The problem of electronic document management, automation of preschool educational institutions is closely related to the problem of an electronic document.

Currently, various companies have developed and implemented a large number of automated systems document management (ASUD), characterized by specific approaches and computer-communication means of implementation. Unfortunately, there is no unified terminology in these developments. The products of developer firms bear such names as: a document management system, a computer system for office work and workflow automation, an office management system, a distributed document management system, an electronic archive, etc. The diversity in the names of developed and developed systems only indicates that today this area of ​​the information market has not yet taken shape as an independent segment, and in some cases, ASUD products appear as related developments or a by-product in solving other more complex tasks.

However, the number of ASUDs is growing quite rapidly. Approximately 30-40 companies regularly participate in DOCFLOW conferences and offer their developments to consumers. These are, of course, the largest developers who set the level of technical and technological solutions. It is also known that many ASUDs are developed individually for internal use and are not put on the market.

Unfortunately, in this sector of the information industry, despite the obvious need, there is no well-established system for monitoring developments that appear on the market, and there is also no well-functioning system for their licensing and certification. Rare are reviews by experts on systems of this type in leading computer and information publications, not to mention publications for office work and archives. The latest published reviews are commendable, although the criteria range, performance indicators, and the terminology used are not optimal from the point of view of the theory and practice of document management. None of the participants comparative analysis systems are not tested for compliance current standards and the rules for working with documents, the costs of implementing a particular system are not compared with the direct and indirect benefits received (not to mention the economic effect).

Obviously, this work should be done by independent experts, such as VNIIDAD, for a more qualified assessment of the merits or demerits of a particular automated control system.

Development principles and selection criteria for automated control systems

Let's try to consider the main trends in the development of ASUD.

First of all, we note that in order to create a full-fledged product, it is the systematic approach that is important, which allows us to talk about complete solution tasks of documentary support of management in the organization.

The second characteristic of the system - specialized is a system or system general purpose? That is, is the system designed specifically for the preschool educational institution, or, along with other purposes, can it be adapted to perform (or simultaneously perform) the tasks of the preschool educational institution?

Thirdly, importance for the consumer has the cost of the system and the scale of the organization in which it can be applied, the volume of workflow.

When consumers choose necessary system The first thing to consider is what type management structure ASUD is selected. In our opinion, we can distinguish the following categories of consumers:

1) complex hierarchical structures (ministry, agency, corporation, bank, etc.);

2) territorial bodies management (administrations of cities, subjects of the federation, municipality, etc.);

3) commercial and non-profit organizations middle and lower levels.

Of course, the above systematization is conditional, but it mainly absorbs the main types of consumers of automated control systems. For each of these consumer groups, there are a number of proposals.

For example, the developments of the companies Electronic Office Systems, Vest, Ankey, Lanit and others are intended for ministries and departments, the developments of the Granit Center campaign, the Research and Development Center of the Moscow Development Institute are best known for the second category of consumers. Most of the developments are intended for consumers of the third category of organizations. Here you can pay attention to the products of Intertrust, IT, Optima, Centerinvestsoft and others.

One of the products that meets almost all the requirements of office practice is the Delo-96 system and its subsequent modifications developed by the Electronic Office Systems company. This system meets the traditions of domestic office work and takes into account the existing regulatory and methodological requirements for such systems.

A slightly different approach to the design of automated control systems was chosen by Inter Trust specialists, who use Lotus technologies in their developments. In a wide range of developments of the company, a worthy place is occupied by systems of documentary support for management. The first product of the company in this direction was the documentary support system "Office Media".

The "Office Media" database suite runs in the Lotes Notes environment and provides office automation and organizational management activities enterprises and organizations. The users of the system can be such departments of state and commercial structures as a service: documentation support, control over the execution of documents, information support for external contacts of the organization, personnel management, sales and marketing management, and others.

Inter Trust's new word is the newly developed so-called " corporate system electronic document management and office automation".

Another example of ASUD is the development of the Granit-Center State Research and Production Enterprise of the Grand-Doc organization's automated document management and office work system, which is quite well known in Moscow municipal government structures.

The purpose of the system is to automate the main processes of processing documents: accounting, fixing the path from registration to write-off to the case, control of each stage of the consideration of the document, obtaining background information about documents, analysis of the organization's workflow.

The use of original document processing technology helps to more rationally manage document flow in the organization and provides monitoring of performance discipline.

Requirements for a Document Management System

It is possible to formulate certain requirements for a modern document management system in an organization.

First of all, the ASUD must perform all the tasks of documentary support for management in full: preparation of documents, their registration, control over execution, search for documents, their storage and reference work on an array of documents.

The system should be built on uniform methodological principles, software, hardware and technological solutions and within the framework of the current organizational and legal conditions in the form of domestic legislation, state standards, instructions and requirements.

The ASUD should ensure the full use (integration) of the accumulated information resource and implement the principle of a single input of information and its multiple use both documentarily and in fact. The system should also help administrators choose the routes of movement of documents within the organization, providing the necessary degree of protection of information from unauthorized access.

ASUD in modern conditions must be capable of expansion in certain components (number of technical devices and technologies, the number of documents (volume of information), the number of users) and be able to adapt within reasonable limits to changing user requirements.

1 INTRODUCTION 2

2 CONCEPT OF SERVICE DOW 4

3 MAIN TASKS AND FUNCTIONS OF THE SERVICE DOW 6

4 REGULATORY REGULATION OF THE DOW SERVICE 9

5 STRUCTURE AND FUNCTIONS OF DOW SERVICES 14

6 CONCLUSION 26

INTRODUCTION

Currently, most Russian state organizations and commercial firms are characterized by the absence of an orderly system of record keeping, despite the fact that it is rational and well-organized record keeping, which determines the documentation support for managing an organization, that can significantly increase the efficiency of an enterprise.

Documentation support of management - an activity covering the organization of documentation and documentation management in the process of implementing the functions of an institution, organization and enterprise, acting as an independent structural unit. It can be: the administration of affairs, the general department, the office or the secretariat. Documentation support for the management activities of the organization is the most important service function of management, on the rational organization of which the speed and quality of adoptions depend management decisions the performance of the organization as a whole.

The relevance of the topic of the course work lies in the fact that office work is one of the management functions based on a scientific organization using modern technology. In modern conditions, work with management documentation in many institutions is based on computer technology, the functions of the management documentation support service are not limited only to the organization of the institution's document flow, accounting of documents and control over their execution. The Documentation Support Service for Management Activities is directly involved in setting tasks in the development of automated information systems for working with documents, in providing access to information and protecting information, and in improving work with documents. And we live in an era of scientific progress, where everything is based on the improvement of new technologies, which further help us in our work.

The purpose of the course work is to study the scientific problem of document management in an organization, describe the structure and disclose the main functions of the document management service, determine the purpose in the organization.

Based on the goal, the following tasks were set:

the study periodical, revealing the topic of the course work;

talk about the document management service in the organization, list its main tasks and functions;

consider the structure of management documentation services and describe their main functions.

1. THE CONCEPT OF THE DOE SERVICE

Office work is a branch of activity that provides documentation and organization of work with official documents.

Office work covers the whole range of works on the creation and execution of documents, their execution and control of deadlines, on the accounting of documents, the formation of cases from executed documents, the storage and use of current cases, and their preparation for archiving.

Currently, the term "office work" often sounds like "management documentation support" (DOE).

The documentation support of management is performed by a special service acting as an independent structural unit. It can be: the administration of affairs, the general department, the office or the secretariat.

SDOU is an organizational separate structural subdivision of an institution that performs work with documents.

The main task of the DOW service is the timely processing and transfer to different levels of management information necessary for the implementation of functions.

In small organizations, where the volume of processed documents is small and the creation of such a service is impractical, all the work on documentary management is performed by the secretary of the head or an employee specially allocated for this work.

Documentation support for the management activities of an organization is the most important service function of management, the rational organization of which determines the speed and quality of managerial decision-making, the efficiency of the organization as a whole.

The choice of the organizational form of the preschool educational institution service depends on the decision of the management and the preschool service itself. The regulation of the chosen form of work with documents is fixed in the instructions for office work

2. MAIN TASKS AND FUNCTIONS OF THE DOW SERVICE

In modern conditions, when work with management documentation in many institutions is based on computer technology, the functions of the DOW service are not limited only to organizing the document flow of the institution, accounting for documents and monitoring their execution. The DOW service is directly involved in setting tasks in the development of automated information systems for working with documents, in providing access to information and protecting information, and in improving work with documents.

The goals of the DOW service:

Improving the forms and methods of working with documents;

Implementation of a unified procedure for working with documents (their preparation and processing);

Control over the execution and preparation of documents for transfer to the state archive in accordance with applicable regulations;

Reducing the workflow, the number of forms of documents;

Development and implementation of regulatory and methodological documents to improve the organization's preschool educational institution;

Participation in the development and implementation of advanced technologies for preschool educational institutions based on the use of computer and organizational technology, personal computers.

Thus, the DOW service solves three main sets of tasks, and functions follow from these tasks:

1. Providing documentation of management activities. These tasks can be solved by performing the following functions:

• development and design of forms, ensuring their production;

• ensuring the production of documents, copying and replication;

• quality control of the preparation and execution of documents, compliance.

