The sed market is becoming a market for Russian producers. Global market for electronic document management systems Entry into the domestic EDMS market of multi-industry IT companies

Systems market electronic document management

Currently, one of the most dynamic areas in the domestic IT industry is the market for electronic document management systems (EDMS).

With the overall dynamics of the IT market at 6% (according to IDC), in 2013 its growth was about 23%, which, in addition, is twice the global indicators for this segment, as well as the growth rate of the software market (15%). archive document management program electronic

According to the deputy head of the Center for Analytical Systems and Development, Denis Vladimirovich Morozov, the reason for this state of affairs is related to the implementation of large-scale informatization programs in the public sector and the active construction of e-government.

Electronic document management is, in fact, the circulatory system of a state or commercial enterprise.

The size of the EDMS market in Russia, according to various estimates, is about 26 billion rubles, of which about 75% falls on implementation services and about 25% directly on license sales.

In the market structure, the majority of sales come from large enterprises (about 45-50%). The public sector almost completely occupies the other half of the market (about 40-45%), leaving SMB no more than 10-15%.

Competition in the EDMS market today is quite intense. At the same time, more than 60% of the market is controlled by five companies: EMC, Cognitive Technologies, 1C, Directum and Microsoft (according to IDC data for 2013) in terms of turnover. It is known that EMC and Microsoft are represented on the EDMS market with replicated solutions from partner companies.

Among the participants in the study, we selected EDMS that are actively developing and have proven themselves in the user environment: “1C: Document Flow”, CompanyMedia from the InterTrust company, DocsVision, SharePoint and “Delo” from the EOS company, Directum, “Thesis” from the Russian developer "Holemont" and software development "E1 EUFRAT" from Cognitive Technologies.

It is worth noting that, in addition to the products participating in the review, there are several dozen more systems on the EDMS market, most of which have not received large-scale distribution.

Products from market leaders have approximately the same set of key functions (registration of documents, control life cycle, routing, reporting, etc.).

Therefore, compare systems according to these criteria practical sense does not have.

On the other hand, when choosing a system, of increased interest are the capabilities that are among the market trends and are an extremely necessary addition to the EDMS functionality (for a number of developers, along with the main capabilities, they are included in the basic functionality) when working with documents in organizations of different levels. These include services for maintaining contracts, a web client, work management, integration with 1C, maintaining a client base and document archive, document entry and recognition (OCR), as well as citizen appeals.

Looking forward, we can say that in the near future, such innovations as the possibility of gamification and socialization of solutions can easily enter this list.

This is a kind of new stage in the development of EDMS, allowing for the presentation of information in a game form, as well as communication between system users according to organizational principles close to social networks.

One of the determining criteria for choosing an EDMS buyer has been and remains the price of the product.

To best represent the price offers of research participants, we selected two comparative sections for the maximum configuration (based on the sale of a license for 200 users) and the minimum configuration (based on the sale of a license for 10 users).

When preparing the study, information from open sources was used (the Internet, information sites of the software products and development companies in question, demo versions of the EDMS).

Thus, the functional criteria of the study included the presence of options in the EDMS:

• - web client,
• - conducting contracts,
• - work management,
• - integration with 1C,
• - maintaining a client base,
• - archive of documents (automatic import of documents),
• - document recognition (OCR),
• - appeals from citizens.

The results of comparing the functionality of the EDMS according to the specified criteria are presented in the table below.

Scoring for these criteria was carried out using a three-point system:

• 2 points - if the function is present in the software product and is included in the basic system package declared by the developer (there is no need to purchase it additionally);
• 1 point - the function is declared by the developer, but is not included in the basic package (you need to purchase it additionally);
• 0 points - the function is not declared.

Table of results for comparing the functionality of the EDMS according to the criteria: “Availability of a web client”, “Maintaining contracts”, “Work management”, “Integration with 1C”, “Maintaining a client base”, “Document archive (automatic import of documents)”, “Recognition documents (OCR)", "Appeals from citizens"

The following are the results of a comparison of the cost of EDMS in their declared minimum configuration. The minimum configuration should be understood as the minimum available set of system functionality, including the capabilities considered in the study. The calculations used the prices declared by the developers for user licenses, which allow you to use all the minimum functionality of the system.

To evaluate the EDMS according to this criterion, the cost scale of the systems was divided into seven equal intervals with a distance of 20,200 rubles (the difference between the highest and lowest cost of the EDMS, divided by the number of intervals), within which it was considered that the study participants had equal costs and received the same points .

In this case, the minimum score (1) was given by SED with highest price, and the maximum score (in this case 7) - with the lowest.

Table of comparison of EDMS according to the criterion “Cost of the system in the minimum configuration”

Below are the results of comparing the EDMS according to the criterion “Cost of the system in the maximum configuration.”

As in the case of assessing the EDMS according to the criterion of the cost of the minimum configuration, the scale was divided into seven equal intervals with a distance of 141,298.6 rubles (the difference between the highest and lowest cost of the EDMS, divided by the number of intervals), within which it was considered that the study participants had equal cost and received the same points. In this case, the minimum score (1) was given to the EDMS with the highest price in this configuration, and the maximum score (in this case 7) was given to the lowest price.

Table of comparison of EDMS according to the criterion “Cost of the system in the maximum configuration”

The criteria were then ranked according to their level of importance to the potential user. The ranking was based on data from a sociological survey of 7,563 representatives of the IT service of medium and large enterprises in Moscow and 21 cities from the constituent entities of the Russian Federation. The most important factor for respondents was the price criterion for the maximum configuration of the EDS. It was given the highest score of -1. Other criteria received values ​​ranging from 0 to 1 in proportion to the level of their importance for users.

Table of criteria significance coefficients

The final score for each SED was calculated as the sum of the scores obtained for each criterion, multiplied by the weight of each criterion. A summary table of the study results is shown below.

Thus, the winner of our rating was the E1 EUFRAT system from Cognitive Technologies. The system has the most complete functionality at the lowest cost. The absence of additionally purchased modules makes the system attractive to customers of different status and rank. DocsVision EDMS is in second place. Despite the need to purchase the necessary functionality using plug-ins, the price basic configuration the system remains quite profitable, although it is inferior to the EDMS E1 EUFRATES.

And finally, the Thesis system took third place in the ranking. EDMS is more suitable for small and medium-sized businesses - with small quantity licenses, the basic functionality declared by the developer is quite sufficient for work. However, the system begins to noticeably lose as the number of user licenses increases.

Alexander Glinskikh (PhD)

• Introduction
• Basic concepts about electronic document management systems
  • Purpose of the EDMS
  • Basic properties of EDMS
  • General classification of EDMS
• Analysis of the current state of the global EDMS market
  • general review
• Russian EDMS market
  • general review
• Examples of the use of EDMS in the world
  • EDS in healthcare
  • EDS in pharmaceuticals
  • EDMS in the field of issuing loans
  • EDMS in the field of patenting
  • EDMS in the field of design
  • Examples of using OMS systems
• Integration of EDMS with other applications
• Features of the selection and implementation of EDMS
• conclusions

Introduction

The development of human civilization is accompanied by a stunning increase in the volume of information created, processed and stored. For example, according to ASAP magazine, about 6 billion new documents appear in the world every year. According to the Delphi Consulting Group, currently in the United States alone, more than 1 billion pages of documents are created daily, and more than 1.3 trillion are stored in archives. various documents.

It should be noted that the flows of corporate information are extremely diverse in terms of sources and forms of presentation. However, they can be conditionally classified according to the form of storage: electronic and paper documents. It is estimated that currently only about 30% of all corporate information is stored in in electronic format(both structured - in databases, and unstructured). All other information (about 70%) is stored on paper, creating considerable difficulties in finding it. However, this ratio is gradually changing in favor of electronic storage (in particular, through the development of electronic archive systems). According to Delphi Consulting Group, the volume of corporate electronic text information doubles every 3 years. According to the forecast of the same ASAP magazine, by 2004, only about 30% of corporate information will remain in paper form, and 70% of information will be stored electronically. It is unlikely, of course, that someday all documents will become exclusively electronic, but there is no doubt that the electronic form of document storage will prevail in the future.

These impressive figures and data only indicate that for any enterprise or organization, the issues of optimizing document flow and controlling information processing are of key importance. This statement can be confirmed by the following data. According to Siemens Business Services, a manager spends up to 80% of his working time working with information, up to 30% of employees’ working time is spent on creating, searching, approving and sending documents, each internal document is copied, on average, up to 20 times and up to 15 % of corporate documents are irretrievably lost (at the same time, according to ASAP magazine, the average employee spends up to 150 hours of his working time annually searching for lost information). There are also estimates that up to 40% is spent on working with documents. labor resources and up to 15% of corporate income.

That is why management efficiency of enterprises and organizations not least depends on the correct solution to the problems of prompt and high-quality generation of electronic documents, control of their execution, as well as thoughtful organization of their storage, search and use. Need in effective management electronic documents and led to the creation electronic document management systems (EDMS), to which this article is devoted. The main purpose of the article is to present for Jet Info readers a retrospective of the current state of the global EDMS market, prospects for its development, as well as a fairly large number of examples of the use of EDMS in the world. You can get acquainted in more detail with all issues related to EDMS using a fairly large number of specialized Web resources (both Russian and English), for example, www.document.ru, www.docflow.ru, websites of EDMS developer companies, etc. .

Basic concepts about electronic document management systems

Purpose of the EDMS

According to industry analysts, electronic document management includes: the creation of documents, their processing, transmission, storage, output of information circulating in an organization or enterprise, based on the use of computer networks. In general, electronic document management is understood as organizing the movement of documents between departments of an enterprise or organization, user groups or individual users. At the same time, the movement of documents does not mean their physical movement, but the transfer of rights to use them with notification of specific users and control over their execution.

IDC defines the concept of EDMS as follows (meaning EDMS - Electronic Document Management Systems): "EDMS 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 a file system hierarchy. File types that are typically supported by ERMS include: text documents, images, spreadsheets, audio data, video data, and Web documents. General EDMS capabilities include: document creation, access control, data conversion and data security."

The main purpose of the EDMS is to organize the storage of electronic documents, as well as work with them(in particular, searching them both by attributes and by content). The EDMS should automatically track changes in documents, deadlines for execution of documents, movement of documents, and also control all their versions and subversions. A comprehensive EDMS must cover the entire cycle of office work of an enterprise or organization - from setting the task of creating a document to its storage in the archive, and ensure centralized storage of documents in any format, including complex composite documents. EDMS should combine disparate document flows of geographically remote enterprises into unified system. They must provide flexible document management, both through rigid definition of movement routes and through free routing of documents. The EDMS must implement strict differentiation of user access to various documents depending on their competence, position and powers assigned to them. In addition, the EDMS must be customized to the existing organizational structure and records management system of the enterprise, as well as integrate with existing corporate systems.

The main users of EDMS are large government organizations, enterprises, banks, large industrial enterprises and all other structures whose activities are accompanied by a large volume of created, processed and stored documents.

Basic properties of EDMS

Openness

All EDMS are built on a modular basis, and their API interfaces are open. This allows you to add new functions to the EDMS or improve existing ones. Currently, the development of applications integrated with EDMS has become a separate type of business in the industry industrial production Software, and many third companies are ready to offer their services in this market segment. The ability to relatively easily add many modules from third companies to the EDMS significantly expands them functionality. For example, modules for document input from a scanner, communication with by email, with fax forwarding programs, etc.

High degree of integration with application software

The key feature of the EDMS is high degree their integration with various software applications through the use of technology OLE Automation, DDE, ActiveX, ODMA, MAPI etc. And when directly working with documents, there is no need to use EDMS utilities at all. Users deal only with conventional application programs: at the time of installation of the client part of the EDMS, application programs are supplemented with new functions and menu elements. For example, a user of the MS Word word processor, opening a file, immediately sees libraries and folders with EDMS documents (from where he selects the document he needs). When saving, the document is automatically placed in the EDMS database. The same applies to other office and specialized programs.

It should also be noted that most common EDMS implement integration with the most well-known ERP systems (in particular, SAP R/3, Oracle Applications, etc.). The ability to integrate with various applications is one of the characteristic properties of an EDMS. Thanks to it, EDMS can act as a link between various corporate applications, thereby creating the basis for organizing office work in an enterprise. Some industry analysts even believe that EDMS may well become the basis of a corporate information system of an enterprise or organization (there are other opinions).

Features of document storage

EDMS operate primarily on the basis of distributed architectures and use various combinations of technologies for collecting, indexing, storing, searching and viewing electronic documents. Most EDMS implement a hierarchical document storage system (according to the “cabinet/shelf/folder” principle). Each document is placed in a folder, which, in turn, is located on a shelf, etc. The number of nesting levels when storing documents is not limited. The same document can be part of several folders and shelves through the use of a link mechanism (the source document in this case remains unchanged and is stored in a place determined by the EDMS administrator). A number of EDMS implement even more powerful storage capabilities by organizing links between documents (these links can be established and edited graphically).

Any document in the EDMS has a certain set of attributes (for example, its title, the author of the document, the time of its creation, etc.). The set of attributes can change from one document type to another (within one document type it remains unchanged). In an EDMS, document attributes are stored in a relational database. For each document type using visual aids a card template is created, where the names of the document attributes are presented in a clear graphical form. When entering a document into the EDMS, the required template is taken and the card is filled out (attribute values ​​are entered). Once filled out, the card is linked to the document itself.

In most cases, the server part of the EDMS consists of the following logical components (which can be located on one or several servers):

• Storage of document attributes (cards);
• Document storage;
• Full-text indexing services.

A document store usually refers to a store of document content. Attribute storage and document storage are often combined under the general name "document archive". To store attributes, most EDMS use DBMS Oracle, Sybase, MS SQL Server and Informix, which provide document search by attributes.

To store the contents of documents directly, most EDMS use file servers MS Windows NT, Novell NetWare, UNIX, etc. In this case, heterogeneous combinations of network environments can be implemented. For example, a database with document attributes can run under UNIX OS on a TCP/IP network, and the documents themselves can be stored under Novell NetWare OS on an IPX/SPX network. It should be noted that the great advantages of EDMS are storing documents in their original format and automatically recognizing multiple file formats.

Recently, storing documents along with attributes in a database has become increasingly popular. This approach has its advantages and disadvantages. The advantage is a significant increase in the security of access to documents, but the main disadvantage is the low efficiency of working with documents with a large volume of stored information. This approach also requires the use of powerful servers with large amounts of RAM and hard drives. In addition, if the database fails, it will be very difficult to restore the documents stored in it. It is also necessary to be strictly tied to a specific DBMS.

