Topic 29 electronic documents

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both in planning the development of automated library and information technologies, and in general to revise an already outdated concept traditional library.

Technologies for creating an electronic document

Firstly, this technologies of analytical and synthetic information processing in ALIS.
Analytical-synthetic processing (ASO) - individual processes that include operations or groups of operations related to the analysis of documents or data but do not lead to a significant change in their content, structure and type. AT automated systems ah ASO can be performed both in the form of manual, "man-machine", and purely "machine" (ie, using only automated means) operations. Sorting, writing/rewriting, encoding, decoding, encryption/decryption, conversion, etc. operations can serve as examples of fully or partially automated ASO implementation. Data processing is a generalized name for heterogeneous processes associated with data. Some terms related to the types of data processing can be noted:

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

Secondly, this information digitization technologies.
Information digitization technologies include:

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

o Handheld scanners.

o Page (pull) scanners.

o Slide - scanners.

o Projection scanners.

o Drum scanners.

2.Entering data from the keyboard.

Keyboard entry is a type of manual entry. A worksheet is a technological means of providing keyboard input. Text entry is carried out using the Word text editor, which is included in the software package under the general name Office, released by Microsoft. It is designed to run under the Windows operating system.
Word is a Windows application designed to create, view, modify and print text documents, which makes it possible to perform all the traditional operations on text, without exception, provided by modern computer technologies:

o set and modification of unformatted alphanumeric information;

o character formatting using a variety of True Type fonts in a variety of styles and sizes;

o page formatting (including footers and footnotes);

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

o spell check, synonym selection and automatic word wrapping.

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

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

Electronic publications and electronic libraries
Computer technology makes it possible to store and disseminate information in electronic form, which plays a revolutionary role in the history of mankind, similar to the invention of printing. Electronic form allows you to store information in the most reliable and compact way, distribute it more quickly and widely, and, in addition, provides opportunities for its use, which could not be in other forms. The main means for realizing these opportunities are electronic publications (EI) and electronic digital libraries (DL).
Naturally, in order to perform their functions, EI and ES must actually be implemented in the form of some information systems whose distinguishing features are long-term storage and the use of information, in particular its dissemination. Information systems that work with dynamic information, as well as accumulate information, but do not intend to distribute it (archive-type systems), cannot be attributed to the class under consideration. Thus, EI and DL occupy a certain position among other information systems.
An electronic publication is an electronic document (a group of documents) that has undergone editorial and publishing processing, is intended for distribution in an unchanged form, and has output information.
EI consists of information and software that allows you to visualize this information, use it effectively, but not change it. Thus, EI is an information system in which there are no functions for correcting the available information (deletion, additions, etc.). The main purpose of the EI information system is the most accurate reproduction of the original information and providing the user with the means to solve a certain set of functional tasks.
EI are replicable products and can be distributed on any machine-readable media (compact optical disks, magnetic diskettes, etc.) or via telecommunications networks.
At the same time, it must be borne in mind that it is the information system that is being disseminated, and not just information. If the information is used with the help of other software tools, then some of it may be lost, all its properties will not be realized, and the range of user capabilities may be significantly reduced.
The area of ​​activity related to digital libraries is quite new and therefore does not yet have a stable terminology. (Of course, it should not be identified with the automation of traditional library processes, although it is hardly possible to draw a precise line between them.)
Significant development of work on electronic libraries was received at the turn of the 1990s, when adequate funds appeared computer science and information Technology to ensure secure storage operational processing and effective use large arrays of heterogeneous information, primarily text. It was at that time that projects began to be prepared in a number of countries digital libraries. Some of them formed the basis of relevant national and international programs.

Now almost all self-respecting enterprises refuse paper workflow, replacing it with a more modern one. An electronic document is the most relevant form of existence of all modern files containing a huge amount of important information.

Main advantages

The main advantage of electronic documentation is that it allows you to work quickly and efficiently. Materials in this format are easy to sign, even if all those who should endorse them are far from each other. Due to this, it is possible to save a huge amount of money and effort.

