronic document management providers face the following difficulties at enterprises:

Various data storage formats in different departments.
Lack of structured information in the applications used.
Unregulated system of employee access to specific business processes. Standard form job descriptions does not help the EDMS organization much.
The information flow is overloaded with bureaucratic procedures and approvals.
Crashes due to data storage in various applications.
Computer illiteracy of enterprise employees and sabotage of training events at the performer level.
Non-compliance of the EDMS with industry standards and by-laws.

It’s not enough to switch to electronic document management strong-willed decision manuals. Systemic overhaul needed job responsibilities employees and management structure of the company. Integration with a system that must be installed according to the law is desirable.

An important direction in the implementation of EDMS is strict personnel policy against incompetent and untrained employees. Because their reluctance to work according to new principles will significantly increase the costs of the implementation process and electronic support. The EDMS must interact with people within a single mechanism, so its poorly functioning elements must be corrected or replaced in a timely manner.

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Confidentiality Agreement

and processing of personal data

1.General provisions

1.1. This agreement on confidentiality and processing of personal data (hereinafter referred to as the Agreement) was accepted freely and of its own free will, and applies to all information that Insales Rus LLC and/or its affiliates, including all persons included in the same group with LLC "Insails Rus" (including LLC "EKAM service") can obtain information about the User while using any of the sites, services, services, computer programs, products or services of LLC "Insails Rus" (hereinafter referred to as the Services) and in during the execution of Insales Rus LLC any agreements and contracts with the User. The User's consent to the Agreement, expressed by him within the framework of relations with one of the listed persons, applies to all other listed persons.

1.2.Use of the Services means the User agrees with this Agreement and the terms and conditions specified therein; in case of disagreement with these terms, the User must refrain from using the Services.

"Insales"- Limited Liability Company "Insails Rus", OGRN 1117746506514, INN 7714843760, KPP 771401001, registered at the address: 125319, Moscow, Akademika Ilyushina St., 4, building 1, office 11 (hereinafter referred to as "Insails" ), on the one hand, and

"User" -

or individual having legal capacity and recognized as a participant in civil legal relations in accordance with the legislation of the Russian Federation;

or legal entity, registered in accordance with the legislation of the state of which such person is a resident;

or individual entrepreneur registered in accordance with the laws of the state of which such person is a resident;

which has accepted the terms of this Agreement.

1.4. For the purposes of this Agreement, the Parties have determined that confidential information is information of any nature (production, technical, economic, organizational and others), including the results of intellectual activity, as well as information about methods of implementation professional activity(including, but not limited to: information about products, works and services; information about technologies and research works; information about technical systems and equipment, including software elements; business forecasts and information about proposed purchases; requirements and specifications of specific partners and potential partners; information related to intellectual property, as well as plans and technologies related to all of the above) communicated by one party to the other in written and/or electronic form, expressly designated by the Party as its confidential information.

1.5. The purpose of this Agreement is to protect confidential information that the Parties will exchange during negotiations, concluding contracts and fulfilling obligations, as well as any other interaction (including, but not limited to, consulting, requesting and providing information, and performing other instructions).

2. Responsibilities of the Parties

2.1. The Parties agree to keep secret all confidential information received by one Party from the other Party during the interaction of the Parties, not to disclose, disclose, make public or otherwise provide such information to any third party without the prior written permission of the other Party, with the exception of cases specified in the current legislation, when the provision of such information is the responsibility of the Parties.

2.2.Each Party will take all necessary measures to protect confidential information using at least the same measures that the Party uses to protect its own confidential information. Access to confidential information is provided only to those employees of each Party who reasonably need it to perform their official duties under this Agreement.

2.3. The obligation to keep confidential information secret is valid within the validity period of this Agreement, the license agreement for computer programs dated December 1, 2016, the agreement to join the license agreement for computer programs, agency and other agreements and for five years after termination their actions, unless otherwise separately agreed by the Parties.

(a) if the information provided has become publicly available without a violation of the obligations of one of the Parties;

(b) if the information provided became known to a Party as a result of its own research, systematic observations or other activities carried out without the use of confidential information received from the other Party;

(c) if the information provided is lawfully received from a third party without an obligation to keep it secret until it is provided by one of the Parties;

(d) if the information is provided at the written request of a government agency, other government agency, or local government body in order to perform their functions and its disclosure to these bodies is mandatory for the Party. In this case, the Party must immediately notify the other Party of the received request;

(e) if the information is provided to a third party with the consent of the Party about which the information is transferred.