2. Organization of work with documents in the institution. These tasks are solved by performing the following functions:

• establishment of a unified procedure for the passage of documents (document flow of the institution);

• forwarding processing of incoming and outgoing documents;

• registration and accounting of incoming, outgoing and internal documents;

• control over the execution of documents;

• systematization of documents, ensuring their storage and use; organization of work with citizens' appeals;

• ensuring the protection of information.

3. Improving the forms and methods of working with documents. These tasks include performing the following functions:

• development and revision of regulatory, instructive, methodological documents and bringing them to the attention of the employees of the organization;

• methodological guidance and control over compliance with the established rules for working with documents in the structural divisions of the organization;

• advanced training of employees of the organization and their advice on working with documents;

• streamlining the documentation of the organization, carrying out work on the unification of documents, the development of the Report Card and the Album of forms of documents used in the activities of the organization;

• development and implementation of new forms and methods of work with documents, improvement of the organization's workflow, improvement of executive discipline;

• setting tasks for the development and improvement of automated information systems and databases for working with documents.

3. NORMATIVE REGULATION OF THE DOW SERVICE

For successful operation and favorable prospects for the development of the DOW service, the regulatory regulation of the DOW service itself is necessary.

The Document Management Service (DOE) and its employees carry out their activities on the basis of the following organizational and legal documents:

• provisions on the structural unit;

• job descriptions;

• business instructions.

In regulating the activities of the clerical service, a significant role is played by the Charter of the organization - a legal act that determines the procedure for formation, the competence of the organization, its functions, tasks, and the procedure for working. The development of the charter affects the overall organization of office work. The organizational structure laid down in the charter makes it possible to determine the sets of documents that will be used in management activities.

Introduction

The current stage of social development, characterized by the deepening of economic ties and the growth of interdependence of states, objectively determines the continuous increase in the role of information in the social and technical process, in solving the global problems that humanity faces upon entering the third millennium. Achievements of scientific and technological progress in many fields, including communication informatics, provided the opportunity for the practical implementation of the idea of ​​forming an information society.

In the future development of society, a special role belongs to promising information technologies that ensure an increase in production efficiency and labor savings, the rapid dissemination of information and scientific knowledge. Today they are the core and catalyst of scientific and technological progress, with their help the problems of creating and implementing new technologies based on the activation and effective use of the main strategic resource of mankind - information are solved.

The federal target program "Electronic Russia (2002-2010)" states that the development and widespread use of information and communication technologies is of decisive importance for improving the efficiency of the economy, state and local self-government. One of the areas of using information and communication technologies in the activities of public authorities, organizations and enterprises is the "development of an electronic document management system, office work and document flow standards." The relevance of improving traditional office work is determined by the need for the effectiveness of management activities, the acceleration of the movement of documents in the organization, and the reduction in the complexity of document processing. The automated system (hereinafter referred to as AS) of office work created by promising information technologies should increase the efficiency of management by forming a single documented information space, giving users the means to effectively collaborate with documents anywhere and at any time.

The main difficulty in the creation, implementation and operation of AS office work (according to the state standard, a synonym is documentary support for management) is generated by the inconsistency of the requirements for information support on the part of users related to management. Users are any entities that turn to the means of information support for the factual, documentary, analytical and other information they need and use it in making management decisions.

The clerical automation system, satisfying the information needs of users, must ensure the achievement of the following goals:

Improving the efficiency and streamlining the work of public authorities, organizations or enterprises;

Integration of the processes of documentary support for the management of the institution within the framework of a unified corporate information system;

Increasing productivity, labor efficiency of management and employees of public authorities, organizations or enterprises;

Integration of information processes within the framework of cooperation between public authorities, organizations and enterprises.

The main form of information submission to management is a document. The main function of the management document is to ensure the centralized activities of the organization. With the help of documentation, information acquires the necessary properties and, in the form of documents, performs its main role in management processes, forwarding management influences from the subject to the management object, signaling a backlash.

The main feature of the industry, the creation of automated systems, is the concentration of complexity at the initial stages of requirements analysis and specification design, with relatively low complexity and labor intensity of subsequent stages. In fact, here there is an understanding of what the future system will do, how it will work in order to satisfy the requirements placed on it. The fuzziness and incompleteness of system requirements, unresolved issues and errors made at the stages of analysis and design, give rise to difficult, often insoluble problems at subsequent stages and, ultimately, lead to the failure of the whole work as a whole.

On the scale of the entire organization, there should be a unified system of field and attribute names and terminology for describing system data. The subtlety here is that most of these classifiers match each term with a non-repeating code corresponding only to this term.

1. Tasks and ways of introducing AS DOW

In the context of dynamic reforms in Russia, quite often there are changes in the activities of state bodies, organizations and enterprises (hereinafter referred to as organizations), which, as a rule, leads to a reorganization of their structure. The introduction of information technology gives the greatest effect in the modernization of the internal structure of organizations. The main implementation strategy is the maximum development of communications and the development of new organizational relationships that were previously economically inexpedient. The productivity of the organizational structure increases, since data archives are rationally distributed, the volume of information circulating through system channels is removed, and a balance is achieved between the effectiveness of each management level and the volume of tasks to be solved. The system expands strictly in accordance with the needs and capabilities of the organization, and the gap between the information and organizational structure is eliminated. Under these conditions, the role of the efficiency and quality of managerial decisions increases, therefore, the automated office work system is one of the most important components of the preparation and decision-making.

office work - a branch of activity that provides documentation and organization of work with official documents. Documentation management defines a system of principles and rules that establish uniform requirements for documentation, organization of work with documents and their archival storage in the process of management, taking into account the information technologies used. Documentation of management activities - a regulated process of creating a document (development of content, design, coordination, approval, publication) on paper or other medium, ensures its legal force. Organization of work with documents, creation of an optimal workflow, ensuring storage, search for use and control over the execution of documents in the current activities of the institution.

Document flow - the movement of documents in the organization from the moment they are created or received until the completion of execution and dispatch. It should be noted that office work is a set of measures to ensure the DOW, and document management is the movement of documents within the framework of documentary support for management.

The AS DOW is designed to increase the efficiency of the management activities of organizations by automating the entire range of work with documents and should solve the following main tasks:

Documentation (preparation, execution, approval, approval and issuance of documents);

Ensuring document flow (reception, registration, organization of the passage of documents and their projects, sending, transferring documents and archival storage);

Ensuring work with documents in the process of management (execution control, accounting, operational storage, organization of systems for classifying, indexing, searching and processing documents; protection against unauthorized access; sharing documents while maintaining the required level of access control; ensuring the decision-making process and reporting on documents; information service for users);

Automation of procedures for archiving, archival storage and destruction of documents, life cycle which are completed (implementation of the rules of storage, provision of search and use; transfer to state storage or destruction of archival documents).

The automated management document management system creates a single information space that provides users with the means to work collaboratively with all documents of the organization: incoming and outgoing correspondence, internal organizational and administrative materials, as well as with accompanying correspondence - throughout their entire life cycle. After the "active life" of the documents is over, the system must maintain their archival storage or record information about their destruction or transfer to public storage.

It is possible to implement the AS of documentary support of management in organizations as follows:

Order or perform on your own the development of a system that is directly focused on the subject area of ​​the organization;

Purchase a ready-made circulation-order system, from among the programs offered on the Russian market, and adjust it to the subject area of ​​the organization.

2. Protection of information in electronic document management

As you know, information is the most valuable commodity. In our time, it is enough to become a specialist in the field of computer technology and steal this most valuable commodity - information.

In the modern Russian market economy, a prerequisite for the success of an entrepreneur in business, making a profit and maintaining an intact organizational structure is to ensure the economic security of his activities. One of the main components of economic security is information security.

The problem of protecting information by modifying it, making it impossible for an outsider to read it, has worried mankind since ancient times. The history of cryptography is as old as the history of human language. Moreover, since in ancient societies only the elite owned it. So, for example, shorthand was born.

With the widespread use of writing, cryptography began to form as an independent science. The first cryptosystems are already found in the works of Nostradamus and Leonardo da Vinci.

The rapid development of the cryptographic system was received during the years of world upheavals: revolutions, the First and Second World Wars. From post-war times to the present day, the advent of computational tools has accelerated the development and improvement of cryptographic methods.

The expansion of the scope of modern information technologies puts forward new requirements for the principles of construction and properties of information systems. Today, the issue of security is becoming increasingly important. This will be explained primarily by the introduction and modernization of information technologies in organizations and enterprises that have realized the need to ensure the confidentiality of their data, as well as the emergence of new techniques, such as a legally valid digital signature. In addition, paradoxically, the improvement of computer technology has led to the formation of many loopholes for leaking information at the cost. So, the development of local, and then corporate and global computer networks, through which large volumes of state and military are transmitted. Commercial and private nature, which does not allow unauthorized persons to access it, significantly increases the possibility of intruders penetrating the enterprise information system, if appropriate measures are not taken.

At the same time, new powerful computers, network and neural computing technologies made it possible to discredit cryptographic systems that until recently were considered undisclosed.

The problem of protecting information by transforming it is dealt with by cryptology (kryptos - "secret", logos - "science"). Cryptology is divided into two areas - cryptography and cryptanalysis. The goals of these areas are directly opposite and resemble the struggle of the developers of small arms and bulletproof vests.