Among other things, the presence of an electronic archive avoids the need to maintain a huge number of documents in the organization. For the storage of accumulating papers, it will be necessary to allocate an appropriate area on the territory of the enterprise, as well as hire a highly qualified archivist who can quickly understand the available materials. To store an electronic archive, only compact removable media or several hard drives are enough.

The Diadoc electronic document management system is the easiest way to exchange legally significant electronic documents and invoices.

What is meant by ED

An electronic document is a material that is fixed on special media (discs, USB flash drives, additional equipment).

It can be a whole set of images, sound files and symbols. Such a file can be transmitted in space and time using special means of telecommunications. Telecommunication channels can also be used for publication, storage and further processing. The main thing here is to correctly process all existing data.

Also, such a document should be understood as a special form with which you can use data for completely different purposes. It's about on fixing information on electronic or magnetic material carriers, and then on their further processing and sending to all participants in the data correction process.

All documented materials that have been converted into electronic format are suitable for processing in existing information structures and transmission through the TCS. All these files lend themselves to analytical processing, which can be done using information systems.

Electronic document and digital signature

Electronic documents must have legal force - otherwise they cannot be used when working with other structures. You can fix the validity of the document using electronic digital signature, which has the same capabilities as regular paper.

An EDS will be relevant if a number of conditions are met during its formation:

• the certificate of the key that controls the operation of the signature must be up-to-date at the time of approval of electronic files;
• Evidence must be provided that can be used to determine when the file was signed;
• the authenticity of the EDS must be confirmed in the same file where it is used;
• The signature should be used according to the information given in the attached certificate.

To obtain such a signature, you will need to contact a certification center. In this case, it is necessary to prepare a package of documents in advance. The location of the organization can be clarified at the territorial office of the Pension Fund of Russia, where you can also get SNILS.

In addition to the SNILS indicated in the pension certificate, you will need to provide a copy of your passport and a current e-mail. In addition, you need to prepare a USB drive in advance, on which the employees of the certification center will have to write the keys and certificates necessary for approving electronic documents.

Details of an electronic document are valid only if it is certified by an electronic digital signature. EDS is of equal importance with a paper counterpart, however, for this, all the necessary conditions. The signature must be legal, registered with the CA.

Electronic documentation

The concept of an electronic document provides that it may not only consist of symbols that are understandable to users. Unstructured information is allowed to be decoded operating systems. The main thing is that the material must be stored on a special medium.

An important component of the document is also a form with a set of attributes necessary for its description. Thus, the file should contain information about:

• the date of its formation;
• data author;
• the name of the document;
• format, which is necessary for the correct reading of the materials.

The more detailed information about an existing document, the easier it will be to work with it in the future. An electronic document and electronic document management are closely interconnected, without the first, the second is impossible. At the same time, the circulation of materials is greatly simplified if the organizations exchanging information use the same telecommunication systems and software.

Electronic documentation may contain materials that can be used to search for files or classify them according to certain criteria. All existing files may have different permissions, they may also not carry any structured elements. In this case, the electronic document directly depends on its owner. Structured content can have special elements that can be used by external add-on applications to obtain data about individual elements of the file.

Paper and electronic documents cannot be compared with each other, because digital documents have a number of advantages. Among them:

• the possibility of long-term storage;
• convenience in performing additional operations (editing, deleting, archiving, etc.);
• the ability to search for data within files using key markers;
• ease of processing materials using automated systems used by organizations practicing electronic circulation.

Now there are several formats of electronic documents, but the most popular is the "odf" format, which is convenient when working on any software.

The concept and structure of an electronic document can vary significantly. The software for processing it has a huge impact on this. Separately, it is necessary to highlight the materials processed using 1C. Such files are significantly different from others, since they are not highlighted in separate documents. They can only be considered as an information unit with unique identifiers and means of modification.

Such documentation can also include materials that are created as a result of the vigorous activity of applied information systems. They are dynamically generated using existing material stores. Thus, they do not carry any information about themselves, they can only be viewed using the system.

As soon as a document is printed or viewed, it ceases to exist in the system as an object. From now on, it functions as a special application. In the event that the file needs to be opened using other software, it will have to be converted.

What electronic documents exist

An electronic document is a file containing certain information that is not always clear to the user. To create archives and funds of these files, you need to know their classification.