Features of document routing

EDMS modules responsible for document flow are usually called document routing modules. In general, the concepts of “free” and “hard” document routing are used. With “free” routing, any user participating in the document flow can, at his own discretion, change the existing route for documents (or set a new route). With “hard” routing, the routes for passing documents are strictly regulated, and users do not have the right to change them. However, with “hard” routing, logical operations can be processed when the route changes when some predetermined conditions are met (for example, sending a document to management when a specific user exceeds his official authority). In most EDMS, the routing module is included in the delivery package; in some EDMS it must be purchased separately. Full-featured routing modules are developed and supplied by third parties.

Access control

The EDMS implements reliable means of delineating powers and controlling access to documents. In most cases, they are used to determine the following types of access (the set of permissions specified depends on the specific EDMS):

• Full control over the document;
• The right to edit, but not destroy the document;
• The right to create new versions of a document, but not to edit it;
• The right to annotate the document, but not to edit it or create new versions;
• The right to read the document, but not edit it;
• The right to access the card, but not the contents of the document;
• Complete lack of access rights to the document (while working with the EDMS, every user action is logged, and, thus, the entire history of his work with documents can be easily controlled).

Tracking versions and subversions of documents

When several users work with a document simultaneously (especially when it needs to be approved by various authorities), a very convenient function of the EDMS is the use of versions and subversions of the document. Let's assume that the executor created the first version of the document and passed it on to the next user for review. The second user changed the document and created based on it new version. Then he passed his version of the document to the next authority to a third user, who created a third version. After a certain time, having read the comments and corrections, the first executor of the document decides to modify the original version and, on its basis, creates a subversion of the first version of the document. The advantage of EDMS is the ability to automatically track versions and subversions of documents (users can always determine which version/subversion of a document is the most relevant in the order or time of their creation).

Availability of utilities for viewing documents of different formats

Most EDMS include utilities for viewing documents (so-called viewers) that understand many dozens of file formats. With their help it is very convenient to work, in particular, with graphic files (for example, with drawing files in CAD systems). In addition to the basic set of viewing utilities (included in each EDMS), you can purchase additional utilities from third parties that integrate well with the EDMS.

Annotating documents

When organizing group work on documents, the ability to annotate them is usually very useful. Since in some cases users are deprived of the rights to make any changes to the document during the approval process, they can use the ability to annotate it. In most EDMS, annotation is implemented by including an attribute for annotation in the document card and transferring to users the rights to edit such a card field. But such a solution is not always acceptable (especially when annotating a graphic document). In this regard, in some EDMS there is a so-called “red pencil” function, with which you can graphically indicate flaws in the image itself. Software tools that implement the "red pencil" function are widely offered by third parties.

Support for various client programs

Most EDMS clients can be PCs running MS Windows or Windows NT. Some EDMS also use UNIX and Macintosh platforms. In addition, all modern EDMS allow you to work with documents through standard Web navigators. Since Web navigators can be hosted on a variety of client platforms, this makes it easier to solve the problem of ensuring the operation of EDMS in heterogeneous network environments. When using Internet technologies, the EDMS has another server component responsible for accessing documents through Web navigators.

General classification of EDMS

ECM concept

The issue of EDMS classification is quite complex due to the rapid development of the market for these systems. Moreover, starting from 2001, the concept began to gain increasing popularity "Enterprise Content Management - ECM", not electronic document management (according to Forrester TechRankings). Term ESM appeared with the light hand of a trade association AIIM International and covers all corporate information management systems.

At the same time, if Forrester Research defines ECM as integrated approach to document and web content management, then for consulting company Doculabs enterprise content management ECM is "a category that combines the capabilities of enterprise document management systems and content management systems with the ability to manage the full lifecycle of enterprise content (with the number of content types continuing to grow)" .

From the perspective of industry analysts, the ECM concept offers many business benefits. An ECM system that integrates all content- and process-oriented technologies within an enterprise provides a common infrastructure for managing its document flow, minimizing the need to deploy and support multiple technologies to implement various business functions. The essence of this approach (also called infrastructure) is that corporate content should not belong to just one application or system. It should be available to many applications and freely distributed between them. An important property of the ECM infrastructure (which includes corresponding applications from most industry vendors) is its independence from a single universal content store. The ECM infrastructure integrates many specialized (or legacy) data repositories (even from competing vendors), including, but not limited to, electronic product document repositories, email, Web content repositories, file systems, and even DBMSs. Thus, The ECM infrastructure provides a common integration (or virtualization) layer for each data repository(allowing them to be queried from anywhere across the enterprise), thereby minimizing the need to integrate electronic document management systems and content management systems from multiple vendors. In addition, with the help of the ECM infrastructure, corporate content management services such as personalization, access control, user permissions management, etc. are implemented (which simplifies the administration and maintenance of the ECM system).

The capabilities of ECM systems can be divided into several main categories:

General Content Management Features, which refers to the ability to manage a variety of electronic objects (images, office documents, graphics, drawings, Web content, email, video, audio and multimedia). The ECM system provides a repository for all these types of electronic objects with various library services (content profiling, check-in/check-out functions, version control, revision chronology, document access security, etc.), as well as the ability to manage data objects throughout their entire life cycle.

Process control functions, which refers to the ability to automate and manage business processes and work flows.

Integration with other ECM systems, implying the ability to integrate an ECM system with external ERP systems, office applications, content storage, and other EDMS. Integration can be accomplished using a variety of approaches, including the use of object-oriented interfaces (such as EJB), connectors, APIs, enterprise application integration technologies EAI (Enterprise Application Integration) and etc.

It should be noted that ECM exists so far only as a concept, and ECM infrastructure today to a large extent represents only a look at the prospects for the development of the EDMS market. For example, some industry vendors talk a lot about content management, but they focus their systems only on managing Web content or office documents. In addition, they lack a clear vision for how to create an open ECM infrastructure that integrates specialized repositories across the enterprise. According to analysts from Doculabs (which studied the solutions of leading developers of EDMS systems), although vendors recognize the importance of the ECM concept, they are still quite far from fully implementing it in their systems.

Classification of EDMS

According to IDC analysts, currently there are the following main types of EDMS (some of the EDMS can simultaneously belong to several types, since they have functions corresponding to them):

EDMS focused on business processes (business-process EDM). They form the basis of the ECM concept. Systems of this type (EDMS) are designed for specific vertical and horizontal applications (sometimes they also have industrial applications). EDMS systems provide the full life cycle of working with documents, including working with images, managing records and workflows, content management, etc. EDMS systems provide storage and retrieval of 2-D documents in original formats (images, CAD files, spreadsheets etc.) with the ability to group them into folders. There is an opinion among some industry analysts that (depending on the indexing scheme and applications used) this document-oriented approach can provide up to 80% of the functionality of a PDM system in a number of EDMS systems at a lower implementation cost. The most well-known developers of EDMS systems are Documentum (Documentum system), FileNet (Panagon and Watermark systems), Hummingbird (PC DOCS system), etc. Vendors that have been more successful in content management than other companies (for example, Documentum and FileNet companies) have focused its activities on the implementation of such functions in the EDMS as template management, dynamic presentation management and Web content publishing. It should be noted that while almost all EDMS systems provide a good level of implementation of repositories and library services for managing electronic content (for example, images and office documents), each of them is the strongest in its area. For example, systems from Open Text and iManage have the most well-developed management of office documents. In turn, systems from Tower Technology, FileNet, IBM and Identitech are particularly strong at managing images of high-volume products.

Corporate EDMS (enterprise-centric EDM). Systems of this type provide a corporate infrastructure (available to all corporate users) for creating, collaborating on, and publishing documents. The basic functions of corporate EDMS are similar to the functions of EDMS focused on business processes. As a rule, corporate EDMS are not intended for use only in a specific industry or for solving a narrow problem. They are being implemented as general corporate technologies. The development and promotion of corporate EDMS are carried out by Lotus (Domino.Doc system), Novell (Novell GroupWise), Open Text (LiveLink system), Keyfile, Oracle (Context system), iManage, etc. For example, the Open Text Livelink system ensures collective work on project documents for external and internal users, conducting online discussions, distributed planning and routing of documents, etc.

Content management systems. Systems of this type provide content creation, content access and management, content delivery (down to the level of document sections and objects for their subsequent reuse and compilation). Having information available not as documents but as smaller objects makes it easier to share information between applications. Managing Web content requires the ability to manage the various content objects that may be included in a Web presentation (for example, HTML pages and Web graphics). In addition, managing Web content requires the ability to create presentation templates that are used to present dynamic content and personalize it (based on user preferences, their profiles, etc.). Content management systems from Adobe, Excalibur, BroadVision, Documentum, Stellent, Microsoft, Divine, Vignette, etc. are known on the world market. A certain level of Web content management is also offered by FileNet, Tower and Identitech. In turn, IBM implements Web content management functions based on solutions from Interwoven and Open Market (through partnerships with them), and Tower has integrated its electronic document management software with Web content management solutions from Stellent .

Information management systems - portals. Such systems provide information aggregation, information management and delivery via the Internet/intranet/extranet. With their help, the ability to accumulate (and apply) experience in a distributed corporate environment is realized based on the use of business rules, context and metadata. Portals also provide access through a standard Web browser to a number of e-commerce applications (usually through the interface of an ERP system). Examples of portals are Excalibur, Oracle Context, PC DOCS/Fulcrum, Verity, Lotus (Domino/Notes, K-Station) systems.

Imaging systems. With their help, information scanned from paper media is converted into electronic form(usually in TIFF format). This technology underlies the conversion into electronic form of information from all legacy paper documents and microfilms. The basic functions of a standard image processing system include: scanning, storage, a number of image search capabilities, etc.

Workflow management systems. Systems of this type are designed to provide routing of work flows of any type (defining file routing paths) within corporate structured and unstructured business processes. They are used to increase the efficiency and controllability of corporate business processes. Workflow management systems are usually purchased as part of a solution (for example, EDMS systems or PDM systems). Here we can note such developers as Lotus companies (Domino/Notes and Domino Workflow systems), Jetform, FileNet, Action Technologies, Staffware, etc. FileNet and IBM companies also provide a good level of work flow management in their solutions (through integration with MQ software Series Workflow), Identitech, Tower (via integration with Plexus and Staffware software), Gauss (via integration with Staffware software), etc.

The classification of EDMS proposed by IDC can be supplemented also corporate electronic records management systems. The corporate records management software market segment is already about 5 years old. Corporate records are fixed in time and immutable. They provide evidence of business transactions, various rights and obligations, etc. Corporate users must determine for themselves what content should be made a corporate record (this decision requires an assessment of the future needs of their business). Enterprise solutions that require content retention include core business systems including ERP and accounting systems, email systems (e.g. MS Exchange), reporting and output management systems, e-commerce systems, collaboration software (project management systems) , online conferencing, etc.). Examples of records management systems include software Capture from Tower Software, iRIMS from OpenText and Foremost by TrueArc.

Many important record management functions in the EDMS did not exist before (for example, classification functions). Methods for physically deleting records and indexes at the end of their life cycle (if necessary) were also not implemented. According to the Gartner Group, enterprise users need to supplement their Web sites with the functionality of records management systems. A number of developers of Web content management systems to support Web site records are already expanding their functionality with the help of records management systems. Work in this direction became especially noticeable in 2002. For example, the Stellent company integrated its content management software with the Foremost records management system from TrueArc (it should be noted that the integration of records management software with an EDMS is very difficult, since it is necessary to solve the problems of duplication of functions and repositories). With this integration, it became possible to take “snapshots” of a Web site and manage them like records. Interesting features such as recording screens encountered during an online transaction are also implemented (for example, in WebCapture software from Tower Technology). Open Text acquired records management systems company PS Software and integrated its iRIMS software as a module into its LiveLink software. Documentum, IBM, and Interwoven (among other content management software vendors) are also adding records management system functionality to their content management software.

Many enterprise users want to collect data from different applications running in a heterogeneous environment and generate reports electronically. This capability is especially necessary for companies using ERP systems (which always collect and store a lot of information, but do not always have the ability to flexibly generate all the necessary reports).

That is why the so-called output management systems (OMS), the main purpose of which is to generate output documents. Some OMS systems additionally include archiving and long-term storage of output reports and documents. In this regard, many of the OMS systems are classified by the Gartner Group as integrated document archive and retrieval systems (IDARS - integrated document archive and retrieval systems). However, the main reason for the popularity of OMS systems is still the market niche they occupy - the generation of documents and reports in information systems enterprises and organizations built using ERP systems. According to Gartner Group analysts, one of the weaknesses of modern ERP systems is precisely poor management of the generation of output documents (ERP system developers are more focused on improving the functionality of key modules of their software than on the “minor” issues of ensuring the generation of output reports that do not have, in their opinion, good market prospects). This lack of ERP systems was the main factor in the emergence and rapid development of the OMS systems market. A number of OMS systems are responsible only for the distribution and delivery of output documents (electronically in HTML, XML and PDF formats). Very often, OMS systems are integrated with document and image scanning software packages. A useful feature of some OMS systems is interaction with legacy corporate systems.

It can also be noted special electronic document management modules, built into ERP systems (SAP R/3, Baan, etc.). However, the capabilities of these modules are quite limited, since it is almost impossible to create a universal and fully functional ERP system.

Benefits of using EDMS

According to Forrester Research, 38% of Fortune 500 companies believe that purchasing a modern EDMS is critical to the success of their business. According to the opinion of industry analysts (there are quite a lot of such opinions, differing in certain points from each other), the benefits for corporate users when implementation of EDMS quite diverse. For example, according to Siemens Business Services, when using an EDMS:

• Staff productivity increases by 20-25%;
• The cost of archival storage of electronic documents is 80% lower compared to the cost of storing paper archives.

It is also generally accepted that tactical and strategic benefits are acquired when implementing EDMS. Tactical benefits determined by the reduction in costs when implementing an EDMS associated with: freeing up physical space for storing documents; reducing costs for copying and delivering paper documents; reduction in costs for personnel and equipment, etc. strategic include benefits associated with increasing the efficiency of an enterprise or organization. These advantages include:

• The emergence of the possibility of collective work on documents (which is impossible with paper-based records management);
• Significant acceleration of searching and retrieving documents (by various attributes);
• Increased information security due to the fact that working in the EDMS from an unregistered workstation is impossible, and each EDMS user is assigned their own access rights to information;
• Increasing the safety of documents and the convenience of their storage, since they are stored electronically on the server;
• Improving control over the execution of documents.