Document and information are humanitarian concepts, but mathematics cannot be dispensed with to solve the problems of information security.

Cryptography is engaged in the search and study of mathematical methods for transforming information.

The area of ​​interest is cryptanalysis - the study of the possibility of decrypting information without knowing the keys.

Keys - in other words, passwords - are certain secret information needed to encrypt and decrypt texts.

If you have completely forgotten your password to enter the database,

Then try you need to pick it up by letter.

If it is not very long - seven characters - no more,

Then you will probably have time to pick it up during your lifetime.

Askar Tuganbaev

Modern cryptography consists of four major sections:

symmetric cryptosystems.

public key cryptosystems.

electronic signature systems.

key management.

The main directions of using cryptographic methods are the transmission of confidential information via communication channels (for example, by e-mail), the authentication of transmitted messages, the storage of information (documents, databases) on encrypted media.

3. Automated system LanDocs

In this chapter, I want to talk about the automated LanDocs system, which I first encountered while doing an internship at the Irkutskenergo enterprise. I liked this automated system because it is convenient and easy to use.

4. Purpose and scope of the LanDocs system

The scope of the LanDocs system is office automation and the creation of corporate archives of electronic documents. The purpose of the system implementation is to create a modern unified system-technical environment at the automation facility to support the collective work of personnel with electronic documents, which, in the presence of appropriate system software and a proven technology for working with the system, automates the following areas of office work:

creation and maintenance of a centralized structured database of documentary information with multi-user access;

creation and maintenance of centralized storages of electronic documents (operational and long-term archive) and work with texts of electronic documents;

accounting of office operations and maintaining the history of work with the document;

automated search by document details and document text;

ensuring differentiation of user access to functional rights and rights to documents;

signing electronic documents with an electronic digital signature;

integration with corporate email.

The use of the system involves the use of technology for working with documents in an automated office environment, therefore the terms used in this manual may not always fully coincide with the concept of traditional ("paper") office work.

5. Structure LanDocs line software

The software of the LanDocs line is designed for complex automation of office work processes and archiving of electronic documents in organizations of various sizes and industry affiliations. The products of the LanDocs family make it possible to include not only users united in a local area network, but also geographically remote ones into the automated office workflow - providing the ability to perform office work and access documents using the Internet / Intranet infrastructure and e-mail systems. The functionality and composition of the system modules is aimed at providing full-fledged work with electronic documents, functionally similar to working with paper documents.

The LanDocs system is a combination of the following software products:

LanDocs: OFFICE MANAGEMENT. The basic system for automating office work processes and maintaining an archive of electronic documents. Implemented in the "client-server" architecture based on an industrial DBMS, it operates in the local area network of personal computers running Windows 95/98/NT 2000. They are supplied to work with Oracle DBMS and MS SQL Server. Equipped with a documented OLE interface for embedding LanDocs document management services in third-party Windows applications.

LanDocs: DOCUMENT SERVER. Server software for centralized management of the storage of the content of documents (document files) in an electronic archive. It interacts with the LanDocs: DOCUMENTS system and supports reading, writing, deleting, transferring document files for long-term storage and logging all these operations on a specialized server running Windows NT 4.0/2000.

LanDocs full text search option: DOCUMENT SERVER provides the ability to search through the texts of documents using morphological analysis.

LAN Image: SCAN AND VISUALIZATION OF IMAGES. System for scanning paper documents and working with the image of documents (electronic images of paper documents). Allows you to comfortably work with electronic copies of paper documents, navigate to the desired page, display an image at different scales, view details in the "magnifying glass" mode, pan, remove spots from the image and much more.

LanDocs: INTERNET ACCESS. Specialized WEB-server for access to the data of the office automation system and the corporate archive of electronic documents via the internet. Allows you to perform registration, search, distribution and other operations with documents using the standard internet Browser (Internet Explorer, Netscape Navigator) as a platform-independent client.

LanDocs: MAIL SERVER. Specialized server software that acts as a gateway to a MAPI-compliant email system. Provides the ability to send messages, tasks and documents from the LanDocs system to performers who do not have the LanDocs system software: Clerical work.

LanDocs MAIL CLIENT. Client software running in MS Exchange, MS Outlook, Lotus Notes. They provide the user with the ability to receive tasks and documents from the LanDocs database and report on the execution of tasks while in the mailbox of MS Exchange, MS Outlook, Lotus Notes.

LanDocs: SECURITY SUBSYSTEM. The security subsystem in the LanDocs system is designed to protect information through electronic digital signature and encryption. The security subsystem includes the Security Server and the client parts of LanDocs user applications. The Security Server implements the functions of the Certification Authority, which ensures the issuance of public key certificates based on user requests and the organization of user online access to the certificate database (the certificate format complies with ITU-T.509 recommendations). The client part of the subsystem allows the user to sign documents, messages and other LanDocs information objects with his private key, and to verify the signatures of other users. Events involving the use of electronic digital signature, encryption, key generation and certificate issuance are recorded in the protocols of the subsystem operation.

LanDocs: ROUTING. A software tool that expands the capabilities of LanDocs: OFFICE PRODUCTION for managing document processing processes. Modeling of document movement processes is carried out in a convenient and visual way - by building graphic maps. The map determines the route of movement of the message and the document determines the conditions for the transition from one stage of processing to another. The route created in this way is used to initiate the movement of the document and then control the route of its movement. Analysis functions allow you to obtain static data on the actual parameters of the processes.

6. Main functions of the system. LanDocs: OFFICE MANAGEMENT

The LanDocs: OFFICE PRODUCTION system allows you to perform the following main functions:

registration of documents;

input of texts of documents and support of functions of work with files;

exchange of documents and messages, sending tasks for execution;

control over the execution of documents and tasks;

work in the replacement mode of the performer;

tracking clerical relations between documents, the formation of complexly structured folders;

navigation and search for documents;

document management reporting;

scanning paper documents, working with images of documents (using LAN Image);

integration with office applications for working with electronic documents;

integration with external Windows applications;

application of electronic signature execution and control of clerical operations on documents;

work via the Internet;

maintaining directories.

7. Document in the LanDocs system

LanDocs is a system focused on working with documents. A document in the LanDocs system is a collection of data on the document and information objects associated with the document - registration card, files and their versions with document text, information on the history of document movement, electronic digital signature, etc. Thus, a document registered in the LanDocs system is understood as a special information object - "LanDocs Document".

A LanDocs document is a combination of three main components: a registration card, the text of the document (a file with the text of the document attached to the registration card), information about the history of working with the document (the history of the movement and execution of clerical actions and system operations related to accessing the document). When entering a document, the system not only enters information about the document and enters the text of the document, but creates a new information object - a LanDocs document, which, if the text of the document is present, is a full-fledged document.

Registration card - is entered for each document (paper or electronic) that needs to be entered into the system. The registration card of the document contains attributes that characterize the document and serve to search for the document. The attributes of the registration card, as a rule, coincide with the details of the document.

Document file (document text containing text, table, image, sound, etc.) is attached to the registration card and stored in the system in the original file format (without conversion). The system allows you to store several files of one document and multiple versions of one file. The list of file formats allowed for use is determined by the administrator. The file can be imported into the system and defined as the first version of the text of the document directly during the creation of the RC or later. If the document exists as a paper original, then it can be, then it can be scanned by the LAN Image software module called to perform a scan import; in the future, the image of the document will be stored in the system as an electronic image of the document, presented in a graphic format.

Information about the history of the movement of the document and work with the document - is a collection of information contained in the list of messages on the document and records in the protocols of the system regarding information about the applied electronic signatures.

"Representation" of a document in the system as a "LanDocs document" allows you to give LanDocs documents the same functionality that ordinary "paper" documents have: informational, managerial and legal.

8. Principles of information protection and differentiation of user powers

Implemented in the LanDocs system, the mechanisms for protecting information and separating user powers allow:

protect against unauthorized access with a password;

define user access rights to documents of various levels of confidentiality;

personalize the right to access the document by defining a list of persons who have the right to work with the document;

encrypt (encrypt) confidential documents.

The system is provided with password protection for logging into the system. When a user enters the system, his name and password are requested, after which the system provides him with the opportunity to perform only the functions that are granted to the user in accordance with his functional rights.

Additional differentiation of users' powers to access documents is implemented on the basis of the mechanism of confidentiality levels.

The system provides File permissions- a list of operations with document files that are regulated for each file. The following rights can be assigned to a file already entered into a document:

return to the previous version;

changing the file name;

change file status;

assigning rights to a file;

view;

editing;

removal.

When using the LanDocs: SECURITY SUBSYSTEM software, the integrity of LanDocs documents is additionally protected (revision security at the software level).

When used for long-term storage of non-rewritable media, revision security is provided at the physical level in relation to document files.

Additional security features can be included in the technological cycle of using and maintaining the system.