• According to one option, the materials may differ in the presence or absence of similar printed documents.
• Files can also differ in what information they contain. This classification refers to:

1. text,
2. pictorial,
3. sound,
4. multimedia publications,
5. software products.

The latter should be considered as alienated works or publications of separate fragments of texts of programs and codes.

• The largest classification should be considered the types of electronic documents for their intended purpose. Most often there are official publications that are published government agencies, they usually contain regulations.
• Production publications are used in enterprises. They carry information about the organization existing production. Some materials were specially created to inform employees of certain production areas about the existence of norms and requirements when they are on the territory of enterprises.
• Educational and reference publications are produced that are easy to use. You can find the information you need in such a file in a few seconds, which saves a huge amount of time and effort. Such documents can be used not only by students, but also by teachers.
• Political parties quite often use electronic publications as campaign materials. They contain works of public interest, which are intended for a wide audience of readers. In such materials, one can most often find analytical information used by political scientists and sociologists around the world.
• Another classification of documents distinguishes them by the method of distribution. There are local editions that can be used within a single enterprise, they are also issued in paper versions and in a limited number of identical copies.
• Online publications are intended for wide use, their number is not limited. Additional paper copies in this case are not mandatory, from this the value of the electronic document increases several times. Such documents can be easily sent to the archives.

Electronic file documents are a requirement of modern society

Now you know what an electronic document is, what types of it exist, and how they can be used in Everyday life. In this case, the information may be in files in an encrypted format. To work with them, you will need to use existing passwords that can be changed at any time.

Any user of telecommunications channels has the right to create their own documents. The only thing he needs for this is the presence of special software. The period of storage of such files is not limited. You can perform any operations with them at any time.

Electronic document - is information fixed on a material carrier in the form of a set of characters, a sound recording or an image, intended for transmission in time and space using computer technology and telecommunications for storage and public use.

Information on a machine carrier can be recognized as an object legal relations(document in the legal sense) only when it is provided with digital signature . At the same time, the software and hardware that ensure the generation and verification of such a signature must be certified.

An electronic document must meet the following requirements:

be created, transmitted and stored using software and hardware;

have the structure established by this Federal Law;

be able to be presented in a form understandable to human perception.

Electronic edition - an electronic document or a group of electronic documents that has undergone editorial and publishing processing, is intended for distribution in unchanged form, and also has output information.

3. Electronic document management system

All created management documents “serve” certain management functions, for example: planning, accounting, financing, reporting, operational management, staffing, etc.

Documents related to one management function are usually called a documentation system, for example: a system of organizational and administrative documentation.

Documentation system - this is a set of documents interconnected according to the signs of origin, purpose, type, scope of activity, uniform requirements for their execution.

Management functions in all organizations are of the same type, therefore, the documents for each function should be the same in type and form. Bringing documents to optimal uniformity in composition and forms is called unification documents. A unified form of a document is a set of details established in accordance with the tasks to be solved in this field of activity and located in a certain order on the information carrier.

Unification of documents is one of the methods of their standardization. Standardization - this is an activity to establish rules and characteristics for the purpose of their voluntary reuse, aimed at achieving orderliness in the production and circulation of products and increasing the competitiveness of products, works or services.

The standards for management documentation establish the composition of individual elements of the document (requisites), their location and design rules.

The numerous types and varieties of documents, the complexity of their composition, the presence of special rules for giving legal force to documents and other serious problems associated with management documentation make it necessary to single out a special branch of activity that provides documentation and organization of work with official documents. This branch of activity is called office work or documentation management .

The term "office work" in Russia arose in the second half of the 18th century.

Since that time, its use has been fixed by linguistic dictionaries. The term was formed from a combination of the words "case production".

National standard GOST R 51141-98 “Office work, archiving. Terms - definitions" term office work and its terminological synonym document management (DOE) defines as a branch of activity that provides documentation, organization of work with official documents.

office work or system document flow , extends to the practice of both those who manage records and any other person who creates or uses records in the course of business.

A workflow system or workflow system allows you to create a resource of information about the activities of an organization that can support subsequent activities and individual management decisions and ensure accountability to all stakeholders.