Analysis of the current state of the global EDMS market

general review

The global EDS market will soon be 20 years old. It is very fragmented, as it contains both world-famous multidisciplinary IT companies and relatively little-known (or known only in their market niche) firms. By various estimates in the world there are now several hundred software applications (which can be classified as EDMS), differing from each other both in functionality and technological solutions. Hundreds of companies around the world are developing applications in the field of electronic document management, the most famous of which include (in alphabetical order): ACS Software, Action Technologies, Adobe, Artesia, AXS-One, BroadVision, Cyco, Cypress, Datamax Technologies, Datawatch, Divine, Documentum, Dynamic Imaging, Eastman Software, Excalibur, FileNet, Hyland Software, HP/Dazel, Hummingbird, Gauss Interprise, IBM, Ideal, Identitech, iManage, Interlucent Internet Solutions, Interwoven, InterTech, Ixos Software, Jetform, Keyfile, Kofax, Lotus Development, Microsoft, Mobius Management Systems, Novell, OIT, OpenText, Optio Software, Optika, Oracle, OTG, Plexus, Radnet, RedDot Solutions, Siemens Nixdorf, SER Macrosoft, SER Solutions, Saperion, Saros, Staffware plc, Stellent, Symantec, Tower Software, Tower Technology, TrueArc, TSP; Unisys, Vignette, Westbrook Technologies, etc.

IDC analysts consider the prospects for the global market for document and content management technologies ( document and content technologies - DCT) quite favorable (report "Document and Content Technologies Applications Forecast and Analysis, 2000-2004") due to the continuing growth in the need of corporate users to improve the efficiency of their collective work with corporate documents (according to GartnerGroup, by the end of 2001 there were about 40 million EDMS users). In this report, IDC identifies the following segments of the DCT market: the EDMS itself; content management systems for enterprise portals and content management systems for e-commerce. According to IDC, the global DCT market is projected to grow from $1.1 billion in 1999 to nearly $4.4 billion in 2004, at a CAGR of 32% (compared to IDC's Document Management Market Review). and Forecast: 1998-2003", in 1998, the volume of the global EDMS market was about $750 million, including $200 million for the Western European market). The development of the DCT market is also facilitated by the further spread of e-commerce and the increasing need of enterprises for Web-compatible integrated information access tools. At the same time, consumer demand for tools for collecting, searching and analyzing information is growing especially rapidly, with the help of which it is possible to more quickly process heterogeneous collections of text files, graphic files, video and audio files. According to IDC, EDMS sales currently form the basis of income in the DCT market. However, the e-commerce application segment is still growing faster. In 1998-1999 the volume of this segment grew by 143.1%. For comparison, the volume of the EDMS segment during the period under review increased only by 19.5%, and the volume of the application segment for enterprise portals - by 64.6%.

A more recent IDC forecast (the Document and Content Technologies Market Forecast and Analysis Summary, 2001-2005) assesses the prospects for the global document and content management systems market during the economic downturn (and with a reassessment of its development prospects after the events of September 11). And, although the global market for these systems has not repeated its extraordinary growth of 89% (as in 2000), IDC predicts good development prospects for it. IDC's initial forecast is based on data collected in 2000 and the first quarter of 2001. The market is projected to grow at an annual rate of 47.2% (from $2 billion in 2000 to more than $14 billion in 2005). After the tragedy of September 11, the forecast was revised downward. IDC analysts believe that enterprise users' plans to purchase document and content management systems will be on hold for the first three quarters of 2002. The market is expected to recover by the end of 2002 and during 2003-2005. According to Gartner Group, demand for enterprise document management systems will continue, but their developers are under pressure from market conditions (requiring further price reductions), continued product differentiation and the need to provide VAR capabilities. The popularity of portals will continue to grow. According to IDC forecast (report "Worldwide Enterprise Information Portal Software Forecast and Analysis, 2001-2006"), the volume of the global market for software for creating enterprise information portals (enterprise information portal - EIP) will increase from $550.4 million in 2001 to $3.1 billion in 2006. In turn, according to the Gartner Group forecast, the average annual growth rate of the portal market segment over the next 5 years will be 30% (while Ovum analysts They believe that given the current difficult situation in the global economy, many “portal” initiatives will simply be “put on the shelf”). Interest in image management systems is also growing significantly.

IDC analysts also did not ignore the market for services in the field of content and document management (report "Content and Document Management Service Market Forecast, 2001-2006"). According to IDC, this market will increase annually at an average growth rate of 44% to reach $24.4 billion by 2006. IDC's list of such services includes planning and design services, as well as implementation, training and support services provided to clients to help them effectively manage enterprise content.

According to the general opinion of analysts, the importance of introducing modern EDMS to ensure successful business operations has remained, and in the foreseeable future their importance will only increase.

Main trends in the development of the global EDMS market

Further development of the market, its consolidation, the emergence of new participants in the market, differentiation of offers from market participants

Mergers and acquisitions continue in the EDMS market, to a large extent by world-famous IT firms (Oracle, Microsoft, SAP, Baan, etc.) that have entered a new field of activity. The process of absorption of EDMS developers by large IT firms and the integration of their technologies into their own solutions has become noticeable. For example, in April 2001, Microsoft acquired Ncompass Labs (Vancouver, Canada), developer of the Resolution Web content management system, which became the basis for Microsoft Content Management Server 2001, released in early August 2001. Web Management System Vendors - content creates alliances with portal developers (or acquires them). In this case, a kind of synergistic effect arises between Web content management systems and portals (such convergence of Web content management systems and portals creates a new form of group work). Partnerships have also begun to form between developers of document and content management systems and vendors of image management systems (for example, Artesia and Vignette).

Many vendors are differentiating their offerings and developing or improving their own workflow components. This is the case, for example, with Oracle, which added a document flow component to the Oracle Applications Suite software. The developer of ERP systems for medium-sized enterprises, JBA International (www.jbaworld.com), also added a document flow module to its system. At the same time, Lotus Development offers its document management system, which can be used to automate Domino-based customer service applications. In September 2001, Vignette released Vignette Content Suite V6, which combines previously standalone Web content management, personalization, application integration, content aggregation and syndication, and Web site traffic analysis and reporting.

Integration of EDMS with common corporate applications

Integrating enterprise data and applications is one of the biggest challenges facing businesses today, and will continue to be a challenge in the future. According to IDC analysts (report "Surviving the eBusiness Transition: Strategies for Enterprise Information Management"), in the era e-business Only those enterprises that most thoughtfully formulate a strategy for managing their corporate information will succeed ( Enterprise Information Management - EIM). The goal of an EIM strategy for any enterprise is to provide easy and quick access to all corporate knowledge and data and the ability to manage corporate information from anywhere (it must be relevant and accessible in all contexts). Such enterprises will require deep integration of all their enterprise applications that exchange information with each other.

In this regard, the possibility of integrating the EDMS with other corporate applications (both our own and other developers) is of particular relevance. According to IDC (Report "Enterprise Integration Software Forecast & Analysis, 2001-2005"), the global market for enterprise application integration software grew by 88.4% from 1999 to 2000, thereby confirming the importance of integrated solutions for enterprises. Although its growth rate will decrease over the next 5 years due to difficult economic conditions worldwide, IDC believes that this market will continue to outpace the entire software development industry through 2005 (with an annual growth rate of 43.9%).

Despite the current economic downturn, IDC analysts believe that enterprises will continue to participate in integration projects for the following reasons:

• Integration of enterprise applications allows better use of complex heterogeneous systems;
• There remains a need for legacy systems to work together with new applications;
• The ongoing process of mergers and acquisitions in the global IT market is forcing enterprises to integrate applications in their heterogeneous corporate information systems.

It should be said that the industry is actively addressing issues of unifying the development of EDMS and their integration with common operating systems, applications, and various interface environments (in particular, the consortium is engaged in this Workflow Management Coalition, working hard to create appropriate standards). Currently, dozens of IT companies offer their solutions for integrating enterprise applications, based on different (and sometimes incompatible) technologies. This variety of offerings often makes it difficult for enterprise users to select the right integration strategy and integration solution providers.

It is interesting to note that the integration methods offered by integration solution providers are also changing. Currently, the main integration (virtualization) layer is mainly the API interface provided by sole supplier enterprise content management infrastructure. That is, even if content repositories from many companies are integrated, the API provider becomes the primary infrastructure vendor for the entire enterprise. However in the future it is planned to move from integration via API interfaces(which are system-dependent) to integration through Web services based on communication via XML messages using system-independent vocabularies and protocols (one of the first, back in 2000, was the idea of ​​Web services promoted by Microsoft in its .NET solution , this idea is now supported by Sun Microsystems, HP and Oracle, which include tools and components of Web services in their own J2EE platforms). This will eliminate the enterprise's dependence on a single vendor (if it is necessary to integrate corporate applications), although it will require the creation of new standards. Enterprise content management infrastructure developers plan to deliver their software as Web services starting in 2002, using standards such as SOAP, ebXML or UDDI. Industry analysts believe IBM and Documentum could be the leading enterprise content infrastructure providers in the future. Both companies have already implemented integrated search and content management capabilities for multiple repositories. For example, Documentum integrated Lotus Domino software, while IBM integrated both Documentum 4i and FileNet Panagon software.

An example of integration is joint activities Documentum and PricewaterhouseCoopers companies. They integrated all Documentum 4i eBusiness Edition software functionality into the SAP/R3 ERP system and mySAP.com software. This integration allows SAP R/3 users to create bidirectional information and content channels between SAP R/3 software and the corporate Web site. In addition, the integration allows SAP R/3 users to archive content for the Documentum 4i platform to optimize SAP R/3 performance. Software used for integration eConnector for SAP developed by Documentum - an integrated set of content management services for the SAP R/3 environment. There is also an example of "seamless" software integration Documentum 4i eBusiness Platform with software Siebel eBusiness Applications 7, which allows for a unified presentation of data about the client and documents reflecting the history of relationships with him (such as letters, commercial proposals, contracts, financial documents etc.), as well as management of this distributed information.

In turn, Informative Graphics has integrated Brava! (Java Viewing and Annotation Solution) with Documentum 4i eBusiness Edition software, which allows you to view documents and drawings stored in the Documentum database through standard Web browsers. And IBM has integrated its Corepoint call processing application with MQSeries Workflow software.

IDC believes that enterprise application integration software developers will remain well positioned for revenue growth in this market over the next 5 years. The leaders among them will be vendors of business software, application servers and databases.

Steady demand for OMS systems

Since most users of ERP systems do not want to have problems with the generation and output of various reports and documents, then Demand for OMS systems will remain strong in the medium term. Gartner Group predicts that the reporting management and output management systems market segment will grow at a CAGR of 30% in the coming years. A certain impetus for the development of OMS systems will be given by the further spread of electronic business, which is very demanding in terms of the availability of distributed generation of output documents in enterprise information systems.

Technological changes in the industry

There have been certain technological changes in EDMS over the past few years. For example, EDMS with a two-tier client-server architecture is now being replaced by systems with three-tier architecture. Such systems are much easier to integrate with other corporate applications via the API interface (although the possibilities of CORBA, COM/DCOM, etc. interfaces also remain).

Another notable change is simplified document management in many EDMS. This trend began a few years ago when Lotus Development released Domino software, which provides low-cost revision management for underlying documents. In 2000, Microsoft began doing the same thing, working to improve functionality in document and knowledge management (as part of the Tahoe project). As a result of the project for office Microsoft applications basic document management functionality was provided free of charge (the same functionality is also implemented in MS Site Server and MS Exchange software). In turn, Oracle iFS (Internet File System) software also provides free basic version checking and check in/check out functionality based on the Oracle8i DBMS.

According to analysts from IDC and GartnerGroup, in the near future, traditional EDMS will face certain difficulties due to the fact that infrastructure software providers (Lotus and/or Microsoft) will offer EDMS functionality based on their core technologies without the need for additional investments in the implementation of document management applications (which have their own cost). In addition, IDC predicts (report "Collaborative ApplicationsMarket Forecast and Analysis, 2000-2004") that the future will see a shift in focus from "pure" EDMS to collaborative technologies with electronic document management elements, knowledge management and content management solutions and information (portals).

It should also be noted that now in the vast majority of EDS, in order to achieve market attractiveness, multilingualism.

Changes in consumer preferences

The increased functionality of the EDMS is now in many cases simply not in demand by consumers. A fairly large number of EDMS are simply oversaturated with functionality, which is often not needed in a regular enterprise. Due to this circumstance (as noted above), inexpensive basic document management functionality(implemented, for example, in a number of software products from Microsoft, Lotus, Oracle, etc.) becoming more and more attractive to consumers.

At the same time, on the market demand for complex vertical EDMS solutions continues for pharmaceuticals, construction, insurance and other industries. A number of industries (such as the production of medical equipment, aerospace engineering, transport, law, etc.) generally require particularly strict control over certain documents and their contents.

Analysts predict intense demand for workflow technologies, mainly for their use in application integration and business process automation.

It's getting less and less popular idea acquisitions of EDMS by corporate users from small companies. As a result, there are favorable opportunities for the rapid development of large and well-known software development industry vendors in this market.

Development of Internet-oriented EDMS

A key condition for the success of EDMS in the global market is their Web-oriented nature. Web content management systems are beginning to play a central role, the functionality of which will only increase in the future. Gartner Group analysts predict that the global market for Web content management software will increase from $4 billion in 2001 to $6 billion in 2003. Moreover, by the end of 2002, 80% of Global 2000 companies will have Web management systems -content.

The development of Web-based EDMS will also be facilitated by the growing popularity of mobile Internet access for delivery of various content to mobile devices through these systems. Therefore, mobile access functions are now implemented in these systems. In addition, the development of Web content management systems will be accelerated by ongoing specialization and integration in the industry. A gradual transition from content management technologies to knowledge management technologies is also becoming noticeable.

Rapid change in the market orientation of EDMS developers

A dynamic change in the market orientation of EDMS developers has become the order of the day. For example, Documentum began as a company developing document management systems, then it evolved into a company creating knowledge management systems, and then content management systems (the next step is the implementation of the ECM concept). And all these metamorphoses occurred within just 18 months. It should be noted that the term “document management” itself can now be found on the websites of only a few EDMS vendors (most EDMS developers no longer use this terminology). But no matter what these systems are called - document, knowledge or content management (with the prefix "e" in front of them), their main task remains solving the problems of managing critical corporate information.

Traditional EDMS suppliers are now reconsidering their views on their place in the market. Some companies have begun to produce solutions for vertical markets, others continue to develop the core of their systems and offer other software developers to build it into their products, others have begun developing middleware that provides integration of various applications (systems). accounting, various MRP/ERP systems, CAD systems, etc.). A number of well-known EDMS vendors may return back to vertical niche markets. Other vendors will expand the functionality of their systems to the Internet.

Offer by leading EDMS developers of universal solutions for large enterprises to manage all their corporate information

EDMS vendors are moving out of the vertical niches they occupy and are trying to offer a general solution for managing corporate content. They are moving from delivering office solutions (still quite profitable for them) to implementing a complete enterprise solution (ranging from incoming email processing to intranet/extranet and Internet content). Industry analysts note that the impressive project of creating a “fully collaborative” enterprise (all employees of which use the capabilities of the EDMS) still remains only at the level of a beautiful idea. Western Europe is currently closest to its implementation.