9. LanDocs: a replicable product and the basis for building a corporate information system

Purpose of the LanDocs program line

The line of LanDocs software products is designed to build automated systems for preschool educational institutions at enterprises of various sizes and specializations. The LanDocs program allows you to implement a wide range of various design solutions, such as:

office automation and workflow system based on domestic standards and norms, document accounting practices and control over the execution of orders. Provides different levels of functionality for different categories of employees;

corporate storage (archive) of electronic documents, providing reliable protection of documents from unauthorized access, the possibility of full-text search taking into account language morphology, logging and auditing user actions related to access to documents;

a system for automating the activities of departmental archives and archival divisions of the organization, functioning in accordance with the requirements of the State Archival Service of the Russian Federation. It provides for the preparation of specialized reporting for departmental archives and supports special technologies for batch input of paper documents into an electronic archive;

a system of automated support for the organization's business processes, which allows you to determine the route of movement of documents and manage their flow.

Implementation technologies for LanDocs software

After the introduction of AS DOW, the further strategy involves building an effective project management system, which should provide:

maximum compliance of the achieved results with the strategic goals of the project;

improving the accuracy of project planning;

maximum control by the project management, providing the ability to identify and eliminate negative trends in the implementation of the project at various stages;

minimization of project risks.

The implementation of the project is carried out by a joint team, which includes:

from the creator of the program - project manager, staff implementation teams, working on the territory of the customer, t the staff of the support group, resolving issues of technical support for maintaining project documentation;

from the customer - a responsible representative who has the right fixed in the order to promptly resolve all issues related to the implementation of the project, and a working group, which, as a rule, includes specialists in software maintenance, OS support, DBMS, e-mail, etc., specialists on information security, the personnel of functional divisions necessary in the project.

During implementation, a standard methodology is used, which changes to the specifics of a particular project - its scale, type of system implementation, degree of participation of personnel from the program creator in implementation work, etc. A typical scheme includes the following stages - preparatory, inspection of the state of document management, implementation of a pilot project (at a limited number of workplaces), trial operation in the pilot zone, clarification of the system operation rules based on the results of system trial operation, warranty and post-warranty support.

Particular attention in the implementation of systems is given to documenting the project. As a rule, based on the results of the survey stage, the documents “Survey Report”, “Goals, Limitations and Risks of the Project”, “Terms of Reference for System Implementation” are developed. When transferring to commercial operation, the customer, as a rule, is provided with a draft document "Instructions for automated office work", and as part of paperless technology implementation projects, the "Regulations on the electronic document" and "Regulations on the electronic digital signature" can be additionally developed.

10. Analysis of automated systems of preschool educational institutions based on functional diagrams

In this chapter, we will consider one of the characteristic automated systems of documentary support for management, which is a representative of the first group.

The automated information system "DELO" fully complies with the existing office practice. Firstly, the system can accompany the electronic document management traditionally adopted at the enterprise, streamlining office work technologies. Secondly, the system allows you to significantly expand the scope of the traditional organization of document management through partial or complete use of the functions of electronic document management and processing documents on a computer.

The structure of the software and hardware of the automated system "DELO" is shown in fig. 1. AS DOU "DELO" is designed to work using the capabilities of the organization's local network, implemented in the "client-server" architecture based on industrial DBMS and consists of a number of specialized automated workstations (AWS) configured to perform the basic functions of office work

DELO systems installed in organizations with a geographically distributed structure must be connected to each other via e-mail that supports the MAPI interface. The system includes a WEB-server of office work, which provides managers and specialists with simple and efficient access to data about documents and the documents themselves from any local or remote workstation via the Internet (Intranet). The standard version of the DELO system works with Oracle DBMS and MC SQL Server. The functions provided to each individual user of the system are determined by his job responsibilities and role in the organization's workflow.

AWP for registration of incoming documents provides centralized or decentralized registration of all correspondence received by the organization. At the same time, for each document received by the organization, regardless of the place of its registration, a registration card is created, in which the system records the incoming number (index). For each subgroup of documents, it is possible to have its own numbering according to the rules that coincide with the procedure for indexing documents adopted in the organization.

AWP control carries out work with documents that have orders with planned execution dates. The document control registration card is highlighted with the corresponding feature. When sending control orders of a document, its registration card, in addition to sending it to the contractor, is placed in a folder under control. Users exercising control over the execution of documents prepare reports on the execution of control documents and reminder certificates on the execution of control documents.

The workstation of an official ensures the work of employees of the enterprise who are official participants in the document flow - correspondents and addressees of documents. Officials receive documents, they endorse and sign them, give instructions. Officials registered by the system are not necessarily its users. For officials in the system, users with appropriate authority (assistant workstation) can work. If the officials themselves and their assistants work directly in the system, then they must be registered as users of the AWP. Users are the workplace of the user who prepares the document in accordance with the instructions of the officials.

The workstation of the system technologist supports the work of the system administrator. The system technologist performs operations to control and correct errors in the work of users, to fill in, supplement, and change the contents of system directories; adjusts the system to current changes in the structure and workflow of the organization. It implements the inclusion of users in the system, the distribution of rights and privileges.

The workstation for receiving certificates and reports on documents supports the work of an office worker who receives various certificates and generates printed reports containing information about the workflow, summaries of the execution of documents.

The workstation of the office worker of the unit performs all the functions necessary to support the execution of the document in the relevant unit.

AWP for registration of outgoing documents provides registration of outgoing correspondence signed by an official in one or more structural divisions of the organization. Regardless of the place of registration of the outgoing document, it is assigned a registration number, which is formed according to the rules uniform for this subgroup of documents. The inclusion of a document in the case is carried out by making an entry in the registration card containing the name of the case (according to the directory of the nomenclature of cases), the date and time of writing off. The directory of the nomenclature of cases is filled in by the system technologist in accordance with the annually approved nomenclature of cases of the organization.

AWP for mailing documents allows a special structural unit of the organization to send outgoing mail. At the same time, the date and time of the actual sending of the document to an external organization is entered on the registration card of the document, the method of sending (feldsvyaz, mail, telegram, etc.) is recorded, as well as the registry number of the postal service. Registers of sending documents can be printed out for transmission to the appropriate postal service along with documents. Additionally, the possibility of forming envelopes by their subsequent overprinting is supported.

The workstation of a system programmer provides support for the automated office work system.

The functional diagram of the AS DOU "DELO", built by the author in accordance with the above structure of the software and hardware of the system, is shown in fig. 2.

The automated system of documentation support for management "DELO" consists of four subsystems: office work, reporting forms, directories, administration.

The Record Keeping subsystem implements the main functions of the system and consists of the following modules:

the "Registration" module allows you to enter the values ​​of the details of the registration card, including "attaching" a file with the text of the document to the card, establish links between documents, and also transfer the document to the "Execution" module;

the "Execution" module ensures the execution of the document, including the issuance of instructions on the document, the execution of reports by the executors, the write-off of the document to the file;

the "Search" module provides a search for documents in the file cabinet by assigning the details of their registration cards. Finding a document using search is necessary in that case if the user does not know which file cabinet the document is in. Search results, in particular, can be used as a tool for monitoring the execution of documents or the formation of arbitrary reporting summaries (for example, the formation of a list of documents not executed by a given official);

Registry module. With its help, the processing of documents to be sent, including the formation and printing of standard forms of distribution registers;

Subsystem "Report Forms" generates a list in accordance with predetermined selection criteria and draws them up in the form of standard printed forms. The subsystem supports the formation of information about the workflow, a summary of the execution of control documents, a summary of reminders of the execution of control documents, etc.

The subsystem "Directories" implements the functions of servicing system directories, such as a directory of the organizational structure of an institution, office work rules, etc.

The "Administration" subsystem is used to maintain a list of system users. In this list, for each user, a personal identifier and password, access rights to the system's file cabinets, documents of different tolerance stamps, subsystems and system functions are determined. The system provides for the use of EDS and encryption.

Conclusion

As a result of consideration of these two automated systems of preschool educational institutions, it is possible to draw a conclusion about the characteristics of the implementation of a qualitative analysis, determine a list of the main parameters, and select the scales for their measurement. As a result of the performed analysis, the following main conclusions should be drawn:

Organizations should implement only ready-made circulation-order systems, from among those offered on the Russian market, with subsequent warranty and post-warranty service.

The proposed modern circulation-order automated systems for document management support should be from a reliable developer company that specializes in this subject area and has a sufficient number of successful practical implementations. This guarantees the reliability of investments, ensuring comfortable support of the system, the implementation of the necessary consumer properties, since the developer company, releasing versions of the software product, is forced to monitor global trends in the development of AS DOW;

AS DOW should be a system-forming factor in building a corporate information system, or organically fit into an existing automated system.

On the scale of the entire organization, the fundamental principles of creating AS should be followed, a unified system of classification, field names, attributes and terminology for describing system data should operate. Moreover, classifiers must be united with all the external environment with which the organization interacts, since this is a necessary condition for creating a single information space. The use of the classifier of the managerial function and keeping the history of inheritance in the process of reforming organizational structures will allow for a retrospective analysis, control and adequately determine the successor of any document at any time interval;

Service informatization of organizations when introducing AS DOW is focused not only on improving the work of office work services, but also on ensuring the growth of the efficiency of officials, executors, secretariat employees to improve the quality of decisions made and documents created.

In fact, the AS DOW should ensure not only the reuse of templates and fragments of previously prepared resolutions and documents, but also the possibility of collective work of office work services, but also to ensure the growth of the efficiency of officials, executors, secretariat employees to improve the quality of decisions made and created documents.

The introduction of electronic document management and the active inclusion in the automated processing of documents of participants in the office work process will increase the performance discipline, efficiency and quality of control over the implementation of instructions, programs and plans.