With the advent of computer technology, there has been a breakthrough in document management methods, it has become possible to work with documents much more efficiently, easier and faster than before. It is not only about replacing ready-made typographical forms with electronic templates stored on a computer. Although this alone can increase the productivity of office work by orders of magnitude.

At the same time, a breakthrough occurred on several fronts at once. The first wave was raised by the Internet. E-mail, a huge number of available sites with a wide variety of information required a different data structuring system than in a DBMS. "message", HTML, XML, "search engine", etc. - terms from a completely different area than the DBMS.

At the same time, systems of office work and control over the execution of orders began to develop. In these systems, the concept of a document is the main one, even if in reality only secondary information is moving - registration and control cards. And finally, the fundamental substantiation of the "documentary" view of information was brought by attempts to introduce the very paperless technology that, it seemed, should have done away with it. It turned out that in order to transmit meaningful information over the network, it must be “certified” by a signature. But the signature, even if it is electronic, is not placed under some data or data set, but only under a document, an analogue of the same paper one.

Thus, a whole area is gradually formed - document management systems (DMS). One could say - document management, and it would be correct, but, unfortunately, this word is often understood in a very narrow sense as a kind of extension of office work. The region is being formed, although it has not yet taken shape, has not become understood by everyone, “digested” in its particularity, with a clearly expressed concept, range of concepts, tasks, etc. Some of the above have already been worked out enough, others are just beginning to be realized.

Electronic document management - the process of formation, processing, storage and exchange of electronic documents;

Facilities electronic document management - software and/or hardware used in electronic document management;

Participants in the exchange of electronic documents - physical and legal entities, as well as organs state power Russian Federation and local governments and other bodies involved in the exchange of electronic documents;

Sender of an electronic document - a participant in the exchange of electronic documents that generates an electronic document, signs it with an electronic digital signature or other electronic analogue of a signature and sends it to the address of the recipient directly or through an information intermediary;

Recipient of the electronic document - a participant in the exchange of electronic documents who received an electronic document addressed to him;

Intermediary in the exchange of electronic documents (information intermediary) - a legal entity or an individual entrepreneur who performs services related to the exchange of electronic documents between the sender and recipient of electronic documents;

Electronic archive - an array of electronic documents to be stored in the manner prescribed by regulatory legal acts of the Russian Federation;

First of all, electronic document management is beneficial in terms of moving documents. After all, a document in computer form is just a set of codes that are easily sent over computer networks and e-mail, easily replicated, edited and supplemented.

Electronic documents are easily combined, form databases and knowledge bases. Electronic libraries have practically already replaced the inconvenient, incomplete, limited libraries of paper documents. Electronic catalogs provide access to necessary information hundreds of times faster than is possible with paper or card catalogs.

Basic principles of electronic document management:

Single registration of the document, which allows uniquely identifying the document.

Possibility of parallel operations, allowing to reduce the time of movement of documents and increase the efficiency of their execution.

Continuity of document movement, which makes it possible to identify the person responsible for the execution of the document (task) at each moment in the life of the document (process).

A single (or coordinated distributed) database of documentary information, which eliminates the possibility of duplicating documents.

Efficiently organized document search system that allows you to find a document with minimal information about it.

An advanced reporting system for various statuses and attributes of documents, which allows you to control the movement of documents through document management processes and make management decisions based on data from reports.

The practice of exchanging information in in electronic format. In the most general case, paperless workflow is easily supported by Microsoft Office suite programs. Word text editor, Excel spreadsheets, PowerPoint presentation package help to create electronic documents. The Outlook mail client transports them.

Thus, even with a standard office software suite, it is possible to organize electronic document management within an enterprise and even between enterprises. But an increasing number of programmers also do not stand aside and periodically come into play with proposals of their own systems worked out in detail.

Even a special abbreviation for such developments has been approved - ASDOU(Automated systems of documentary support of management). They provide for serious databases that require a long study, numerous and multi-stage checks and rechecks to maintain the confidentiality of the information created and transmitted.

An electronic document can receive the status of a full-fledged document if it is certified electronic signature (ES). An electronic signature is a set of codes that uniquely identify the owner. The technology for creating a digital signature is quite complex, and the means of creating an ES can be different. Their eligibility is established by law. More about electronic signature We'll talk in the next lecture.