Increasing the intensity of software developers' activities to create and promote joint solutions

An example of this is the release back in 2000 of a joint solution for managing information content in B2B solutions, based on Documentum 4i eBusiness Edition software and ATG Dynamo software (developed by Art Technology Group).

Joint development of industry standards

This is a stable trend in the development of the industry. One can note, in particular, the work on creating an open data synchronization protocol SyncML, in which companies such as IBM, Lotus Development, Motorola, Nokia, Palm, Psion and Starfish Software are participating.

Development of the ECM concept

This is a new trend in the development of the entire industry (it became especially noticeable in 2002). At the same time, ECM becomes a technology at the enterprise level rather than at its department level. The most preferred way to reach users (deliver information to them) when implementing ECM technologies will be portals.

Russian EDMS market

general review

The need of Russian enterprises and organizations to optimize their document flow remains high and continues to grow. In recent years, dozens of companies have appeared in Russia engaged in the development and supply of EDMS, both foreign and own development. The first large-scale implementation of EDMS (albeit, for the most part, pilot) in Russia already exists. We can assume that the foundations of the Russian document management software market have been formed. According to IDC, the volume of the Russian EDMS market (domestic EDMS along with foreign EDMS) in 1999 amounted to about $2 million. According to analysts, since 1999, the annual growth rate of the Russian EDMS market has been at least 30%. There is also an opinion that since 1998, there has been an almost twofold annual increase in the volume of the Russian EDMS market. The prospects for the Russian EDMS market are improved by the adoption of the law on electronic digital signatures, which creates legal basis for the distribution of EDMS in inter-corporate interaction. There is an opinion among a number of industry analysts that the potential volume of the Russian EDS market is hundreds of millions of dollars (given the successful development of the Russian economy).

It should be noted that the currently observed small size of the Russian EDMS market is associated, not least of all, with the relative insignificance of the share of electronic document management in the overall document flow of Russian enterprises and organizations (which can afford to purchase an EDMS costing from several tens to several hundred thousand dollars). In the overwhelming majority of cases, paper document flow dominates at Russian enterprises. This circumstance is explained not only by traditions and a certain conservatism, but also by difficult financial and technical condition most Russian enterprises and organizations. It should be said that there are also a number of well-known foreign systems on the Russian market (Documentum, DOCS Open/Fusion, Staffware, Panagon, DocuLive, Lotus Notes, etc.). Among the domestically developed software, the following software systems and their suppliers are the most famous in Russia: BOSS-Referent (IT); Code: Document flow (Consortium "Code"); Grand-dock (Granite), Euphrates (Cognitive Technologies); Case (EOS); LanDocs (Lanit); Kron (Ankay); OfficeMedia (InterTrust); Effect Office (Garant International); N.System (Computer Technology Center), LS Flow (Locia-Soft), Optima (Optima Workflow), ESKADO (InterprokomLan), 1C: Document Flow and 1C: Archive (1C), Circular and VisualDOC (CenterInvest Soft), Document-2000 (TelcomService), Irida (IBS), RS-Document (R-Style Software Lab) and a number of others.

It should be noted that some domestic EDMS were created in the Lotus Domino/Notes environment (for various objective and subjective reasons, which has become quite widespread in Russia): BOSS-Referent (IT), the Cinderella product family and DIS-Assistant (Moscow Development Institute) , CompanyMedia and OfficemMedia (InterTrust), N.System (Computer Technology Center), Office Management (KSK), etc.

According to the IDC classification, most domestic EDMS belong to the class of systems focused on business processes (often with elements of work flow management). Various sources note that most domestic EDMS implement the following functions:

• Document processing/storage;
• Work flow management (transfer of documents between performers);
• Control of document execution;
• Search documents by attributes and full-text search;
• Working with interrelated documents;
• Regulation of access rights;
• Write-off of documents;
• Integration with external systems email, etc.

The main advantage of domestic EDMS is a certain consideration of Russian specifics and traditions of working with documents (originally built into their business logic).

Main trends in the development of the Russian EDMS market

Entering the domestic EDMS market of multi-industry IT companies

Among hundreds of Russian IT companies that firmly occupy their place in the domestic IT market, a number of large multi-industry firms take the EDMS market seriously and are diversifying their activities by offering their own solutions in the field of document automation. Here we can mention companies such as IBS, Aquarius (its subsidiary Aquarius Consulting), R-Style, Lanit, etc. (not to mention IT).

Joint work on standardization of EDMS

Row Russian companies(STC IRM, InterTrust, EOS) are working together in the field of standardization of EDMS interaction protocols. In April 2002, they created a special permanent “Working Group on Protocol Standardization” for this purpose.

Growing interest in the Russian market of foreign developers and suppliers of EDMS

This interest is manifested in the entry of foreign EDMS vendors into the Russian market through partner companies. As an example, we can note the Canadian company Hummingbird, acting through its partner - the Russian company HBS - to promote the DOCS Open/Fusion system, the Fulcrum knowledge management system, the Genio data integration tool and the Hummingbird EIP portal. FileNet also decided to enter the Russian market (in particular, with the help of the Galaktika company, which became FileNet’s partner in promoting Panagon’s EDMS to the Russian market).

Development of integrated solutions

The presence of several dozen EDMS on the Russian market forces developers to create tools for their integration. An example of this is the release by IT Co. in March 2002 of an XML gateway in its BOSS-Referent EDMS, which will allow combining into a single information space EDMS built on various platforms and using different formats data.

Cooperation and joint promotion of integrated solutions

It is interesting that some Russian companies offer their EDMS in the form of OEM versions, pre-installed on their partner’s computers. An example of this is the cooperation of the Russian companies IT and Inel-Data, which offer their clients an integrated solution, which is an OEM version of the BOSS-Referent EDMS, pre-installed on the Excimer PC.

Examples of the use of EDMS in the world

EDS in healthcare

Geisinger Health System is located in Danville and provides health care services to 2 million people living in 31 counties in Pennsylvania, from providing primary care in rural areas to complex diagnostic and treatment procedures at Geisinger Medical Center.

Geisinger Health System has implemented an EDMS TOWER IDM(instead of Document Imaging System) developed by the company TOWER Technology, which is integrated with the Ambulatory System deployed across Geisinger Health System's network of clinics in Western, Central and Northeastern Pennsylvania. The relevant Geisinger services received stable and reliable access to financial, medical, insurance and reporting documents. Before implementing TOWER software, Geisinger's system processed and stored up to 2 million document images and 12,000 COLD reports annually. After the implementation of TOWER software, it is expected to increase the workload of the system to 4 million images (already in the first year). Documented the work of more than 7,000 Geisinger employees, nearly 24,000 annual hospitalizations and 1.4 million patient visits to doctors.

In addition, Geisinger Health System has implemented software TOWER Document Portal, with the help of which doctors received Web access to data on many thousands of patients. Since the system has been expanded to the Web, traditional paper documents are combined with Web information. And this makes it possible for Geisinger to unify the procedures for storing and using information.

EDS in pharmaceuticals

Novartis is a large pharmaceutical company formed in 1996 as a result of the merger of the world-famous Swiss companies Sandoz and Ciba. One of the main activities of Novartis is scientific research to create new medicines(Novartis annually invests more than 2.9 billion Swiss francs in this area).

After the merger, Novartis had a problem - the need to combine the information resources and knowledge of the two previously independent companies and their effective management. It should be noted that for any pharmaceutical company, the issue of managing documentation for drugs being created requires special attention. For Novartis, the cost of the issue was even higher, since Novartis management quite reasonably feared that after a merger of companies, large amounts of information resources could be lost (or excessively duplicated) (especially in the absence of interaction between geographically remote project teams that had not previously collaborated with each other ).

Before the merger, Sandoz staff stored research documentation in paper form, on PCs, servers corporate network, as well as in applications running under the VMS OS. Many Sandoz employees were unable to work effectively with the VMS due to the complexity of its user interface. Therefore, in order to gain access to the information of another scientist or group of researchers, these employees were forced to contact its authors by telephone, send requests by e-mail, or request this data by fax. Often design documentation was duplicated. In addition, when employees left the company for any reason, the information (knowledge) they created became difficult to understand (or even lost).

A similar situation has developed at Ciba. Its employees also used both paper and electronic documents stored on local PCs. When there was a need to describe a new drug, one had to spend whole days searching for relevant information (or creating it again). Thus, the overall time it takes for a new drug to enter the market significantly increased, which reduced its competitiveness.

Therefore, Novartis wanted to find means to combine and manage information resources two previously independent companies. In addition to the knowledge repository, Novartis needed an EDMS, with the help of which the company's top management could view information about the research being carried out and make decisions about the amount of their funding. In addition, the EDMS should be easy to use for company employees.

Novartis chose EDMS as a means of solving its problems Documentum(which she began using back in 1994 as an EDMS prototype). By organizing a common corporate repository - Docbase- (for all research and project documents) Documentum EDMS provided access to corporate research information for Novartis divisions around the world. After the merger of the two companies, all documents related to Ciba and Sandoz were transferred to the Docbase repository. Docbase currently stores many tens of thousands of documents. Already at the end of 1998, the number of Documentum users at Novartis reached 1000 people.

When a new drug is ready to be described, all the information necessary for this from the developers is already cataloged and stored in Docbase (it only needs to be transferred to the general subscription system). All research reports are also submitted in a standard way through Docbase (which makes them much easier to access). When research documents need to be reviewed, all documents can be reviewed to avoid duplication of work. previous versions documents.

Novartis has benefited significantly from the implementation of the Documentum EDMS. First, the possibility of duplicating reports is eliminated and the costs of document distribution and information management associated with the development of annual research programs are reduced. Secondly, savings were also achieved due to the exclusion from operation of the legacy VMS system, which required considerable expenses for its maintenance (taking into account also that its capabilities were constantly used by a relatively small number of company employees). Yet the biggest benefit for Novartis came from the overall productivity gains for the company's research staff and research program managers, who now had instant access to the information they needed.

Novartis management estimated the full return on investment in Documentum EDMS at three years.

EDMS in the field of issuing loans

GMAC Commercial Mortgage (GMACCM) provides commercial secured loans and is one of the largest in its field in the United States (60 offices, over 47,000 loans serviced). The moment came when GMACCM decided to implement an EDMS, since processing a large volume of documents, both in paper and electronic form, made their control much more difficult.

To solve its document management problems, GMACCM installed an EDMS OnBase company development Hyland Software, which manages all corporate information (MS Word documents and their images, Excel tables, email messages, PDF files and more than 1800 types of AS/400 reports). In addition to the fact that the company gained global Web access to the data storage network in OnBase, GMACCM created its own data access level (with a custom interface) for a number of its special departments. About 2,000 company employees have access to the system around the world (their authentication is carried out in the Windows NT environment).

Currently, the company processes about 100,000 documents daily (more than 20 work streams). At the same time, about 3,600 types of documents (90% of received documents) are scanned and processed on the day they are received and registered. Software is used to scan them, clean document images, read barcodes, character recognition and indexing Ascent Capture company development Kofax. At each stage of document approval, electronic signature technology is used ApproveIt from from company Silanis. Already in August 2001, using the OnBase EDMS, more than 2.3 million electronic documents (more than 16 million pages in total) were managed.

EDMS in the field of utilities

Alliant Energy, headquartered in Madison, Virginia, provides utilities and serves more than 1 million customers in the US Midwest. To effectively manage the information needed to perform core business operations, Alliant Energy acquired an EDMS Documentum, on the basis of which a common corporate repository was created.

Using the Documentum EDMS, Alliant Energy centralized the management of information and critical business documents. Before implementing Documentum, Alliant Energy was unable to index online searches. In many cases, its employees were forced to search for paper copies of documents. To propagate document changes, Alliant Energy has implemented a custom workflow (developed in Visual Basic) through which incoming and outgoing documents can be reviewed, tagged, and routed. Reviewed documents are plotted for approval. Approved documents are stored in the Documentum database and then distributed electronically.

Alliant Energy's future plans for using Documentum include managing contracts, correspondence, various job descriptions and any other documents that require regular revisions.

EDMS in the field of patenting

Seattle-based Seed Intellectual Property Law Group is a patent specialist. One of the reasons for introducing new technologies such as collaboration and document imaging was the need to reduce the cost of photocopying and faxing. It should be said that Seed Law Group has previously invested hundreds of thousands of dollars in a content management system to reduce its dependence on paper documents. iManage WorkSite for Legal company development iManage. However, for security reasons (and a number of other reasons), Seed Law Group's large corporate clients still prefer to send certain documents (for example, patents and trade marks) in paper form. To improve the efficiency of processing these documents, Seed decided to make their digital scanned images available everywhere on the Web (using iManage software). Digital copiers were used for this Canon ImageRunner together with scanning technology eCopy, which includes a small-format touch panel that connects directly to the ImageRunner copier. Using this panel, it is possible to preview and replace poorly scanned digital images, as well as manage (via the menu) copying, working with email and/or exporting document images to a back-end repository (Lotus Domino.Doc, PC Docs or iManage ). After scanning, digital images of documents become Web-accessible to all users of the iManage EDMS (lawyers of the company, its clients, etc.). Documents in iManage are indexed and searched by client name and case number.

Content management using iManage ensured the security of electronic interaction between corporate users (to view documents - often after receiving an email with a link to the document - users log into the EDMS through a password), and reduced the number of problems associated with document version control and sending/receiving email. Upon receipt, documents are scanned on ImageRunner devices equipped with eCopy technology. After scanning, paper originals of documents are sent to special storage facilities, and digital images of documents immediately become available (via a Web browser) to all corporate users with appropriate access rights.

Using two digital copiers with scanning capabilities, Seed Law Group now processes between 500 and 800 documents daily, some as large as 300 pages. In the future, it is also planned to integrate the iManage EDMS with corporate records management software. It should also be noted that the introduction of eCopy technology provided Seed with a convenient and inexpensive alternative to electronic billing. Seed already had a solution for generating printed invoices to customer specifications. Duplicating this solution with an electronic billing system with the same degree of customization would be quite expensive and time consuming. Instead, Seed scans all printed invoices and saves them as PDF files, transmitting (upon request) electronic invoices via email to its clients.

EDMS in the field of design

BOC Gases (Murray Hill, New York) designs and builds recycling plants natural gas in 60 countries of the world. In 1997, BOC Gases management decided to standardize its work. The company managed to reduce construction costs through the use of so-called "fabrication packages"("packages of documents necessary for construction"). Each "package" contains hundreds of pieces of content, including 2-D and 3-D CAD files, photographs, standard operating procedures, financial and marketing documents, presentations, etc. To manage the complex process of assembling such a "package" for BOC has implemented Documentum EDMS for each new plant, its routing and approval. Although before the introduction of Documentum, most of the information needed to design and build plants existed in electronic form, it was scattered across many places and stored on different platforms. Implementation of Documentum throughout the company allowed standardization of its work, improved management of work flows and document versions, as well as the reuse of information when designing new plants.