Record keeping of paper and electronic documents. Modern electronic document management systems and classical office automation systems. Creation of paperless office work in busy areas of management activities.

The main problems of document management technology and maintaining registration and control forms. Automation of office work of the company by introducing an information system for documentary support. Use of electronic digital signature.

MINISTRY OF EDUCATION OF THE RUSSIAN FEDERATION ALTAI STATE UNIVERSITY FACULTY OF POLITICAL SCIENCES Email, Internet, and other systems in order to streamline the workflow”.

The essence of document management automation. The concept of an electronic document and the functions of a traditional document. Systems of electronic document management. New Approach to the creation of documents and the use of corporate information portals.

Electronic and paper documents. Internal and external electronic document management. Digital arguments for the effectiveness of the use of electronic document management. Main features of EDMS-systems, problems of choice and implementation. Content management systems.

Goals and objectives of informatization of courts general jurisdiction and the judicial department. Increasing the reliability and completeness of primary information obtained during court hearings. Efficiency in the collection and execution of court materials in the preparation and hearing of cases

When creating and implementing electronic document management systems, the task of defining an electronic document and its signature inevitably arises. We are almost used to working with electronic digital signature (EDS) for files.

The main sources and methods of information processing in the tourism industry. Tourist enterprise office software. Overview of the main electronic document management systems in Russian Federation, problems of their implementation, methods of their resolution.

Relational database management system Microsoft SQL Server client-server architecture. Data replication, parallel processing, support for large databases. Determination of the route of movement of documents in the EDMS "Directum" and "Euphrates-document flow".

The concept of an electronic archive and the problem of preserving digital heritage, a review of projects for the digitization of documents. Methods for scanning documents and their recognition. Organization and creation of an electronic archive, preservation of digital information resources.

Basic concepts and advantages of electronic document management over paper. Problems of system implementation, implementation of electronic document management. Providing training, automation, formats and exchange standards. Ensuring guaranteed delivery.

Telephone database of companies and organizations of Astrakhan and Astrakhan region, structured by types of activity. Convenient access to a database containing information about companies and organizations. Information support of complex tasks.

Registration of documents as one of the types of documentary support for the organization's activities. Forms of automation of registration of documents. Functions of office automation and document management systems.

Information technologies, organization and prospects for their implementation in archives; stages, objects and goals of informatization. Directions of the process of introducing automated archival technologies (AAT): databases, document scanning, network technologies.

The concept of an electronic document, the difference from other types of documents. Legal force and legal regime of an electronic document and workflow. Conflict resolution procedures. The main types of text electronic documents and the choice of means of their design.

The choice of physical parameters for the design of a local area network. Development of conceptual and logical models of the document management system, its substantive implementation, creation of databases in Ms Access and software applications.

general characteristics basic approaches to automation of workflow and management processes in the organization's business process. Description, functions and purpose of the electronic document management system (EDMS), as well as an analysis of the problems of its integrated implementation.

First-level systems do not deal with documents as such, but with accompanying documentation, representing an electronic analogue of journals of incoming and outgoing documentation, registration cards, etc. Details of a paper document are entered into the database, allowing you to determine the place where the document should be stored, to establish at the disposal of which official he entered, to control the timing of its execution. This level corresponds to such terms as “works management system”, “automated registration technology”, etc.

This level of office automation can be considered passed, its intermediate nature is quite obvious.

The key feature of the second level is the presence in the system of a full electronic version of each document, which allows you to maintain full text search according to its content, transfer the document over the local computer network of the organization, as well as exchange documents with external (superior or subordinate) organizations via the corporate network or regular e-mail. Such systems have rich search capabilities and means of restricting access to information, often include scanning and text recognition subsystems. It is advisable to call such systems a system of office work and workflow automation, a document management system, a corporate technology for automated registration, processing and control of the execution of documents, etc.

After the entry into force in January 2000 of the law "On Electronic Document" in the Republic of Belarus, a legal field appeared for the transition to third-level systems. A full-fledged third-level system (i.e., an electronic document management system in the full sense of the word) should provide for a procedure for examining the value of documents, determine the periods for their storage, and after these periods, ensure their destruction or transfer to the state archive along with all accompanying documentation. The system must support certified means of electronic digital signature, both when accessing and when being transferred to the archive, and, therefore, must have a subsystem for storing digital codes (keys) that is reliably protected from hacking. Digital signature attaches to electronic documents legal force on par with paper. Thus, the use of the term "electronic record keeping system" (EDMS) is explained.

High-level automated systems have the greatest functionality, include all standard procedures for documenting and processing documents in organizations, implementing document entry into the system, document creation, organization of document movement processes, operational storage and archiving of documents, access control to the content and methods of document processing, administration systems, including analysis, optimization and development of a strategy for improving the organization's document management system. Top-level systems include all typical computer technologies and ways to manage documents on various platforms client and server. These systems can be applied in complex hierarchical structures (ministries, banks, corporations, administrations of large cities, etc.). Requires special attention an archival module that should be taken into account by the developers of these systems.

» » Automated systems of preschool educational institutions

Automated systems of preschool educational institutions

Introduction
In recent years, the role of management information support has increased several times. In the conditions of the modern world, its social, and economic development It should be noted the growing importance of information support for the management process, which includes the collection of information, its storage, processing, transmission and archiving in order to make informed and effective management decisions.

In order to make effective management decisions in modern conditions of development and growth of a market economy, an organization requires a coherent and coherent automated documentation system.

Information processes (collection, processing and transmission of information) have always played an important role in science, technology and society. In the course of the evolution of mankind, there is a steady trend towards the automation of these processes, although their internal content has essentially remained unchanged.

Information does not exist by itself, it is manifested in information processes. A person lives in the world of information and participates in all kinds of information processes throughout his life.

The main information processes are: search, collection, storage, transfer, processing, use and protection of information.

Actions performed with information are called information processes.

The processes associated with the receipt, storage, processing and transmission of information are called informational.

Information process - a set of sequential actions (operations) performed on information (in the form of data, information, facts, ideas, hypotheses, theories, and others) to achieve any results.

Information manifests itself precisely in information processes that always take place in any systems (social, sociotechnical, biological, and others).

Information processes carried out using certain information technologies form the basis of human information activity. The computer is a universal device for the automated execution of information processes.

The purpose of this work is to analyze and consider automated information systems in the field of office work, to analyze the concept of "" and analyze them when introduced into automated systems.

To achieve the goal, it is necessary to analyze the following tasks: to identify and determine the main tasks of the DOW service, to analyze office automation and electronic document management systems, to consider the principles of creating information support when introducing automated systems.

At the same time, the object of this work is automated office systems.

1. Basic concepts in office work and theoretical aspects AC

1.1 Basic concepts of DOW

To disclose the topic of "automated office work", it is necessary to introduce the basic terminology of this aspect. Start by defining a document. The concept of "document" came to us from the Latin language from the word "documentum", which in turn means "proof", "evidence". Initially, this term was introduced during the time of Peter the Great and had the meaning of "written evidence". Shortly thereafter, such terms as "business paper", "official document" and "act" came into use. These terms emphasized the importance of document functions in the management system. Federal Law No. 77-FZ “On the legal deposit of documents” gives the following definition of a document - “A document is a material carrier with information recorded on it in any form in the form of text, sound recording, image and (or) a combination of them, which has details that allow identify it, and is intended to be transmitted in time and space for public use and storage.

From this definition it follows that the concept of "document" is inextricably linked with the concept of "information". The Federal Law "On Information and Protection of Information" dated February 20, 1995 gives the following definition to the concept of "documentary information" - this is information recorded on a material carrier with details that allow it to be identified. Later, this law was edited and republished. As defined in federal law No. 149 - Federal Law "On information, information technologies and information protection", "information" is information (messages, data) regardless of the form of their presentation.

In its turn documented information- this is information that is recorded on a tangible medium by documenting information with details that make it possible to determine such information or, in cases established by law, its tangible medium.

In the organization of any field of activity, the document acts as a means of managing activities in all structural divisions. In this field of activity, it should be said "official document" and not "document" A formal document is a document that has the right to use in an organization, created by a legal or individual drawn up and certified in the prescribed manner.

The area of ​​activity that provides documentation and organization of work with official documents is called Documentation Support Management.

DOW is engaged in the whole complex of works on the creation, execution of documents, as well as their execution and control of deadlines. Also, this complex includes work on document accounting, the formation of cases from already executed documents, the storage and use of current cases, and their preparation for transfer to the archive.

These functions are performed by a special service, which acts as an independent structural unit. At the same time, it can be called differently: the Records Management Department, the General Department, the Chancery Department, the Secretariat or the Case Management Department.

At enterprises with a narrow focus of activity, a fairly small amount of documentation is enough, so the creation of a separate department is impractical. In such cases, all work on document management at the enterprise is performed by the secretary of the head of the organization or an employee specially hired for this work.

The work of the enterprise, as well as the quality and speed of making managerial decisions, depend on the skillfully thought out, organized and streamlined work of office work at the enterprise. Thus, we can say that providing management activities with enterprise documents is the most important management function in any enterprise.