Modern document management systems support a single (integrated) information processing technology that contains the following components:

multiuser DBMS;

means of preparing documents (text, graphics, multimedia) in the form of reports, tables, diagrams, forms, forms;

local networks;

means of external communications - e-mail, fax;

system administration tools - determining the software and hardware configuration, setting access rights to the system and its individual components, version control and access rights, notification of violations;

macro programming tools that provide extensibility and customization of systems on specific requirements and customer capabilities.

Obviously, distributed information processing implies the existence of a communication environment that provides the necessary transactions, multiple access to common information resources. To communication system , which performs the functions of information delivery, the following requirements are imposed:

reliability of delivery (excluding the possibility of losing documents);

increased probabilistic-temporal characteristics;

authenticity of transferred documents;

document confidentiality;

message delivery control and traffic registration;

the ability to access external telematic services for transmitting and receiving information from external systems;

system fault tolerance (resource reservation) 1 .

There are various document management systems that perform the listed functions to one degree or another. When choosing a system, it is necessary to be guided by both economic and technical criteria. Of great importance is the continuity of existing technologies, as well as the possibility further development and improving the system based on a single base. The issue of system management and administration is also essential.

Document management systems (DMS)

Document management systems (DMS) provide the process of creating, managing access and distributing large volumes of documents in computer networks, and also provide control over the flow of documents in the organization. Often these documents are stored in special repositories or in the file system hierarchy. File types typically supported by DMS systems include text documents, images, spreadsheets, audio, video, and Web documents. The common capabilities of OMS systems are document creation, access control, transformation, and security.

The structure of electronic document management systems usually includes the following modules , namely:

Module for approval of electronic documents;

Initial registration of all incoming documents and careful control of execution;

Detailed registration log of outgoing documents;

Electronic archive of documents;

Corporate forum;

Various directories of the organization;

Whole system administration module.

In its turn matching module electronic documents is designed to perform the following tasks:

Creation of electronic documents according to the templates accepted in the organization;

Creating a route for the passage of an electronic document;

Coordination of electronic documents by all interested persons who participate in the coordination;

Redistribution of powers of one employee of the company to another;

Document approval;

Storage of resolutions of all persons who agreed on the document;

Coordination in closed mode.

Processing module outgoing and incoming correspondence performs the following operations:

Registration of outgoing and incoming electronic documentation;

Classification of all correspondence;

Installation control;

Issuing instructions for outgoing and incoming electronic documents;

Conducting detailed correspondence;

Direction of an incoming electronic document along already created or new document movement routes;

Storage of all links between outgoing and incoming documents in electronic archives;

Control of the passage of electronic documents along the created routes;

Filling in journals in electronic versions of documents of the organization.

An electronic archive in the electronic document management system was created to store information products, detailed search, selection of copies of the necessary materials and accurate recovery of deleted or erroneously lost documents.

Module of control and issuance of instructions performs the following operations:

Places instructions in the system, the data of the unit in the administrative electronic documents of the organization, minutes of meetings;

Sends instructions to employees from the head of the company, his assistant, and also provides control over the timing of the execution of instructions;

Maintains electronic archives of the organization's documentation.

Administration module performs the following tasks:

Restriction of access rights of employees of the organization;

Checking all user actions.

Electronic document management systems that implement the above structure form a new generation of organization automation systems.

At the moment, the systems existing on the market, based on the technologies underlying them, can be divided into three groups:

1. Western-made systems. Development environments.

2. Systems of local (Russia, Ukraine) production based on Lotus Domino/Notes.

3. Completely local development.

The first group includes the following three Western systems (development environments):

DOCSOpen/DOCSFusion

Lotus Domino.Doc

The second group includes the following companies and systems:

CompanyMedia - InterTrust

OfficeMedia - InterTrust

BOSS-Referent - IT

CINDERELLA NTC - IRM

Escado Interprocom - LAN

Systems that can be attributed to the third group:

1C:Archive - 1C

RBC Docs - RBC SOFT

DocsVision - Digital Design

IIG Intravert - IIG

IT -Inco - IncoFlow

LanDocs - Lanit

Optima-WorkFlow - Optima

VisualDoc - CenterInvest Soft

Grand Doc - Granite

Case - EOS

DocManager - SoftIntegro

Euphrates Cognitive - Technologies

Effect-Office ICC - Garant International

The Delo system is intended mainly for automating the documentation support of the management activities of state organizations, it provides:

control of all stages of office operations and the results of work on the main functional processes of the enterprise;

unified registration of all incoming internal correspondence, including letters and appeals from citizens, by creating registration cards.

search for registration cards and resolutions to control the execution of documents in order to conduct reference and analytical work;

tracking the organization's workflow, including the movement of paper originals and copies of documents, resolutions, performance reports, coordination of documents;

control over the timely execution of instructions, requests from institutions, organizations, resolutions and instructions of the management; checking the deadlines for the execution of documents;

obtaining information and statistical materials, summaries, reports for submission to management;

– storage of electronic documents.

Software-technological complex "Cinderella WIN" - electronic stationery

registration of outgoing and incoming mail, as well as accompanying documents attached to the main document, repeated and secondary documents;

control of performance discipline in time and by performers with a reminder of control documents and deadlines for their execution;

preparation of references, summaries and lists for the entire volume of documents, by thematic headings, etc.;

search for any document (including an answer and a repeated one) by any known attribute or set of attributes, including contextual search by the content (title) of the document;

organization of access to electronic copies of documents.

In institutions where electronic document management is established, after registration, an electronic registration and control card (ERCC), together with an attached document, is sent over the network to the official responsible for making a decision on the execution of the document, and then to the executors of the document in accordance with the details of the resolution.

At the same time, each manager or executor is endowed with certain rights that make it possible to ensure the organization of work with documents as close as possible to the traditional one, according to which the documents are laid out according to the cases formed by him according to the classifier, and which are either waiting for the start of execution (in the case "Documents received"), or accepted by the employee for execution (in the "Documents under execution" file), or transferred to subordinates with an indication of the deadline for execution (in the "Under control" file).

When working with electronic documents, a combined full-text and attributive search should be provided. required document, including through web access to the document database systems.

Files with texts (images) of outgoing and internal documents are also attached to the ERCC using standard technology. An outgoing document, accompanied by the relevant ERCK details, can be protected by an electronic digital signature, encrypted and transferred to the addressee.

The difference between document processing processes for automated document management, from the same processes in electronic document management, is small.

Since modern solutions are used in automated workflow and the selection criterion is only their compatibility with paper workflow, there is nothing predominantly new in its electronic version.

A very important advantage of the document preparation technology used in SEDD is the possibility of automating the entire process of agreeing and approving a document, including using electronic analogues of a handwritten signature.

The technology of electronic document management at this stage is supported by the following functionality systems:

Attaching to the registration and control card (ERCC) an electronic image of the document in the form of a file (files) of any format;

Differentiation of access rights to attached files of an electronic image of a document;

Providing each official - a participant in the clerical process - with his own personal virtual office, which achieves access official to the documents relating to its competence;

Ensuring the process of approval (vising) of draft documents;

Implementation of full-text and attributive search of electronic documents, including remote full-text search;

Sending by e-mail or publication on the Internet portal of the institution of electronic outgoing documents (using Email protected by certified means;

Formation and execution of cases, that is, the grouping of executed documents into cases according to the nomenclature;

Archival storage of electronic documents. The main unit of accounting in the system remains the ERCC of the document, the completeness of the details of which provides the possibility of generating statistical and analytical reports on various information slices, the efficiency of the search.

Processing and sending correspondence

Outgoing documents are sent to addressees using the means of postal communication, telecommunications, and are also delivered by courier, courier service.

The processing of documents for sending by post is carried out by the office management service of the institution in accordance with the Rules for the provision of postal services.

With the use of telecommunications, the clerical service carries out the transmission of telegrams, fax messages, telephone messages, electronic documents using an electronic digital signature and documents in a scanned form without an electronic digital signature.

In the case of sending faxes and documents in scanned form without an electronic digital signature, you must also send the original document in paper form.