A Web-based version of Documentum was introduced from the very beginning. In the spring of 2000, it was upgraded to Documentum 4i EDMS, running MS Windows NT. In 2000, the repository (Oracle database) stored more than 90,000 documents (about 30 GB).

As a result of implementing the Documentum EDMS, BOC reduced its labor costs for developing a medium-sized project by approximately 50% (from 4140 hours to 2033 hours). Standardization of design and construction work allowed BOC to reduce costs during plant construction by an average of 20%.

Examples of using OMS systems

Pilot Travel Centers operates 235 travel centers and 70 warehouses for various goods. Pilot Travel Centers needed to be more responsive in pricing and to warehouse inventory needs. At the same time, Pilot Travel Centers had to generate from 250 to 350 reports monthly from its ERP system Lawson, which was integrated with specialized vertical applications. Pilot Travel Centers needed a solution that would simplify report generation by using the Internet to deliver information.

Software was implemented to generate reports ViewDirect company development Mobius Management Systems. ViewDirect software in Pilot Travel Centers now generates two large reports, automatically separates specific sections of those reports (based on pre-defined user access conditions), and sends users emails with hyperlinks to the sections of the reports they need. By eliminating the large amount of work involved in reporting, sorting data, printing and delivering hard copies of reports (distribution), Pilot Travel Centers saves significant financial and time resources (estimated savings of up to $200,000 over 3 years). Standard Web navigators are used to access reports.

Professional Service Industries (Oakbrook Terrace, Illinois) provides geoengineering and inspection of construction projects. With more than 140 offices in the United States and Canada, Professional Service Industries (PSI) found it too wasteful and time-consuming for the company to manually generate various reports on a weekly basis (based on information from its ERP system), print and distribute them in all their offices. To solve this problem, PSI has implemented software Monarch/ES Report Portal company development Datawatch. Hundreds of employees and dozens of regional managers of the company, through standard Web navigators, gained access to reports from various locations (offices, construction trailers, home PCs, hotels, etc.). Monarch/ES Report Portal software also provided access to archived user files, analytical and accounting information stored in the legacy application from Texas Instruments. In addition, Monarch/ES Report Portal software provides access to working time information, allowing company managers to analyze the time spent on a specific project by engineers and subcontractors with different work experience (you can also track the dynamics of the work itself). Users have access to data in Excel or Seagate Crystal Reports (without increasing the load on the ERP system).

Professional Service Industries can now generate provisional invoices that can be reviewed and adjusted before mailing them to their customers. Conveniently, the data in the Monarch/ES Report Portal system is transferred from the ERP system every night, providing users with up-to-date information. Professional Service Industries' return on investment (ROI) is estimated at $800,000 (due to reduced project management costs, elimination of paper report delivery costs, etc.).

Newport News Shipbuilding is the largest private shipbuilding enterprise in the United States, working on orders from the US Department of Defense. When implementing the SAP R/3 ERP system in the company in 1998, a need was discovered to improve the technology for generating and distributing corporate reports. In fact, it was necessary to create a corporate environment for generating and distributing reports. In addition, a number of other problems arose. First, some necessary information was still located in legacy systems. Employees of the company who have worked in it for a long time long term, were accustomed to accessing this information, but new employees preferred to work only with the SAP R/3 system. In addition, it was revealed that the reporting tools in SAP R/3 did not meet all the company's needs.

That is why in 1999 Newport News Shipbuilding began implementing the company's output management and reporting software Cypress(Rochester Hills, Michigan), through which Newport News intended to eliminate manual printing and distribution of reports. If in November 1999, 2,000 employees from different divisions of the company worked with the Cypress system, then by October 2001 their number reached 3,700.

Through a single interface, company employees have access to all generated corporate reports, regardless of their source. The system automatically generates thousands of reports (one time only) and delivers them to users on schedule using Cypress software. During its operation, Cypress software captures the stream of reports being printed and allows you to determine the recipient of each specific report and the method of delivering it to the user (remote printer or fax, job queue, email, etc.). As a result of implementing Cypress software, Newport News saves up to $500,000 annually (by eliminating the cost of printing and distributing reports). Newport News Shipbuilding is currently moving to MS Windows NT and Cypress Web, a Web document delivery module that provides a personalized portal page for users (accessed through the MS Internet Explorer Web navigator). The entire implementation project is expected to be completed by July 2002.

Hill's Pet Nutrition (Topeka, Kansas), a large American company with more than 250 distribution centers, has built its business on delivering a variety of pet products to veterinary offices throughout the country. Naturally, this plays an important role in the success of Hill's business model. s Pet Nutrition plays a role in timely delivery of goods and lack of downtime Vehicle. The company's document output management software is used to notify distribution centers about loading orders. HP/Dazel, which has a standard interface with ERP systems (if the company does not use an ERP system, then documents are sent by email or fax). According to HP/Dazel, about 30% of failures in business processes of enterprises and organizations occur precisely because of problems with document delivery. These failures almost always result in lost time and money.

The use of this software prevents a situation where a printer failure (printing an order for loading goods) at any of Hill's Pet Nutrition's 250 distribution centers will go unnoticed by the central office, which is planning to send a cargo van to this center the next day to pick up the order. If the printer failure turns out to be if unnoticed, the order would not have been prepared on time, and the flight would have been empty (with corresponding losses for the company). The software from HP/Dazel implements the function of sending confirmation to the central office about the actual printing of the order on the network printer of the distribution center. If on the printer If the center fails, the order is sent to the center's fax.

In turn, e.ComPresent Web Portal software developed by the company Optio Software allows clients and business partners to manage the document delivery process (including delivering documents electronically). The client determines not only the recipient's email address, but also the delivery format and authentication rules. Information from the ERP system follows through the Web Portal software. Once the recipient is identified, the information is routed according to the sender's instructions. Optio Software also offers an OMS system Optio, which makes working with documents much easier. For example, it can generate inventory records that are understandable even to users unfamiliar with item codes or inventory numbers (Optio software supplements these statements with item descriptions extracted from other applications and produces a fully understandable document). Situations often arise when companies - wholesale supplier- it is necessary to modify in a certain way some standard output documents (for example, invoices, accompanying documents, etc.) at the request of purchasing clients who want to draw up these documents in the way that is convenient for them (and as they are used to). Manufacturing companies often face this situation. consumer goods supplying their products to a large number of customers from retail. For example, a retailer may insist that the shipping label be designed the way it wants. In the vast majority of cases, the ERP system of the supplier company does not provide such an opportunity. In this case, the functions of combining and forming all the necessary information on the delivery sticker (based on data extracted from the ERP system and other applications) are taken over by the OMS system (in particular, Optio).

Systems like e.ComPresent Web Portal provide new opportunities for creating Web-based user applications based on customer self-service. Web delivery has already proven its effectiveness in reducing printing costs and postal items. Instead of sending a multi-page report by email to hundreds of offices, users can view the report via the Internet/intranet. Some document output management systems also allow you to define specific pages or sections that the user requires. Additionally, since users typically do not need to view the entire report, using the software Cypress Web You can send information page by page in a compressed form. A similar technique can be used when sending reports via email in a distributed manner. Instead of the report itself, the recipient receives a notification that it is ready for viewing. By clicking on the HTML link, he initiates a session of working with the software Cypress Docuvault and looks at the report.

The information that the user wants to include in the report may not only be obtained from the ERP system. Before outputting a report, users can request from the OMS system (including via the Internet) any indexed information stored in a common repository. If users need to regularly prepare reports, they can create queries in such a way that the requested information will be automatically collected, stored and delivered to the user's PC (this feature of OMS systems is often called “batch processing”). NEN Life Science Products, a company that supplies chemicals to drug manufacturers, uses this function (in particular, in the Optio OMS system) to monitor the repository and look for so-called “trigger-points” that lead to the generation of certain requests (for example, on the radiation safety of the supplied chemical). Such a request is generated if the total radioactivity of the supplied chemical substance exceeds a certain threshold value. Optio software can be used in the same way Insurance companies, collecting statistical data on the diseases of their potential clients.

Integration of EDMS with other applications

Speaking about the practical use of EDMS, one cannot help but consider in more detail the problem of their integration with other corporate applications. Solving this problem is very important for modern enterprise, especially if several enterprise applications are used simultaneously on it. Currently, EDMS are most often integrated with the following types of applications: ERP systems, office applications and front-end applications (for example, CRM).

As for ERP systems, one of their weaknesses is some redundancy of documents generated in the main modules of the ERP system (in addition to the underdeveloped capabilities for flexible report generation noted above). Deployment of a centralized repository (based on the EDMS), providing each module of the ERP system with the documents it needs, helps reduce the operating costs of the enterprise and accelerates the return on investment. That is, the integration of the EDMS and the ERP system provides a higher IRR value than can be obtained with the autonomous use of these systems. To ensure such integration, a number of EDMS developers (for example, FileNet, IBM, Hyland, Identitech, etc.) enter into partnerships with developers of leading ERP systems (SAP R/3, PeopleSoft and Oracle).

When integrating the EDMS with office applications, users are offered the opportunity to access library services directly from common office applications (for example, MS Word, MS Excel and MS PowerPoint). In addition, in almost all common EDMS it is possible to work through the MS Internet Explorer Web navigator.

Integration with front office applications is also quite common. As an example, we can note the companies Documentum and IBM, which offer integration with the CRM development system of Siebel.

Industry analysts note that some architectural approaches implemented in a number of modern EDMS simplify integration. For example, EDMSs based on Java or COM object models provide the best solution for integration with enterprise applications on various platforms. In addition, J2EE-compatible ERMS can be deployed on J2EE application servers (for example, BEA WebLogic or IBM WebSphere), which simplifies the integration of ERMS with e-business applications deployed in an application server environment. An object-oriented approach facilitates the use of EAI servers (such as those from Tibco, Vitria, and webMethods) that minimize point-to-point integration when communicating with multiple separate applications. Support for industry standards (such as XML) can also make it easier to share content and exchange data between enterprise applications, both within and outside the enterprise.

It should be noted that most EDMS are moving towards open standards in their development. For example, FileNet aims to provide a Java-based API in its Panagon EDMS. iManage is also Java-focused, which will allow it to run its EDMS on multiple platforms. The Open Text application comes with XML support built right out of the box. OTG has implemented a COM-based API in its software and has recently begun work to provide XML capabilities in its software. Identitech also plans to implement Java-based API and XML capabilities in its software in the future. The software developed by OIT was originally created in the C language, but it has the ability to integrate via XML. Most other EDMS have C language APIs, which can also be used for integration with corporate applications, but object-oriented approaches are still less resource-intensive.

Integration of EDMS with ERP systems

According to analysts, currently more than 80% of the information assets of enterprises and organizations are stored in the form of unstructured documents that are inaccessible to modern ERP systems (i.e., most ERP systems cover with their functionality only about 20% of all aspects of the enterprise’s activities). Currently, EDMS are best suited for processing unstructured information.

Integration of ERP systems with EDMS provides support for business processes of the entire enterprise - through the operational management of documents, images, work flows, corporate reports, etc. With the help of EDMS within ERP systems, all necessary information and data - invoices, customer requests (documents) , faxes and e-mails), drawings, etc. In this case, the EDMS acts as a kind of hub that provides users with access to the necessary information. A great advantage of integrating EDMS with ERP systems is the provision of the opportunity for users to work in the environment of applications familiar to them.

Currently, a number of foreign EDMS are already integrated via an API with the most common foreign ERP systems (including SAP, PeopleSoft, J.D. Edwards, Baan, etc.). At the same time, some ERP system developers offer their own interface for integration (for example, SAP AG - standard interface SAP ArchiveLink, providing access to SAP R/3 repositories) and even certify the EDMS for integrability with their systems.

There are various approaches to the implementation and joint use of EDMS and ERP systems. If some enterprises integrate electronic document management technologies after implementing ERP systems, then many others are deploying ERP systems, already using various EDMS. However, often when an enterprise decides to implement an ERP system, these legacy document management applications remain (usually at the department level). For example, this is exactly what the company did Sherwin-Williams from Cleveland, engaged in the production of paints. Software was left at Sherwin-Williams Hyland OnBase, the capabilities of which were used to manage the generation of corporate reports in the newly installed ERP system SAP R/3(which replaced the legacy data processing system). Thus, Sherwin-Williams retained the advantage of using one EDMS to access all documents (without the need for additional training for its employees to work with SAP R/3).

An almost similar situation is observed in the company Kyocera Industrial Ceramics from Vancouver. Before implementing SAP R/3, this company also actively used OnBase software (in particular, the accounting department used OnBase to scan incoming invoices and save them on the corporate server). After the implementation of SAP R/3 (the purpose of which was to automate the company's production and back-office processes), the accounting department expanded its capabilities by adding functions for managing corporate reports. At the same time, a separate server was allocated for OnBase software. Outgoing checks for payments are now executed in the SAP R/3 accounting application and written to a file that is loaded into OnBase. When processed in OnBase, a fax image of the original check can be regenerated for printing or emailing.

Company Sharp Electronics replaced legacy systems in all its offices with the SAP R/3 ERP system. During this project, Sharp Electronics reengineered rental/leasing operations to improve the efficiency of billing procedures. Sharp's billing processes have been redesigned so that all signed documents are linked to records stored in the ERP system for automated customer billing and dealer payment tracking. For this purpose, Sharp employees created a special system (with the help of Accenture, IBM and Kofax Image Products). An automated procedure has been developed that processes incoming financial documents based on signed agreements. When you place an order, instructions and a barcode document generated in SAP R/3. Once the document is signed by the client, it is sent back to Sharp via fax or email. These documents (faxed and scanned) are managed through Kofax Ascent Capture software, which reads document barcodes and verifies them against information stored in a database. Ascent software then sends document images and indexed data through the content management system IBM Common Store in the data warehouse in SAP R/3, where their batch processing takes place. Documents in SAP R/3 can be accessed in many cases in less than 3 seconds. Sharp has made a large investment in its ERP system, and IBM Common Store software is a relatively inexpensive addition that preserves the investment.

Christian non-profit organization Focus on the Family(headquartered in Colorado Springs) produces radio programs, publishes books, magazines, videos and films (with a total number of subscribers of about 2.5 million people), and also actively interacts with various government organizations. To increase the efficiency of its activities, Focus on the Family implemented content and group work management technologies simultaneously with an ERP system J.D. Edwards OneWorld. OneWorld's ERP system handles subscription and fulfillment of orders, accounting for subscribers and donations received, recording events, as well as generating back-office accounting reports and managing various business functions. In turn, the share of content management software Acorde(company developments Optika) you have to control incoming paper correspondence, email and telephone traffic.