However, it should be noted that each enterprise is unique, has its own personal form of organization and, therefore, it is necessary to choose the form of the DOW service in accordance with the form of government of the enterprise. Subsequently, the regulation of the chosen form of work with documents is fixed in the instructions for the office work of the enterprise.

The organization of work with official documents is currently regulated by GOST R 51141-98 “Office work and archiving. Terms and Definitions". In addition to the term "office work", there is a synonymous term "management documentation support", which most widely reveals the information and technical component in the modern organization of office work.

By state standard documentation is the fixation of information on various media according to established rules. Documentation is a set of operations for the creation of documents, their preparation, compilation, approval, execution and production.

The DOE service process consists of several stages:

1) creation and execution of documents;

2) acceptance and transmission of documents;

3) organization of the movement of documents within the organization;

4) registration and execution control;

5) information and reference work;

6) storage of documents.

These activities are carried out to perform the following tasks:

1) improving the forms and methods of working with documentation;

2) ensuring a unified documentation procedure;

3) organization of work with documents;

4) building information retrieval systems;

5) control over the execution and preparation of documents for transfer to the archive in accordance with applicable standards;

6) reduction of document flow;

7) unification of forms of documents;

8) development and implementation of regulatory and methodological documents to improve the documentation support of management in the structure;

9) introduction of the latest information technologies in the work with documents.

For a deeper consideration of the functions and tasks of the Documentation Support Management and to understand what exactly the above service does, it is necessary to focus on the fact that in modern world any work with management documents is based on computer and information technologies. The functions of the DOW service are not only the organization of effective document management, documentation accounting, as well as control over the execution of all documents within one enterprise and setting tasks in the development of automated information systems for working with documentation. At the same time, it is necessary to ensure the mode of access to information, as well as its protection from unauthorized access in order to improve work with documentation inside and outside the enterprise.

However, all these tasks are impossible if the information used in the creation of documents is not complete, objective, accurate, valuable, reliable and provided in a timely manner.

1.2 The main tasks of the management documentation support service

In modern conditions, when work with management documentation in many institutions is based on computer technology, the functions of the DOW service are not limited only to organizing the document flow of the institution, accounting for documents and monitoring their execution. The DOW service is directly involved in setting tasks in the development of automated information systems for working with documents, in providing access to information, and in improving work with documents.

Thus, the DOW service solves three main sets of tasks:

1) ensuring documentation of management activities;

2) organization of work with documents in the institution;

3) improvement of forms and methods of work with documents.

The tasks facing the DOW service determine its functions.

1. The tasks of ensuring documentation of management activities can be solved by performing following functions:

– development and design of forms, ensuring their production;

– ensuring the production of documents, copying and replication;

– quality control of the preparation and execution of documents, compliance with the established procedure for approval and certification of documents.

2. The tasks of organizing work with documents in an institution are solved by performing the following functions:

- establishment of a unified procedure for the passage of documents (document flow of the institution);

– Forwarding processing of incoming and outgoing documents;

– registration and accounting of incoming, outgoing and internal documents;

- control over the execution of documents;

- systematization of documents, ensuring their storage and use; organization of work with citizens' appeals.

– Ensuring information security.

3. The tasks of improving the forms and methods of working with documents include the following functions:

- development and revision of normative, instructive, methodological documents and bringing them to the attention of employees of the organization;

- methodological guidance and control over compliance with the established rules for working with documents in the structural divisions of the organization;

– advanced training of employees of the organization and their advice on working with documents;

- streamlining the documentation of the organization, carrying out work on the unification of documents, the development of the Report Card and the Album of forms of documents used in the activities of the organization;

- development and implementation of new forms and methods of working with documents, document management of the organization, improving executive discipline;

- setting tasks for the development and improvement of automated information systems and databases for working with documents.

Based on the above points, we see that without the implementation of electronic document management, an employee cannot perform all operations on his own.

1.3 Modern technologies implementation of electronic document management systems

The management system requires the organization and maintenance of an efficient workflow, which must be presented as a formalized business process. In this case, any document (electronic or paper) is the main formalization tool business interaction departments of enterprises and organization of external relations.

The steady trend of a significant increase in the volume of information necessary for making managerial decisions leads to the fact that it is necessary to receive, process and store documents in much larger quantities than before. Traditional methods of working with documents become ineffective at the same time.

An analysis of business processes showed that about 15% of documents are lost during work, and up to 30% of the working time of employees responsible for processing documents is spent searching for them. In this case, the irretrievable loss of even part of the information can result in significant losses.

To organize collective work with a typical paper document it is necessary to copy it multiple times, delivery to various structural units, holding special meetings, approvals, which takes incredibly a large number of time.

Another problem is related to the long time it takes to find the necessary information on request. When working with electronic documents, the document search time, and, consequently, the response time to a request, is much less.

According to expert estimates, the replacement of paper workflow with electronic one contributes to an increase in employee productivity by 25-50%, and the processing time for one document is reduced by more than 75%. Classically, business, as a business process, is supported by the automation system by only 10-20%. These are, as a rule, only those tasks that can be clearly formalized and structured information. The process of formulation and formalization itself is not supported by traditional automation.

1.4 Office automation and electronic document management systems

Having determined the required level of automation, the organization selects a system that would satisfy the organization's automation needs.

An automation system is understood as any automated system designed to solve office work problems, regardless of the automation object, whether it is a body state power, commercial Bank, trading company or any other organization. It is important that records management be conducted in this organization, and that it be conducted in accordance with the requirements put forward Russian legislation, which makes it possible to clearly outline the range of tasks to be solved8.

When choosing a document automation system, as a rule, one of two options is considered:

* office automation;

* workflow automation.

Office automation systems mainly solve the tasks of accounting (registration) of incoming, outgoing, internal and organizational and administrative documents, accounting for issued resolutions and received information about their execution. The system databases can store not only the details of documents in the form of the so-called. "registration and control card", but also their content in the form of texts, files or images. Office automation systems allow you to control the execution of documents and each resolution or order, store data on the cases to which the documents are related. Quick search required documents according to a given criterion or a set of them is an integral attribute of systems of this kind.

Today, there are three main ways to implement a document automation system:

* development of an original automation system;

* installation of a typical automation system;

* setting up automation tools.

Ideally, the system should support both paper and electronic document management, as well as business processes of the organization. In practice, this is difficult to achieve.

An important factor that must be taken into account is the possibility of scaling the program, that is, the possibility of increasing the number of workplaces (computers) on which the program works and increasing the number of documents stored in the system over time.

Another point that you need to pay attention to is the possibility of working with documents for several years. In some programs, documents for the past year are moved to the archive every year and a new database of documents for the current year is created. On the one hand, this simplifies work and reduces system load. But on the other hand, it can significantly complicate the control of execution and search through the documents of the last year. This is especially noticeable at the beginning of the year, when there are frequent references to documents 2-3 months old, which have already been moved to the archive.

Therefore, it is important that the program allows you to easily search for documents over the past years.

The program must be available so that the user can carry out some system settings (for example, dictionaries, directories, standard routes, etc.) without resorting to the administrator's services once again. The administrator should only perform functions to ensure the security of information, controlling the rights and actions of users.

Despite the preservation of all the main traditional functions of office work in automated systems, automation, of course, makes it possible to organize work with documents more efficiently than traditional (“manual”) technologies and, using computer networks, solve many typical tasks of office work in a new way, greatly simplifying and accelerating the process of movement of documents in the organization.

In general, an automated information support system may include the following blocks:

1. an automated system of scientific and technical information (NTI), whose tasks are the timely identification, accounting, selection and presentation to users of all documents, abstracts or addresses that correspond to the direction of the organization and the requests of managers and specialists.

Among the priorities of the system it is necessary to highlight:

1) accounting for incoming sources of NTI (books, brochures, scientific journals, articles, scientific and technical reports, etc.);

2) automated subscription service for users, including registration of the issuance and return of NTI sources;

3) compilation and maintenance of various indexes, bulletins;

5) informing management employees about current scientific, technical, economic, etc. achievements in accordance with their information needs on permanent or one-time requests (in the mode of selective dissemination of information and retrospective search);

6) search and issuance of scientific and technical information corresponding to the problem being solved at various stages of the decision-making process;

2. automated regulatory system. and legal information. These types of information act as basic regulators of decision-making, including on their basis the legal validity of the decision is checked. Limited opportunities for managers in manual processing large volumes of this information lead to insufficient awareness of managers about the current regulations. One of the ways to improve the provision of legal information is automation;

3. automated documentary system of organizational and administrative information;

4. automated factual information and reference system.

Each of these subsystems plays a very specific role in the decision-making process. The fact system is used to obtain and process specific information about the state and dynamics of the managed object. The automated system of scientific and technical information supplies managers and specialists with the necessary scientific and technical information, without which it is impossible to substantiate the decision. An automated system of regulatory and legal information is necessary for the legal support of decisions made. The central place in relation to other subsystems is occupied by an automated system of organizational and administrative information (ORI), which acts as a channel for operational communication between the control and managed systems and reflects the entire cycle of making a managerial decision from diagnosing a problem to choosing and implementing an alternative. Thus, the ARI system is not just an information retrieval system, it actively participates and influences the management process. Its main tasks are to create optimal conditions for the organization of the management system and processes, the implementation of timely decision-making and bringing them to specific executors, ensuring timely control over the timing, quality and volume of implementation of decisions at all levels of management.