The types of documents whose information is transmitted via telecommunication channels, as well as the need and procedure for referring the addressee to their original in paper form, are determined by the instructions of the institution, taking into account the technical and software facilities available in the institution.

Information, telecommunications and information and telecommunications systems must provide protection against unauthorized actions that may lead to accidental or deliberate changes or destruction of information.

Outgoing documents are processed and sent centrally on the day they are received from the structural units - executors or no later than the next working day.

It is not allowed to send or transfer documents without their registration in the record keeping service

During acceptance from performers of outgoing paper documents checked:

The correctness of the document (composition and placement of all the details on it);

The presence and correctness of the address of the correspondent;

The presence of all necessary signatures on the document and its annexes;

The presence of visas on copies of documents remaining in the affairs of the institution;

The presence of a mark on the application on the document;

Correspondence of the number of copies to the number of recipients.

On the original documents to be returned, a stamp is placed on the upper right margin of the first page

Documents sent simultaneously to the same addressee are enclosed in one envelope (packaging). The registration indexes of all documents contained in the envelope shall be affixed to the envelope.

Documents that are addressed to permanent correspondents are recommended to be sent in envelopes indicating the address of the recipient and the sender, which are made in advance by typewriting or printing.

Documents delivered by the courier service are handed over to the addressees against receipt in the corresponding book.

Resending or replacing a previously sent document is carried out at the direction of the official who signed the document, or the head of the records management service.

Structural divisions and individual executors are obliged to transfer outgoing documents and other postal items to the clerical service at the hours set for this by the instructions of the institution.

The originals of orders, plans, protocols, etc. must be left in the institutions that are the authors of these documents. Subdivisions are sent their second copies.

Documents addressed to permanent correspondents are recommended to be sent in envelopes with the address of the recipient and the sender, which is printed in advance.

In case of sending correspondence to other cities of the country, in addition to the name of the institution, position and surname of the addressee, the postal address should be indicated on the envelope.

In the case of correspondence sent abroad, after the name of the addressee, the house number, street, city, county or state, country and postal code are also indicated first. Examples of sending correspondence within Ukraine and abroad are given in Appendix 5.16.

It is possible to use European envelopes with a small plastic window. The main thing at the same time to determine the place of signing the address on the letter corresponded to the size of the window.

In the upper right corner of the envelope, next to the stamps, the order of sending and the features of the enclosed correspondence are sometimes indicated. In this case, the following inscriptions can be used: air mail(air), Confidential(Confidential), Private(Private) Urgent(Recommended) Express(Urgent), Strictly confidential(Top secret). Documents delivered by courier must be handed over to the addressees against receipt in the appropriate journal.

Documents created by computer technology are sent with a cover letter in a package that must comply with technical requirements the safety of media with information recorded on them. A copy of the cover letter is attached to the relevant case on a general basis.

All outgoing correspondence and other postal items are transferred by structural divisions or performers at the hours specified for this, established by the instructions for the office work of a particular institution.

Unformed or not properly executed documents are returned to the contractor for revision.

Structural divisions and individual executors are obliged to transfer outgoing documents and other postal items to the secretary-referent before the appointed hour.

The assistant secretary registers outgoing documents in the register of outgoing documents (Appendix 5.7). In this case, each outgoing document is assigned a number, which consists of the letters of the name and surname of the document, index structural unit and serial number of the document from the beginning of the year. For example: GT / 10-56, where YY is an index that indicates that the document is signed by the head (I. Timoshenko), 10 - index of the author of the document, 56 - serial number.

List of indices assigned, as an example, to divisions educational institution are given in Appendix 5.16.

A note about outgoing documents-answers is made by the secretary-referent in the registration logs of incoming documents, where the number and date of the outgoing document are affixed, the name of the head who signed the document is indicated.

Documents sent simultaneously to one addressee are enclosed in one envelope. Wrapped correspondence is marked and delivered to the post office.

Fulfillment of requirements for rational organization both traditional and electronic document management is possible only under the condition of carefully thought-out document processing technology, compliance with the sequence of operations performed. To do this, it is necessary to develop document flow schemes, route and technological maps for official documentation.