For Focus on the Family, the primary problem is not saving financial resources (although this is also important), but the most efficient use its human resources (especially employees on "hot" telephone lines), who have to cope with a large volume of incoming calls and requests. Please note that people who call or write to Focus on the Family are not always ordering a subscription or a book. Very often they are simply looking for help, advice or ordinary human sympathy for their problems.

In this case study, combining the capabilities of the content management system and call routing resulted in significant improvements in productivity for Focus on the Family staff. When processing an incoming call, Acorde software reads the phone number and looks for all information associated with it (this may not be the first call from this phone number) in a database also managed by Acorde. If such information is available, it is instantly displayed on the PC monitor of the Focus on the Family employee handling the call. Thus, Acorde software frees Focus on the Family employees from the need to spend a long time searching for documents when resolving the issue of a person who called a Christian organization. Additionally, when using Acorde software, it takes an average of about 30 seconds to process one phone call. Considering that Focus on the Family receives up to 5,000 calls daily, this results in significant time savings for its staff.

Below we will briefly discuss general information about the integrability of some foreign EDMS with common ERP systems.

Datamax Technologies

EDMS VisiFlow(company developments Datamax Technologies) is a distributed solution that scales from small workgroups to large enterprises. It is integrated with most foreign ERP systems and is certified for the SAP ArchiveLink interface. It integrates the following functions: workflow management, document management, COLD-ERM, CTI and report form recognition.

When integrated with an ERP system, VisiFlow allows you to manage all types of documents both outside and inside the ERP system. A relational database (repository) is deployed, information processing in which occurs in parallel with the ERP system. Documents can be searched and viewed from the ERP system client using special programs (from Datamax). It is also possible to search and view information outside the ERP system through Windows and Web interfaces. Full-text indexing and search are supported.

FileNet

Company FileNet also integrated its EDMS Panagon with leading ERP systems and has developed special integration solutions. These solutions include software Panagon Document Warehouse for SAP R/3 and Web-based Panagon for J.D. software Edwards OneWorld.

Panagon Document Warehouse software is a stand-alone software product that runs alongside an ERP system. Panagon Document Warehouse software for SAP R/3 allows you to access any document from any desktop in your organization. It implements functions for capturing, indexing, archiving and managing all R/3 objects, including documents generated in SAP R/3, as well as various types of images (including faxed and scanned).

Panagon Document Warehouse users can connect to SAP R/3 business flows to distribute documents within this ERP system. The system provides a single interface for managing external and internal documents (generated within the ERP system) for both client-server and Web-based R/3 users. A number of functions (check-in/check-out, editing and distribution of documents throughout the enterprise) are available for users of MS Office, Lotus Notes and other business applications.

The system does not store information in the ERP system database. Document repositories are accessible through a managed relational database (Oracle or MS SQL Server) maintained in the Panagon Document Warehouse. As a result, users can flexibly manage documents and objects outside the ERP system. Data in the ERP system can be linked by links to corresponding documents. Panagon Document Warehouse also supports full-text indexing and searching of documents.

Easy Software

Integration with ERP systems is the company's core business Easy Software. EDMS Easy Archive its development is integrated through the certified SAP ArchiveLink interface, as well as through the API interface (with ERP systems Baan, Sage, J.D. Edwards and Navision). In addition, the Easy Archive system is integrated with Lotus Notes software and Staffware software.

When integrated with SAP R/3, the Easy Archive EDMS allows you to search for data and documents in any of the modules of this ERP system (including Materials Management, Sales and Distribution and Production and Planning). Easy Archive features complete data and document capture, archiving, document management and online group collaboration. Easy Archive also allows you to access documents from mobile devices via the WAP protocol.

Documents and data (both outside and inside the ERP system) are accessible through the ERP system client program. The repository is a full-text database from Verity. External documents (scanned, faxed, electronic) are automatically indexed and linked to specific transactions within the ERP system (eliminating the need for manual indexing). EDMS Easy Archive can be integrated with SAP Business Workflow(to assign documents to their recipients).

Hyland Software

In EDMS OnBase production company Hyland Software The capabilities of image management, COLD-ERM, workflow management and Web access are implemented. It can be integrated with most ERP systems through their APIs. In addition, Hyland recently released software OnBase Archive Server for SAP R/3, integrated with this ERP system through the SAP ArchiveLink interface and designed to provide archival and search functions in SAP R/3 (through the use of OnBase EDMS capabilities).

When using Archive Server software, documents generated within SAP R/3 (print lists, outgoing documents, archived data, etc.) can be managed through the OnBase EDMS in the same way as scanned documents, desktop application files and email. OnBase provides the ability to work with all types of documents within the ERP system. All data and documents are available through a single interface to both external applications and applications in the ERP system.

Based on the OnBase EDMS, complete management of work flows in an ERP system can be implemented. It can also be used as search engine for front-end applications. A repository supporting MS SQL Server, Oracle and Sybase SQL Anywhere is deployed on OnBase. The repository is integrated with the ERP system through the OnBase API, and users can access the distribution, storage and retrieval of information both inside and outside the ERP system. OnBase tools or a client program in the ERP system are used as the client interface. Full-text indexing and document searching are also supported.

IBM

Company IBM offers a solution Content Manager CommonStore, designed for managing electronic documents in SAP R/3 and allowing you to archive, distribute and manage data. IBM Content Manager CommonStore for SAP is certified for the latest version of the SAP ArchiveLink interface. With the help of CommonStore, the size of the SAP R/3 database is organized, access to business documents is accelerated, business processes are improved, routine tasks and document distribution are automated. Business documents coming from SAP R/3 and other business applications (invoices, orders, delivery notes, letters, faxes, spreadsheets, email, etc.) can be linked, indexed and stored in shared electronic folders for ensuring that all users of the enterprise can access them. The ability to save data from other applications has also been implemented.

CommonStore archives data using Tivoli Storage Manager software. There is also the optional ability to save images and documents directly into IBM Content Manager. Once a document is archived using CommonStore, it can be retrieved at any time via SAP R/3 or Content Manager CommonStore. Saved information is also available through Lotus Notes, Internet/intranet navigators or any other business applications integrated with IBM Content Manager.

The repository (IBM Content Manager, Content Manager OnDemand or Tivoli Storage Manager) runs in parallel with the ERP system. On the client side, documents are searched through the GUI interfaces of SAP R/3, IBM Content Manager or Content Manager OnDemand. The system supports full-text search.

Ixos Software

The leading supplier of data and document archiving technologies for SAP R/3 is the company Ixos Software. In particular, it should be noted that the SAP ArchiveLink interface (the interface between the R/3 ERP system and third-party document and data repositories) was developed jointly by Ixos and SAP AG. BY Ixos Archive was created specifically to enhance the functionality of R/3. Instead of integrating two systems via an API (as is done for a number of EDMS), SAP ArchiveLink supports rapid integration between R/3 and Ixos Archive. As a result, the Ixos Archive EDMS does not require a special viewer, additional workflow and document management system coding, or additional programming.

Ixos Archive software provides enterprise document management solutions for standard clients, servers and intranets. It automates the processing of images and documents, their archiving, searching, distribution, delivery and reuse. In turn, using software Ixos-Mobile/3 implemented remote access to documents in SAP R/3.

Ixos Archive provides the ability to work with paper documents, electronic files, standard R/3 reports, externally generated objects and R/3 objects. Documents are routed through the R/3 Business Workflow software, viewed through its viewer and managed directly from R/3. Via Ixos Archive, you can also manage the archiving of data and the conversion of R/3 objects for Web presentations.

Ixos also offers various application engines that can be integrated into both groupware (Lotus, MS Exchange) and other integrated EDMS. Documents are accessible and managed through the SAP R/3 client interface. It is also possible to synchronize specific subsets of data from the ERP system with an external document processing application.

The Ixos Archive EDMS itself does not support full-text document search, but this function can be implemented through integration with Verity software.

Integration of EDMS with CRM applications

Customer relationship management (CRM) systems also occupy a prominent place in the modern business applications market. In particular, CRM applications are offered by companies such as Siebel Systems, Clarify, Vantive, IBM, Janna Systems, etc. Even ERP system developers (for example, Oracle, SAP, Peoplesoft and Baan) release (or plan to release) CRM applications as an add-on to your systems.

Naturally, the developers of the EDMS did not ignore this promising market segment. According to market opinion, EDMS should act as a special integration layer that allows multiple data warehouses and back-end applications to be associated with the same business processes with which the front-office CRM application interacts. EDMS must support a wide variety of data formats and communication standards that can be used in CRM applications. It does not matter to the user how he interacts with the seller: by registering on the site, sending an email, using an automated telephone system, sending a fax or written request, or speaking with a seller representative in a call center.

Various methods are used to integrate EDMS and CRM applications. Widespread using component models(COM, CORBA and JavaBeans). This is how companies like Staffware, Identitech and Plexus operate. Another approach is creating template applications, which can be used in a variety of scenarios. This is the case with FileNet and Lucent (www.mosaix.com), which offer template applications that can be reused in a variety of systems - from CRM to ERP.

EDMS used in conjunction with CRM applications must also provide reliable processing of large volumes of information and scalability in e-commerce applications. A number of companies (Keyfile, Plexus, Staffware, IBM and Oracle) have implemented this requirement by application of middleware components(Web application servers, transaction processing monitors and message queuing services). For example, the Keyfile company (www.keyfile.com) integrated its EDMS with MS Commerce Server software. Plexus and Staffware have integrated their products with BEA Systems' Tuxedo and WebLogic transaction platforms. Oracle has integrated its document management module with its Advanced Queues messaging services. IBM has integrated its MQSeries Workflow solution into its MQSeries middleware.

In the near future, it is expected that EDMS will be more integrated with CRM applications. Many EDMS developers generally believe that the CRM market is the main opportunity for their development. Therefore, they either “open up” their systems to third parties or form partnerships with CRM vendors. For example, FileNet and Siebel Systems signed an agreement under which FileNet Panagon VisualWorkFlo software manages document flow between various modules from Siebel Systems (production, call center and customer service). Staffware also has agreements with many CRM vendors (including Siebel and Vantive) that integrate Staffware software functionality into these CRM applications.

Features of the selection and implementation of EDMS

Main features of choosing an EDMS

According to industry analysts, EDMS becomes necessary when the total volume of documents processed annually in an enterprise or organization reaches 4000-5000. It should be said that the introduction of an EDMS is not a panacea for all the problems of an enterprise. The main goal of its implementation is to increase the efficiency of document flow of an enterprise or organization, and, consequently, to some extent, the efficiency of their work as a whole. There is also an opinion that the main goal of introducing an EDMS is to create an effective environment for the management and functioning of an enterprise or organization.

Before choosing an EDMS, it is imperative to formulate a list of tasks that should help solve its implementation. In addition, it is necessary to develop detailed organizational plan its implementation. The supply and implementation of the EDMS must be carried out by an external company that bears full legal responsibility to the enterprise for the success of the implementation project. The choice of the supplier and implementer of the EDMS must be approached very scrupulously, since after signing a contract, paying any funds and starting to implement the EDMS, it will not be easy to terminate the relationship with this company if the company is not fully satisfied with the quality of its work. In fact, if you choose the wrong contractor, money, time and nerves will be wasted. Of course, when choosing an EDMS, you must carefully study all the offers available on the market and be sure to hold a tender. It is also very important to consider whether the EDMS supplier has experience in successful implementations and how well it corresponds to the specifics of the enterprise or organization. At the same time, when choosing an EDMS, it is necessary to take into account the following important points:

• A fairly large variety of EDMS (both domestic and foreign developed) presented on the Russian market;
• The reliability of the EDMS supplier company and the terms of delivery, implementation and support it offers (in the few years of existence of the domestic IT market, there have already been cases when fairly well-known and apparently prosperous companies either left the market - an example is the departure in the spring of 2002 from the domestic business market NikosSoft software - or the cessation of development and modernization of its software, which means, in fact, withdrawal from the market - an example is the cessation of the development of BOSS-Corporation software by IT Co. in the spring of 2002);
• Possibility of updating the EDMS within a reasonable time (with acceptable price conditions) to suit the specifics of the enterprise.

In general, when choosing a supplier and implementer of an EDMS, you need to take into account the following requirements:

• The seriousness of the company (presence famous name on the market, its permanent office, the desire to maintain and strengthen its market image through successful implementation the next EDMS implementation project, etc.);
• The size of the company, whether it has sufficient resources to complete the implementation project within the agreed time frame;
• The presence in the company of a sufficiently large and stable team of developers and implementers of EDMS;
• The company's experience in the development and implementation of EDMS in similar enterprises and organizations (it is best if you have the opportunity to see the implemented EDMS in operation and communicate with their users);
• Does the development company have technology and programming standards, how are they formalized (legalized) and supported;
• Does the implementing company have an implementation technology, and how is it documented?

In this case, the EDMS selected for implementation must satisfy the following general requirements:

• The system architecture is based on business processes(work flows), during which documents are created and moved;
• The EDMS must have The specifics of Russian document flow and office work are taken into account(vertical organization of document flow, compliance with Russian GOSTs, etc.);
• The EDMS must contain collaboration capabilities implemented(group scheduling, information sharing, bulletin boards, forums, etc.);
• Must be functions of operational control over the execution of documents and works have been implemented(transfer of work between performers in accordance with a certain technology, monitoring the state of the process being performed, identifying deviations of the process from its standard course, predicting the impact of these deviations on the likely completion date of the entire process as a whole, etc.);
• Simplicity and flexibility in installation, configuration and operation;
• Using common platforms for organizing group work with documents;
• Availability of means for organizing confidential document flow with protection of information from unauthorized access;
• Compatibility with certified information security tools;
• Possibility of simultaneous use of electronic and paper documents;
• Possibility of integration with common platforms;
• Good scalability;
• Availability of automated collection and analysis of statistical data on the movement of documents;
• The EDMS is based on an open client-server architecture;
• Possibility of integration with other applications (CAD systems, MRP/ERP systems, financial and management accounting systems, email systems, etc.);
• Availability of the EDMS database for other applications;
• Modularity of the EDMS and the ability to expand its basic capabilities using built-in tools;
• Possibility of distributed document processing, “transparent” for all EDMS users;
• Availability of modules for scanning documents in the EDMS (or the ability to integrate with professional image management systems);
• Ability to work via Internet/intranet;
• Ability to work with mobile (remote) users and user groups;
• Support for the Russian language, including on-screen messages and tips, sorting data and searching for information using various words and expressions;
• Affordable price for delivery, implementation and support.