2. Information systems in the implementation of automated systems for document management

2.1 Basic principles for the development of an information support system for the implementation of automated systems

electronic document management automation

The experience of designing domestic and foreign management information systems (MIS) shows that an important factor that determines their effectiveness is the implementation of a systematic approach to solving problems of information support. A systematic approach involves a comprehensive consideration and solution of economic, technological, psychological, engineering and social problems. It allows you to come close to the problem of creating an integrated management system that combines horizontal integration (coordination of all information necessary for decision-making, circulating at a certain hierarchical level) with vertical integration. The principle of integration is most fully implemented in automated systems, which we will consider as a design object in this chapter.

Sufficiently extensive experience in the operation of automated systems in management allows us to formulate the basic principles of their creation. These principles can be divided into 3 groups:

1) managerial;

2) technical;

3) organizational.

The first group includes the principles of consistency, complexity, efficiency of the created systems and the principle of new tasks.

The principle of consistency requires that the design of an information system be based on a preliminary system analysis of the control object and the control system as a whole. System analysis involves the definition of the goals of the system, the construction of a formalized model of the functioning of the object.

The principle of complexity involves the interconnection of all work carried out in production, management, including automation work. The effectiveness of automation is achieved only with a unified planning of the entire range of measures aimed at intensifying production using a single methodological basis. In addition, as practice has shown, systems that automate not only a function or task, but their interconnected complex, are more efficient. The principle of complexity has received a real embodiment in the transition from the creation of local systems to the creation of integrated automated systems.

One of the most important provisions in the development of any automated system is automation efficiency principle. The efficiency of systems is associated primarily with the correct selection of the range of automated functions, technologies and tasks. Often there are systems whose effectiveness is either insufficient or negative.

Indicators are used as a criterion for evaluating the effectiveness of most systems. economic efficiency. Efficiency criteria can also be: reducing service time, increasing user awareness and a number of other indicators.

The principle of new tasks assumes that the system being developed will not only provide a solution to traditional problems, but will also allow the use of new technologies, which means that new opportunities will appear in the information support of management decisions. Carrying out only local accounting and reporting tasks within the framework of an automated system turns out to be inefficient.

The second group of design principles includes technical principles, the observance of which is absolutely necessary:

1) integrated use of computer technology and software;

2) creation of a unified information base of the system;

3) organization of direct communication between the user and the system.

Complexity in the use of hardware and software is becoming increasingly important as the scope of computer technology expands.

Since the creation of an integrated information system is a very complex and time-consuming process, carrying out the relevant work requires coordination of the activities of all developers, which is achieved by appointing a leading information support specialist. Such positions have already been introduced at a number of enterprises. The main functions of the information support specialist are:

1. organization of work on the design, maintenance and development of an integrated database; study of information needs within the organization; summarizing the experience of creating effective information support systems;

2. improvement and implementation of classifiers and codifiers;

3. organization of work aimed at creating systems for integrating heterogeneous databases and improving distributed database management systems;

4. ensuring the reliable functioning of information support systems.

The chief information support specialist (IO) manages the work of the information support service, which develops, implements and operates the management information system in accordance with the plan. As part of the service, it is advisable to single out groups for working with internal and external information. Coordinating the work of these groups, as well as ensuring the interaction of the information support service with other services of the organization, is one of the most important functions of the chief specialist.

There are two approaches to the design of automated control systems (ACS):

1) deductive (from a general task to particular management tasks);

2) inductive (from specific functions to the general task of control).

Experience shows that combining these two approaches and subordinating them to a single goal seems to be the most promising. The general scheme for designing information support can be presented in the following sequence:

Analysis of the decision-making system. The process begins by identifying all types of decisions that require information to make. The needs of each level and functional area should be taken into account.

Analysis of information requests, i.e., it is necessary to determine what type of information is required for each decision.

Decision aggregation. If every decision required a special Information system, UIS would be hopelessly complex. Decisions that require the same information should be grouped into one control task. In other words, MIS must be coordinated and integrated with the organizational structure.

Information Processing Design. At this stage, a real system is being developed for collecting, transmitting, storing and modifying information.

The last stage is creation and implementation of the system, the purpose of which is to evaluate the information issued by the MIS and recognize errors. In addition, it is necessary to admit that the system being designed will have many shortcomings, and therefore, it is necessary to create procedures for identifying them and correcting the system. Thus, the system must be designed to be flexible.

A common and effective research technique in the implementation of work on the design of the MIS is the analysis of decisions made in each link, at each level, by each leader. The analysis of the decisions made allows us to present the whole range of tasks that arise before the subject of management, determine the tasks, the solution of which is mandatory for a given level or manager and provide their information support, justify effective methods their decisions. The development of methods should be focused on the maximum use of scientific achievements, including mathematical models.

UIS do not arise instantly. It takes 3-5 years for a company to implement such an integrated automated system. Therefore, in the development of MIS there is always an element of long-term planning. This thesis is also applicable to the organization of information support in the traditional form.

Experience in the design and development of automated control systems in the 1970-1980s. is reflected in GOSTs, which present the main recommendations and requirements that have passed the test of time.

In accordance with GOST 20914-75, the following stages of ACS design can be distinguished:

1. pre-project stage;

2. design stage;

3. implementation.

The pre-project stage includes pre-project survey and development terms of reference on ASU. The most important results of this stage are the description of the goals and objectives of the information system; development of general requirements for its creation; development of a program for conducting a survey, within the framework of which the following are studied and specified: information model of management; the structure and functions of the organization, the list of tasks to be automated; approximate composition of technical means; technical and economic characteristics of the information support system.

The design stage is associated with the development of technical and working projects. The development of the terms of reference includes a survey of the existing facility (organization or division) and its control systems or the nearest facility (an analogue of a new facility). To solve the problems of information support, information flows, classification and coding systems, documentation forms are analyzed, as well as DBMS, the structures of existing databases and methods for their integration are studied. The results of these works are included in the initial technological requirements and are drawn up in accordance with GOSTs 17.195-76, 15.101-80, 7.32-81, taking into account GOSTs 24.202-80 and 24.205-80.

When developing a technical project, it is necessary to dwell in detail on the analysis of all information used in terms of its completeness, consistency, lack of redundancy and duplication, as well as on the development of forms of output documents. The results of such a study are formalized in the document "Description of information support", which specifies the requirements for the organization of the IO. Technological documentation must comply with the requirements of GOST 24.101-80, taking into account GOST 24.205-80. In accordance with the methodological materials, it is allowed to formalize the work of this stage in the form of a separate section of the technological project, the development of which is allowed to be completed at a time different from the established deadlines for the submission of design and estimate documentation, but no later than the beginning of the "Commissioning" stage.

At the stage of detailed design, one of the main stages is the development of working documentation for the information support of IS, the purpose of which is to create the necessary software, preparation of reference and production information on machine media for the initial download of the information base, as well as the issuance of the necessary working documentation, including user instructions and operating instructions. At the same stage, it is advisable to develop and approve the regulation on the database administrator. The composition of the documentation should include: technical project information system; description of the information base organization; description of classification and coding systems; list of initial data; list of output documents; description of local databases; output forms.

The MIS implementation stage includes the implementation of the main implementation activities; selection and training of personnel; preparation of premises and technical means. At this stage, the pilot operation of the system is also carried out by solving specific problems and analyzing the test results.

Carrying out work on the creation of automated systems of all types is regulated by GOST 24.601-86 “Automated systems. Stages of creation. General requirements and the totality of work at all stages and stages are determined by GOST 24.602-86 "Composition and content of work by stages of creation."

2.2 Information systems, their properties and characteristics

An information system is a system in which information processes take place that make up the complete life cycle of information: generation, transformation, transmission, reception, storage, processing (use), destruction.

The task of information systems– information support of the subject activity of the organization.

As for the characteristics and properties of information systems, first of all it is worth mentioning the size and complexity.

Modern systems of any nature tend to be large and complex systems.

complex system large scale called a system consisting of a large number of interconnected and interacting elements and capable of performing a complex function.

The impact of random factors. A characteristic and very significant feature is the susceptibility of information systems to the influence of random factors, and not only such as, for example, failures, failures or errors of technical devices of personnel or users, but also such as malicious actions of people that are not only random, but also generally unpredictable or, at best, difficult to predict.

Participation in human information processes. The peculiarity is that the end user of information systems is always employees of the organization. organization has its own interests and goals that must be taken into account when providing information (the presence of free will).

Uniqueness. Each state of the information system is unique and requires the information support to take into account all its features and, therefore, the individual application of various influences.

Dynamism. Information systems change their structure and state of elements over time.

distribution means the spatial arrangement of the individual components of the system.

The state of the information system is a set of systemically interrelated organizational, technical, procedural, informational and legal structural solutions.

Let us give definitions of the concepts introduced. A fixed organization of the composition, quantity, architecture (interconnection) of a complex of technical means and systems, as well as technical personnel and personnel directly involved in the implementation of information procedures, can be defined as a state of the technical and organizational structure of an information system or as an organizational and technical structural solution.

The fixed organization of the composition, the sequence of information procedures can be defined as the state of the procedural structure of the information system or as a procedural structural decision.