2.5.Insales does not verify the accuracy of the information provided by the User and does not have the ability to assess his legal capacity.

2.6.The information that the User provides to Insales when registering in the Services is not personal data as defined in Federal law RF No. 152-FZ dated July 27, 2006. “About personal data.”

2.7.Insales has the right to make changes to this Agreement. When making changes to current edition date is indicated last update. The new version of the Agreement comes into force from the moment it is posted, unless otherwise provided by the new version of the Agreement.

2.8. By accepting this Agreement, the User understands and agrees that Insales may send the User personalized messages and information (including, but not limited to) to improve the quality of the Services, to develop new products, to create and send personal offers to the User, to inform the User about changes in Tariff plans and updates, to send the User marketing materials on the subject of the Services, to protect the Services and Users and for other purposes.

The user has the right to refuse to receive the above information by notifying in writing to the email address Insales -.

2.9. By accepting this Agreement, the User understands and agrees that the Services Insales to ensure the functionality of the Services as a whole or their individual functions in particular, cookies, counters, and other technologies may be used and the User has no claims against Insales in this regard.

2.10. The user understands that the equipment and software used by him to visit sites on the Internet may have the function of prohibiting operations with cookies (for any sites or for certain sites), as well as deleting previously received cookies.

Insales has the right to establish that the provision of a certain Service is possible only on the condition that the acceptance and receipt of cookies is permitted by the User.

2.11. The user is independently responsible for the security of the means he has chosen to access his account, and also independently ensures their confidentiality. The User is solely responsible for all actions (as well as their consequences) within or using the Services under account the User, including cases of voluntary transfer by the User of data to access the User’s account to third parties under any conditions (including under contracts or agreements). In this case, all actions within or using the Services under the User’s account are considered to be carried out by the User himself, except in cases where the User notified Insales of unauthorized access to the Services using the User’s account and/or of any violation (suspicion of violation) of the confidentiality of his means of accessing your account.

2.12. The User is obliged to immediately notify Insales of any case of unauthorized (not authorized by the User) access to the Services using the User’s account and/or of any violation (suspicion of violation) of the confidentiality of their means of access to the account. For security purposes, the User is obliged to independently safely shut down work under his account at the end of each session of working with the Services. Insales is not responsible for possible loss or damage to data, as well as other consequences of any nature that may occur due to the User’s violation of the provisions of this part of the Agreement.

3. Responsibility of the Parties

3.1.The party that violated provided for by the Agreement obligations regarding the protection of confidential information transferred under the Agreement, is obliged to compensate, at the request of the injured Party, for actual damage caused by such a violation of the terms of the Agreement in accordance with the current legislation of the Russian Federation.

3.2. Compensation for damage does not terminate the obligations of the violating Party to properly fulfill its obligations under the Agreement.

4.Other provisions

4.1. All notices, requests, demands and other correspondence under this Agreement, including those including confidential information, must be in writing and delivered personally or through a courier, or sent to email to the addresses specified in the license agreement for computer programs dated December 1, 2016, the accession agreement to the license agreement for computer programs and in this Agreement or other addresses that may subsequently be specified in writing by the Party.

4.2. If one or more provisions (conditions) of this Agreement are or become invalid, then this cannot serve as a reason for termination of the other provisions (conditions).

4.3. This Agreement and the relationship between the User and Insales arising in connection with the application of the Agreement are subject to the law of the Russian Federation.

4.3. The User has the right to send all suggestions or questions regarding this Agreement to the Insales User Support Service or to the postal address: 107078, Moscow, st. Novoryazanskaya, 18, building 11-12 BC “Stendhal” LLC “Insales Rus”.

Publication date: 12/01/2016

Full name in Russian:

Limited Liability Company "Insales Rus"

Abbreviated name in Russian:

LLC "Insales Rus"

Name in English:

InSales Rus Limited Liability Company (InSales Rus LLC)

Legal address:

125319, Moscow, st. Akademika Ilyushina, 4, building 1, office 11

Postal address:

107078, Moscow, st. Novoryazanskaya, 18, building 11-12, BC “Stendhal”

INN: 7714843760 Checkpoint: 771401001