Main features of EDMS implementation

In turn, when implementing an EDMS one has to face the following main problems, the solution of which determines the success of the entire implementation project:

• in most cases, the need for a large-scale reorganization of the enterprise;
• weak formalization of business processes and lack of corporate standards;
• The EDMS must be implemented and used throughout the enterprise (everywhere information is created, adjusted and stored), otherwise the success of its implementation will be minimal (if at all);
• the presence of certain resistance to the implementation of EDS on the part of the company’s employees ( "resistance to change"), often caused by a reluctance to have any kind of “transparency” of their activities;
• lack of the required level of training among enterprise employees (including lower, middle and upper level managers) to work with EDMS.

The introduction of EDMS should be carried out gradually, starting with the most important link in the document flow (well described and understandable), the automation of which will quickly achieve a positive effect. In the process of implementing an EDMS, it is necessary to ensure the ability to work with both new and old technology so as not to interfere with the daily activities of the enterprise. A very important role is played by real support from the management of the enterprise for the implementation project (the so-called "first person factor"). In the absence of such support (for example, even in organizing the receipt of all the necessary information during an enterprise survey), at best, the system will be implemented only in certain departments of the enterprise (it is unlikely that any noticeable return on investment can be expected from this).

The problem of “resistance to change” can be solved by gradually and systematically introducing elements of electronic document management, starting with the simplest (for example, training employees to work with e-mail and the intranet, organizing an electronic archive, etc.) and carrying out the necessary explanatory work. During the implementation of the EDMS, it is imperative to organize trainings for the company’s employees, as well as consultations for its management on organizing the transition to an electronic form of office work.

Large-scale implementation of EDMS must necessarily be preceded by a pilot project, during which the main problems that may arise directly during implementation are clarified. the main task The pilot project is to determine whether there is or is not (or is expected) a tangible effect from the introduction of EDMS. If the pilot project (the so-called “pilot”) is successful, a final decision is made on the implementation of the EDMS, and a real implementation project is developed along with a full implementation plan. Typically, the cost of a pilot project reaches 10% of the cost of a real project.

As a rule, the implementation of an EDMS at an enterprise includes the following main stages:

1. A thorough analysis of the enterprise’s business processes, the state of the equipment and technologies used;
2. Development of an information and functional model of the enterprise, reengineering of its business processes;
3. Analysis of the possible hardware and software configuration required for the implementation of the EDMS.
4. Implementation of a pilot project;
5. Approval of the results of the pilot project and development of an EDMS implementation plan;
6. Selection and delivery of hardware and software necessary for the implementation of EDMS;
7. Supply and installation of EDMS;
8. Adaptation and configuration of EDMS;
9. Transfer and conversion of data from legacy systems;
10. Training system administrators and users to work with EDMS;
11. Preparation of a test case, program and test methodology, conducting full testing of the EDMS;
12. Development of design, software, technical and user documentation.
13. Completion of the implementation of the EDMS, putting it into commercial operation;
14. EDMS support.

conclusions

1. The future belongs to EDMS, in which the ESM concept is most fully implemented. At the same time, according to analysts, solutions that are closest to the ECM concept are now offered by Documentum and FileNet.
2. The next few years will see favorable prospects for further development of the content management systems market. According to a 1999 Forrester Research study, 38% of Fortune 500 companies said purchasing a content management system was essential to their business. According to Meta Group, the content management systems market will increase to $10 billion by 2004 (with an annual growth rate of 20%).
3. At the same time, according to Ovum analysts, paper document management technologies will be in demand on the market for many years to come.
4. Applications will continue to be developed that integrate the ability to generate reports and search for information in corporate databases with the publication of documents and graphic images on the Internet.
5. Only the largest and market-wise far-sighted EDMS developers will retain opportunities for progressive development. Companies that cannot adapt to new market conditions will face stagnation or will be pushed out of the market altogether.

RUSSIAN EDMS MARKET: PROBLEMS AND PROSPECTIVES OF DEVELOPMENT THE MARKED OF THE SYSTEM OF ELECTRONIC TURNOVER: PROBLEMS AND PERSPECTIVES OF DEVELOPMENT

Mashchenko I.S., Chernysheva N.V.

South Russian Institute of Management - branch of the Russian Academy of National Economy and Public Administration

Mashchenko I.S., Chernysheva N.V.

South-Russia Institute of Management - branch of Russian Presidential

National Economy and Public Administration

Abstract: The article analyzes the problems and prospects for the development of the EDMS market in Russia. The concepts of electronic document management systems, their purposes and updating in modern world, presents statistical data on the development and use of specific electronic document management systems, both in a commercial structure and in the public sector. Conclusions are drawn about the problems of EDMS and the need for their development, improvement and use in organizations and government agencies to improve their efficiency and effectiveness.

Key words: electronic document management, electronic document management system, EDMS market, EDMS functionality, EDMS in the public sector.

Abstract: The article analyzes the problems and perspectives of the market development of the system of electronic turnover in Russia. The following notions are concerned: the systems of electronic document turnover, their aims and actualization in the modern world, statistical data on the development and using of concrete systems of e-document turnover are given both in the commercial constructiond and the public sector. Conclusions are made on the problems of the systems of electronic turnover the necessity of their development improvent and using in the organization and state lodies for raising their efficiency and effectiveness.

Key words: electronic documentary turnover, the system of electronic document turnover, the market of the systems of e-document turnover, the systems of e-document turnover in the public sector.

In the modern world, the development of technologies and their widespread implementation has led to the fact that electronic document management and archival work occupy a leading position in comparison with their paper counterpart. Today we can observe an increase in the number and volume of documents used in the world. Moreover, the ratio of electronic and paper documents changes over time in favor of the latter.

In 2014, the EDMS market celebrated its 20th anniversary. Its origin and development was caused primarily by the need to automate the work of government agencies - the first domestic electronic document management systems were created according to their orders.

Electronic document management system (EDMS) is an organizational and technical system that ensures the process of creating, access control and distribution of electronic documents in computer networks, as well as providing control over the flow of documents in the organization.

EDMS on the market information technologies remain among the most popular systems, as they allow:

Increase the efficiency of company management by providing management with all the necessary information for decision-making;

Optimize the work of employees with documents;

company assets (information that may be lost as a result of dismissal or reduction of employees), i.e. to ensure continuity of business or business processes.

In 2013, the Russian EDMS market, including implementation services, grew by 20% compared to the volume of 2012 to 30.72 billion rubles. It maintained high growth rates in the period from 2011 to 2013: from 20 to 35%. In contrast to other segments of the business software market, where, according to Tlyo1Ber, a slight decline began (B1 systems) or growth stopped (BIR systems) , the EDMS market should show double-digit growth at the end of 2014: the main driver of this market is the public sector, where projects in the field of electronic document management automation are being implemented with high intensity. In the number of projects, the share of the public sector in the EDMS market is up to 25%, in in monetary terms- up to 40%. .

The positive market dynamics in 2013 are confirmed by data on the revenue of integrators. Among those companies that submitted data on revenue in the EDMS market, including implementation services (in rubles including VAT), the increase in 2013 relative to the previous year was 15% or higher for most companies. (Table 1) .

Table 1. Income of system integrators in the EDMS market in

Russia, 2012-2013, thousand rubles

Company You handle 2013 Projects 2013 Revenue 2012 Projects 2012 Revenue growth 2012-2013

1C (all franchisees) 1,240,742,103 3 1,041,691,948 19.1%

Business logic 760,000 88,534,900 86 42.1%

KRO K 545 970 51 473 553 50 15.3%

EOS 516,029,777 3,263,997 - 95.5%

InterTrust 420 864 478 406 759 289 3.5%

ID Management Technologies 380,970 - 238,035 - 60%

Lanit 188,000 80 180,000 70 4.4%

ELM A 56,000 105 38,000 - 47.4%

Haul 50 54 28 49 73.6%

mont (Holemont) 000 800

0 FTS 38,000 9 34,500 5 10.1%

1 ASK ON 23,200 57 17,600 35 31.8%

Total 4,219,775 3,257,835 29.5%

The most active implementation of EDMS in Russia is carried out in the public sector, primarily this applies to government agencies, but also to companies with state participation.

Among state-owned companies for the period from the beginning of 2013 to September 2014, the electronic document management system within the State Automated System Justice, which operates on the basis of the Delo (EOS) platform (more than 67 thousand users), and the implementation of EMC Documentum in Rosatom (more than 67 thousand users) stand out in terms of scale. 30 thousand) and the introduction of Etlas (EDI) in the Department of Health and Social Development of the Oryol Region for 10 thousand workstations. In the commercial sector, the largest EDMS project is the implementation of DocsVision in Sberbank of the Russian Federation; the system is still being replicated: according to the bank itself, 100 thousand bank employees are now working in EDMS on this platform (Table 2).

Table 2. Top 5 EDMS/ESM projects in the Russian public sector by number of users for 2013 - the first three quarters of 2014

GAS Justice Case EOS 67 835

Customer System Integrator Number of users

Rosatom EMC Documentum KROK 30,000

Department of Health and Social Development of the Oryol Region Etlas (EDO) Etlas-Soft (AtlasSoft) 10,000

General Prosecutor's Office of the Russian Federation AIC Supervision EOS 9 123

Government of the Rostov Region Case (EOS) EOS 7,639

A paradoxical situation has developed in the EDMS industry: usually

legislation is a brake on the application of new technologies. Today, the legislative framework is ahead of the technical capabilities of most implemented systems. On the other hand, the capabilities of the ECM platforms themselves, on which EDMS are built (both imported and domestic), in principle, make it possible to solve all new problems. Today, development is most often hampered by the lack of competence of functional customers, who still adhere to conservative views on document flow.

It is obvious that at the system level there is an understanding of the importance of this task: by Government resolution Russian Federation dated 09/06/2012 N 890 “On measures to improve electronic document management in government bodies” it is established that the transition to electronic document flow in government bodies must be completed before December 31, 2017

But the current state of affairs leaves room for doubt - large-scale investments in ICT in the public sector, more than 1 trillion. rub., do not yet give a tangible practical result.

Unfortunately, today there is not a single legally significant public service that involves performing any legally significant actions - issuing a document, changing the status of a citizen, etc. - translated into electronic form. All services provided by EPGU are for informational purposes only.

EDMS systems are aimed at improving the activities of a particular organization, but each of them has its own wide functionality, which includes a number of characteristics. During the research process we were

■ Directum ■ Docs Vision ■ Globus Professional

■ PayDox ■ 1C: Document Flow* Boss Assistant

■ CASE ■ EUPHRAT ■ MOTIVE

9 systems were identified. We will show their functional equipment, on the basis of which we will highlight the advantages and disadvantages of the systems (Fig. 1,2). Rice. 1. Technical capabilities of modern EDMS

Rice. 2. Cost of licenses for 100 users, excluding the cost of the DBMS, additional modules and discounts

When comparing the functionality of the EDMS, the following designations are used: “+” - the opportunity has been implemented; “+/-” - the feature is available with limited functionality or requires the purchase of additional software; “-” - the opportunity has not been implemented.

In terms of the “Working with Documents” function, the leading positions are occupied by such EDMS as: Boss-Referent, Delo and Ephrat. The grassroots level was occupied by PayDox (Table 3).

WORKING WITH DOCUMENTS WITH Directum DocsVision Globus PayDox 1C: Document Boss - BUSINESS EUPHRATS MOTIV

Built-in tools

viewing attached files

Changing attachments

Working with draft documents /- /- /-

Table 3. Working with documents

In terms of the development of the “Search and Analysis of Information” function, the leaders are such EDMS as: Ephrat, Delo and DocsVision. The last positions are occupied by 1C, Directum, GlobusProfessional (Table 4).

SEARCH and ANALYSIS OF INFORMATION Directum DocsVision Globus PayDox 1C:Documentoo Boss Assistant CASE EUPHRATS MOTIV

Attribute search (search by document details)

Search for tasks and instructions (including by deadlines, performers, controllers)

Full-text search taking into account the morphology of the Russian language /- /- /- /- /-

Implementation various types search in one query /-

Table 4. Search for information analysis

Table 5. Information security

INFORMATION SECURITY Directum DocsVision Globus PayDox 1C:Documento Boss Assistant CASE EUPHRATS MOTIV

Support in various ways authentication /- /- /- /- /- /- /-

Assigning user rights

Assigning rights to user groups

Custom role support

In terms of the development of the “Information Security” function, Boss-Referent, Efrat, Delo and DocsVision are in the leading positions. In last positions: 1C and GlobusProfessional (Table 5).

Based on the analysis, we can identify several EDMS with the greatest functionality. These include: Ephrat, who is the unquestioned leader, also Delo and DocsVision. Of the 9 EDMS, 1C, Globus Professional, PayDox distinguished themselves with insufficient functional equipment. The rest of the EDMS occupied the middle niche.

In conclusion, we can say that EDMS is necessary in the modern world and its continuous improvement is also an important criterion. Electronic document management systems are well known on the Russian market. Today, their implementation has become widespread and has reached the peak of productivity. Further growth

market growth is possible not due to the growth in the number of ECM users, but due to the improvement of their functionality. Today, the main reasons for replacing existing solutions are performance problems, lack of functionality, high cost of development and support of the current solution, closed platform code, inconvenient interface, problems with territorial distribution and integration, as well as binding to outdated software and hardware platforms.

Bibliography:

1. Mansurova N.A., Veselov P.S. Prerequisites and stages of implementation of an electronic document management system for small and medium-sized businesses // Economic Research 2010 No. 1 - P. 2

2. Gaisinsky I.E., Vostrikova T.V., Perova M.V. Electronic document flow in the system of training and advanced training of specialists // State and municipal government. Scientific notes of SKAGS. 2009. No. 4. P. 66-75

3. [Electronic resource]. URL: http://www.tadviser.ru/index.php

4. [Electronic resource]. URL: http://www.tadviser.ru/index.php

5. [Electronic resource]. URL: http://www.tadviser.ru/index.php

6. Khasheva I. A. Practice of using information and communication technologies in the provision of public services// State and municipal management. Scientific notes of SKAGS. 2009. No. 4. P. 99-108

7. Bakushev V.V., Grigoriev E.S. Electronic technologies in state-political and systemic management activities devices: assessment of prerequisites // State and municipal management. Scientific notes of SKAGS. 2009. No. 1. P. 56-61.

8. [Electronic resource]. URL: http://www.tadviser.ru/index.php

The information and analytical center TAdviser published the traditional annual report on the market for electronic document management systems (EDMS) and content management (ECM). This time it covers projects started and completed in 2016 and 2017.

Assessment of the Russian EDMS market in monetary terms

According to TAdviser estimates, in 2016 the volume of the domestic market for EDMS/ECM systems was about 41.6 billion rubles. The market has increased over the year on 10%. Same dynamics ( 10% ) experts expect by the end of 2017.

The maximum profit from sales, implementation and support of electronic document management systems in 2016 was received by the network of franchisees of the 1C company. The total income of the vendor and partners was 2.75 billion rubles. Wherein more than 2 billion rubles The 1C company and its franchisees earned money from the implementation and support of EDS, while sales of licenses attracted everything into the common treasury 650.5 million ₽. However, the results of the affiliate network were presented outside the rating, since there is not one, but a huge number of market players.