Under legal framework information technology understand the composition normative documents regulating information support in terms of the functioning of the information system. It can be: general provisions, functional responsibilities personnel, instructions and manuals on techniques, methods and methods for performing procedures and working on technical means, etc.

2.3 Information and control system, its goals and objectives

An information management system is defined as a formal system for issuing information to the administration that is necessary for decision-making.

IMS should provide information about the past, present and future. It must keep track of all relevant events within and outside the organization. The overall purpose of the IMS is to facilitate the effective performance of the functions of planning, control, production activities and management process in general. Its most important task is to issue necessary information the right people at the right time.

It should be noted that IMS is not the only comprehensive integrated system to meet all the information needs of the administration. Since there may be a desire to obtain a system of this nature, it is necessary to stipulate this aspect that, due to the great complexity, the probability of creating it is small. One cannot overlook the fact that ICS invariably involves the use of computers. Indeed, recent advances in data processing technology have made a huge contribution to the creation of information management systems. Some types of IMS would not be possible without the speed and accuracy of data processing that computers provide.

The computer revolution has brought significant changes to how organizations process information. One study in management practice found that electronic processing data and information management systems are the two most widely used tools in management. The widespread use of computers in organizations allows managers at all levels to use large amounts of information in their activities.

Thanks to computer technology, individual managers can now make decisions based on information prepared within their companies. Intracompany databases allow the manager to get information about his business, markets, competition, prices and forecasts in just a few hours.

Computers can provide managers with the information they need for any type of control that helps them compare planned and actual results, detect discrepancies early, and make adjustments to resolve problems. However, like all management tools, computerized information systems work the way they are designed and cannot be better. Therefore, in my opinion, it is necessary to consider the design of ICS and ways to improve their efficiency.

It would not be an exaggeration to say that the purpose of the IRS is not only to simply give out and process some information. The IMS should be user-oriented, that is, the information it processes should serve the needs of those managers who receive it.

When designing an information system, it must be borne in mind that the information needs of managers are different and depend on their level in the hierarchy and functional responsibilities.

Information and control systems and management activities

Studying the differences in the information needs of managers, we can conditionally divide the types of managerial activities into three categories.

1. Strategic planning is the process of making decisions about the organization's goals, changing those goals, using resources to achieve those goals, and about strategies to obtain, use, and allocate those resources.

2. Management control is the process by which managers ensure that resources are received and used effectively to achieve the overall goals of the organization.

3. Operational control is the process of ensuring the efficient and qualified performance of specific tasks.

These categories of activities roughly correspond to the responsibilities of senior, middle and grassroots managers. The IMS should provide information that meets the various requirements for each of the categories.

For example, the activities of senior managers in strategic planning include, first of all, issues of future interaction between the organization and environment. Thus, senior managers need information from external sources. This information should not be very detailed and should be broad enough to show trends. It also does not require very high precision.

Information for managerial control necessary for both senior and middle managers. Naturally, it must come from both internal and external sources. For example, senior managers need information about the work of the main divisions of their company and the activities of competing organizations. The middle manager needs information about performance, costs, turnover, and possibly changes in customer or technology requirements. This information should be more detailed, narrower in scope, and more precise than what is required for strategic planning. It should also come at shorter intervals, as the time frame for decisions is shorter here.

Information for the purposes of operational control, which relates to daily activities, should be very accurate, narrow and up-to-date. It must come almost exclusively from internal sources. For example, a factory manager must know exactly how many hours a day each worker works, what is the daily or weekly output, and how much material is used and wasted.

In addition, managers need specific information related to their particular professional area. Thus, the sales manager needs information about sales transactions, consumer tastes, the competitiveness of new products, etc. Detailed information about the specifications for a new product, which is fundamentally important for the head of the Technical Department, is not essential for making sales decisions. . Indeed, if the IMS regularly issues such information to the sales manager, then this will only interfere with his work and take time.

2.4 Sources of management information

Internal sources are documents created directly in the organization. It includes organizational and administrative, special documentation systems (personnel, financial, planning, etc.), as well as other company materials. Among the most interesting documents, we highlight reports: daily (loss analysis, labor efficiency statistics, time loss analysis, received orders); weekly (analysis of overtime, performance of work, project control); monthly (departmental activity report, personnel change analysis, overhead analysis, sales analysis, stock consumption report, sales change analysis, profit and loss account, balance sheet, sales analysis financial statements, cash on hand, overdue accounts); quarterly, semi-annual and annual (profit account, balance sheet, sources and use of funds, reports on the work of departments). Depending on the specific conditions of the functioning of the organization, reporting documentation may have its own frequency, form of information presentation. In addition, types of reporting can be generated that correspond to automation tasks. In addition to regular reports, long-term monitoring reports on individual factors and situations are compiled.

Internal sources can in turn be divided into primary and secondary. Primary sources include those in which specific operational data on the results of the organization's activities are recorded - these are accounting documents, operating documents, etc. Primary sources are the most reliable.

Secondary documents - texts of a generalizing, summary and reporting nature, i.e. summaries, reports, reports, analytical notes, forecasts, etc. These sources contain, as a rule, aggregated data, certain conclusions and recommendations. Secondary sources are less reliable, since they contain a greater degree of distortion. The distortion of information can be influenced not only by errors in calculations and conclusions, but also by a high probability of deliberate distortion in order to hide certain official omissions, therefore, the information contained in the sources of this type requires rechecking.

2.5 Information flow organization

For the formulation and solution of many tasks in management, information is used, presented in several arrays. The central link in the organization of information flows is the determination of the routes of its movement and the frequency of circulation between sources and consumers.

So, the process of consumption of information resources is implemented in the form of information flows. When creating an IS, it is necessary to rationally organize information flows, as well as to achieve an increase in their intensity. To solve these problems, when designing an IS, it is recommended to analyze information flows, which allows you to study the existing information support organization system, creates the basis for further improvement and optimization of information flows. The analysis of information flows is carried out in two stages:

1) examination;

2) construction and analysis of the information model of the organization in question.

The basis for the design of the MIS is the results of surveys of information flows and workflow, characteristic of the subject area in which this information system is being created. Currently, there are no GOSTs, regulatory materials governing the survey and analysis of information flows in the design of IS. However, these issues are reflected in the regulatory materials for automated control systems (GOST 24.208-80, GOST 23.501.15-81, RTM 25575-83, etc.), which can be used to organize work in the cases under consideration.

When analyzing information flows, it is necessary to take into account the movement of information in the following directions:

1. Vertically, that is, along hierarchical levels. An analysis of vertical flows along ascending and descending lines makes it possible to identify continuity, compaction, averaging, and information output. The analysis of the continuity of information highlights the cross-cutting indicators that pass through all levels of management, and highlight those that are characteristic of the same phenomenon at different levels, i.e., it becomes possible to unify information. The conclusions of this analysis become the basis for determining information support at various hierarchical levels.

The analysis of the degree of compaction of information characterizes the correctness of the elimination of non-essential indicators and the aggregation of private into general ones. This is due to the general patterns of information transfer to a higher level;

2. Horizontal movement of information. The main focus of such an analysis is to compare the scheme of development and decision-making and schemes of information flow, since its routing is determined by the processes of development of decisions. The most acceptable method for analyzing information routes is network analysis, where events are the adoption of specific decisions, and paths are the flow of information.

During the analysis, the shortest paths are found to provide all the necessary solutions (for clarity, it is recommended to build a diagram). Graphical analysis gives a fairly complete picture of the rationality of information flows. In this case, it is necessary to take into account the directness of movement, rhythm, specialization of information flows, density (intensity), parallelism of the movement of flows.

The structure of information flows is revealed by analyzing the structure of the organization, the structure of the workflow and the movement of undocumented information.

2.6 Main issues in the development of information systems

The main questions that arise before the system developer when he begins to think about the main information array are the following: how many data levels are needed; whether IS is able to serve all the levels of management available in the company with their different needs for information using a single main data set.

For example, in the MIS of a commercial bank, the teller needs to have access to detailed information regarding each account, i.e., the current balance, the amount of checks, etc. However, such information is not of interest to the level operational management. Managers at this level are interested in cumulative information on groups of accounts. And at the policy-making level, senior managers need even broader information about loans, earnings, and deposit growth projections. In this way, the main task IS designer - to try to integrate the main data set in such a way that it can be used by all levels of management of the company and its divisions.

In order to organize the information array, it is necessary to think over the appropriate classifier. The information contained in the array is classified according to the following criteria:

2) method of obtaining;

3) frequency of receipt;

4) the nature of the application in the management process.

According to the direction of movement, information is divided into:

1) incoming;

2) intermediate (internal);

3) outgoing.

According to the frequency of receipt, it is divided into:

1) continuously arriving;

2) daily;

3) weekly;

4) monthly, etc.

These periods are set for each type of information.

According to the nature of participation in the management process, information is divided into:

1) regulatory;

2) reference;

3) planned;

4) analytical (operational);

5) reporting.

3. Automated information systems

3.1 General characteristics of AIS

1. AIS - a set of information, economic and mathematical methods and models, technical, software, technological means and specialists, designed to process information and make managerial decisions.

2. AIS - an interconnected set of data, equipment, software, personnel, standards, procedures designed to collect, process, distribute, store, issue information in accordance with the requirements arising from the goals of the organization.

Functional and supporting subsystems

The automated information system has functional and supporting subsystems.