The first line of the official ranking was taken by the Logika Business company with annual revenue 1.86 billion rubles, the second - "Krok" with 1.38 billion rubles, the third TerraLink with 964 million ₽. Our partner EOS earned money from the sale, implementation and support of EDMS "DELO" and EOS for SharePoint in 2016 793.5 million ₽ and secured 4th place in the overall table.

The authors of the rating note that the majority of participants in the EDMS/ECM rating demonstrated positive revenue dynamics in 2016. Only 2 out of 16 companies worsened their financial indicators- and these are integrators, not vendors. All EDMS development companies remained in the black.

EDMS rating by number of projects

Directum is the leader in the number of projects started and completed in 2016 ( 739 ). Our partners EOS ( 593 public projects for the year) and 1C ( 178 projects) occupy the 2nd and 4th lines, respectively.

Industry distribution of projects

TAdviser did not display statistics on the distribution of EDMS projects by industry this year. However, the international research company IDC did this for him. According to her calculations, in 2016, Russian enterprises in the industrial, public and financial sectors invested the most in ECM. But they approached the problem differently. Industrialists with the largest market share ( 25% ) focused on automation internal document flow: expanding the functionality of the EDMS in terms of project management, automating typical enterprise work scenarios and integrating the EDMS with transactional systems (CPM, BI). Occupier 23% market, the public sector in 2016 primarily solved the problems of developing MEDI and connecting new participants to interdepartmental interaction. Financial institutions with shares 16% were focused on automating external document flow: creating client electronic dossiers, mobile applications, automating the loan issuance process.

Key drivers of EDMS market growth

The EDMS/ECM market in Russia increases every year on 10%. A number of factors contribute to this:

Difficult economic situation. The prolonged crisis has forced enterprises to think more seriously about reducing investments and tightening financial control. Due to the tense economic situation, many are thinking for the first time about assessing and optimizing their business processes. And we found an effective solution - EDMS/ECM systems.

Import substitution process. In 2016, the Government of the Russian Federation issued Order No. 1588-r, obliging federal executive authorities and state extra-budgetary funds to switch to Russian software. Since then, manufacturers of domestic electronic document management systems have seen steady demand for their solutions. It is possible that, following government organizations and government bodies, large industry companies with state participation will be required to switch to domestic platforms. And this is the main segment of customers of EDMS and ECM systems. However, as in the current situation, the transition will not be abrupt. Replacing large-scale information systems always involves high costs and risks, so modernization must be smooth. A good place to start is by upgrading your database and switching to open source software, such as PostgreSQL.

1. Course on digital economy . The state is systematically launching electronic services (Gosuslugi, Nalog.ru), commercial companies, etc. Transferring business processes to an electronic environment is an effective way to reduce the cost of goods and services, optimize labor, time and financial costs.
2. Rapid development of new technologies. As new tools for processing and storing data (blockchain, big data, artificial intelligence) develop, electronic document management systems also evolve. Their functionality is expanding, new tools for standardization, visualization and information analysis (BI) are appearing. EDMS are increasingly used as corporate data warehouses.
3. The need for automation of YuZEDO. In 2016–2017, in organizations of various sizes and industries, there was an urgent need for automation of legally significant document flow (LWED). Moreover, we are talking not only about the use of a qualified electronic signature and the online exchange of certified documents, but also about the needs at the level of full-fledged integration mechanisms that allow minimizing manual operations and ensuring the continuity of end-to-end processes.
4. Total mobilization. Currently, not only managers, but also ordinary performers need access to work programs from mobile devices. Ability to connect to a corporate EDMS with personal phone or a tablet allows an employee to quickly learn about new tasks and complete them more quickly. The total transition of corporate communications to the mobile environment has led to the emergence of an entire industry serving mobile for business. It includes content provisioning, services for developing tools for protecting corporate data, designing and creating mobile applications.
5. Distribution of cloud services. Cloud EDMS technologies are actively used at the state level. Today you can apply to change your driver’s license or passport, pay taxes, and obtain housing and communal services certificates in the digital environment - through government service websites. As for the commercial sphere, for medium and small businesses the ECM platform must certainly be cloud-based. It is not economically profitable for organizations in the SMB segment to buy a boxed version of the EDMS. The use of cloud content management systems is very convenient for large enterprises. Such ECMs are not limited in terms of scaling, are centralized, and provide universal access to employees from any type of device 24/7.
6. Increase in virus attacks. The recent wave of virus attacks has provoked a surge of interest in EDMS as a centralized storage system for corporate information.

Forecasts for the near future

Experts associate further growth of the market with the development of USEDO, financial archive and improvement of mechanisms for integrating EDMS with other information systems of the enterprise. Already today, EDMS are seamlessly integrated with analytical services and accounting programs. In the near future, electronic document management systems will be even more tightly integrated into the IT landscape of organizations. Experts even allow the release of converged solutions for integrated work with all types of company data and content.

Chatbots and artificial intelligence mechanisms will become more widespread in electronic document management systems. From a document registration service, EDMS will turn into a multifunctional system for documenting all business activity enterprises, information dispatch center taking into account data from multiple information systems. Plus, the EDMS will become the main supplier of data for deep, comprehensive analytics in BI systems.

Limiting factors

Among the main barriers to the development of the EDMS market, experts name:

• Restrictions legislative framework . Electronic document management is still used not as the main one, but as a backup paper document.
• Insufficient unification of EDMS, lack of a single standard and regulations. For example, employees of industrial enterprises work not only with standard reports, but also with specialized engineering documentation (drawings from AutoCAD). The lack of such documents in standard forms deters many from implementing EDMS.

Experience in implementing EDMS "SoftExpert"

The development of human civilization is accompanied by a stunning increase in the volume of information created, processed and stored. For example, according to ASAP magazine, about 6 billion new documents appear in the world every year. According to the Delphi Consulting Group, currently in the United States alone, more than 1 billion pages of documents are created daily, and more than 1.3 trillion are stored in archives. various documents.

It should be noted that the flows of corporate information are extremely diverse in terms of sources and forms of presentation. However, they can be conditionally classified according to the form of storage: electronic and paper documents. It is estimated that currently only about 30% of all corporate information is stored electronically (both structured in databases and unstructured). All other information (about 70%) is stored on paper, creating considerable difficulties in finding it. However, this ratio is gradually changing in favor of electronic storage (in particular, through the development of electronic archive systems). According to Delphi Consulting Group, the volume of corporate electronic text information doubles every 3 years. According to the forecast of the same ASAP magazine, by 2004, only about 30% of corporate information will remain in paper form, and 70% of information will be stored electronically. It is unlikely, of course, that someday all documents will become exclusively electronic, but there is no doubt that the electronic form of document storage will prevail in the future.

These impressive figures and data only indicate that for any enterprise or organization, the issues of optimizing document flow and controlling information processing are of key importance. This statement can be confirmed by the following data. According to Siemens Business Services, a manager spends up to 80% of his working time working with information, up to 30% of employees’ working time is spent on creating, searching, approving and sending documents, each internal document is copied, on average, up to 20 times and up to 15 % of corporate documents are irretrievably lost (at the same time, according to ASAP magazine, the average employee spends up to 150 hours of his working time annually searching for lost information). There are also estimates that up to 40% of labor resources and up to 15% of corporate income are spent on working with documents.

That is why management efficiency of enterprises and organizations not least depends on the correct solution to the problems of prompt and high-quality generation of electronic documents, control of their execution, as well as thoughtful organization of their storage, search and use. The need for effective management of electronic documents led to the creation electronic document management systems (EDMS), to which this article is devoted. The main purpose of the article is to present for Jet Info readers a retrospective of the current state of the global EDMS market, prospects for its development, as well as a fairly large number of examples of the use of EDMS in the world. You can get acquainted in more detail with all issues related to EDMS using a fairly large number of specialized Web resources (both Russian and English), for example, www.document.ru, www.docflow.ru, websites of EDMS developer companies, etc. .

Basic concepts about electronic document management systems

Purpose of the EDMS

According to industry analysts, electronic document management includes: the creation of documents, their processing, transmission, storage, output of information circulating in an organization or enterprise, based on the use of computer networks. In general, electronic document management is understood as organizing the movement of documents between departments of an enterprise or organization, user groups or individual users. At the same time, the movement of documents does not mean their physical movement, but the transfer of rights to use them with notification of specific users and control over their execution.

IDC defines the concept of EDMS as follows (meaning EDMS” Electronic Document Management Systems): “EDS provide the process of creating, managing access and distributing large volumes of documents on computer networks, and also provide control over the flow of documents in the organization. Often these documents are stored in special repositories or in a file system hierarchy. File types that are typically supported by ERMS include: text documents, images, spreadsheets, audio data, video data, and Web documents. General EDMS capabilities include: document creation, access control, data conversion and data security.”

The main purpose of the EDMS is to organize the storage of electronic documents, as well as work with them(in particular, searching them both by attributes and by content). The EDMS should automatically track changes in documents, deadlines for execution of documents, movement of documents, and also control all their versions and subversions. A comprehensive EDMS must cover the entire cycle of office work of an enterprise or organization, from setting the task of creating a document to its storage in the archive, and ensure centralized storage of documents in any format, including complex composite documents. EDMS should combine disparate document flows of geographically remote enterprises into a single system. They must provide flexible document management, both through rigid definition of movement routes and through free routing of documents. The EDMS must implement strict differentiation of user access to various documents depending on their competence, position and powers assigned to them. In addition, the EDMS must be customized to the existing organizational structure and records management system of the enterprise, as well as integrate with existing corporate systems.

The main users of EDMS are large government organizations, enterprises, banks, large industrial enterprises and all other structures whose activities are accompanied by a large volume of created, processed and stored documents.

Basic properties of EDMS

Openness

All EDMS are built on a modular basis, and their API interfaces are open. This allows you to add new functions to the EDMS or improve existing ones. Currently, the development of applications integrated with EDMS has become a separate type of business in the industrial software production industry, and many third companies are ready to offer their services in this market segment. The ability to relatively simply add many modules from third companies to the EDMS significantly expands their functionality. For example, modules for document input from a scanner, communication with e-mail, fax forwarding programs, etc. have been developed for EDMS.

High degree of integration with application software

The key capability of EDMS is its high degree of integration with various software applications through the use of technology OLE Automation, DDE, ActiveX, ODMA, MAPI etc. And when directly working with documents, there is no need to use EDMS utilities at all. Users deal only with conventional application programs: at the time of installation of the client part of the EDMS, application programs are supplemented with new functions and menu elements. For example, a user of the MS Word word processor, opening a file, immediately sees libraries and folders with EDMS documents (from where he selects the document he needs). When saving, the document is automatically placed in the EDMS database. The same applies to other office and specialized programs.

It should also be noted that most common EDMS implement integration with the most well-known ERP systems (in particular, SAP R/3, Oracle Applications, etc.). The ability to integrate with various applications is one of the characteristic properties of an EDMS. Thanks to it, EDMS can act as a link between various corporate applications, thereby creating the basis for organizing office work in an enterprise. Some industry analysts even believe that EDMS may well become the basis of a corporate information system of an enterprise or organization (there are other opinions).

Features of document storage

EDMS operate primarily on the basis of distributed architectures and use various combinations of technologies for collecting, indexing, storing, searching and viewing electronic documents. Most EDMS implement a hierarchical document storage system (according to the “cabinet/shelf/folder” principle). Each document is placed in a folder, which, in turn, is located on a shelf, etc. The number of nesting levels when storing documents is not limited. The same document can be part of several folders and shelves through the use of a link mechanism (the source document in this case remains unchanged and is stored in a place determined by the EDMS administrator). A number of EDMS implement even more powerful storage capabilities by organizing links between documents (these links can be established and edited graphically).

Any document in the EDMS has a certain set of attributes (for example, its title, the author of the document, the time of its creation, etc.). The set of attributes can change from one document type to another (within one document type it remains unchanged). In an EDMS, document attributes are stored in a relational database. For each type of document, a card template is created using visual tools, where the names of the document attributes are presented in a clear graphical form. When entering a document into the EDMS, the required template is taken and the card is filled out (attribute values ​​are entered). Once filled out, the card is linked to the document itself.

In most cases, the server part of the EDMS consists of the following logical components (which can be located on one or several servers):

• Storage of document attributes (cards);
• Document storage;
• Full-text indexing services.

A document store usually refers to a store of document content. Attribute storage and document storage are often combined under the general name “document archive”. To store attributes, most EDMS use DBMS Oracle, Sybase, MS SQL Server and Informix, which provide document search by attributes.

To store the contents of documents directly, most EDMS use file servers MS Windows NT, Novell NetWare, UNIX, etc. In this case, heterogeneous combinations of network environments can be implemented. For example, a database with document attributes can run under UNIX OS on a TCP/IP network, and the documents themselves can be stored under Novell NetWare OS on an IPX/SPX network. It should be noted that the great advantages of EDMS are storing documents in their original format and automatically recognizing multiple file formats.

Recently, storing documents along with attributes in a database has become increasingly popular. This approach has its advantages and disadvantages. The advantage is a significant increase in the security of access to documents, and the main disadvantage is the low efficiency of working with documents with a large volume of stored information. This approach also requires the use of powerful servers with large amounts of RAM and hard drives. In addition, if the database fails, it will be very difficult to restore the documents stored in it. It is also necessary to be strictly tied to a specific DBMS.

Features of document routing

EDMS modules responsible for document flow are usually called document routing modules. In general, the concepts of “free” and “hard” document routing are used. With “free” routing, any user participating in the document flow can, at his own discretion, change the existing route for documents (or set a new route). With “hard” routing, the routes for passing documents are strictly regulated, and users do not have the right to change them. However, with “hard” routing, logical operations can be processed when the route changes when some predetermined conditions are met (for example, sending a document to management when a specific user exceeds his official authority). In most EDMS, the routing module is included in the delivery package; in some EDMS it must be purchased separately. Full-featured routing modules are developed and supplied by third parties.

Access control

The EDMS implements reliable means of delineating powers and controlling access to documents. In most cases, they are used to determine the following types of access (the set of permissions specified depends on the specific EDMS):

• Full control over the document;
• The right to edit, but not destroy the document;
• The right to create new versions of a document, but not to edit it;
• The right to annotate the document, but not to edit it or create new versions;
• The right to read the document, but not edit it;
• The right to access the card, but not the contents of the document;
• Complete lack of access rights to the document (while working with the EDMS, every user action is logged, and, thus, the entire history of his work with documents can be easily controlled).

Tracking versions and subversions of documents

When several users work with a document simultaneously (especially when it needs to be approved by various authorities), a very convenient function of the EDMS is the use of versions and subversions of the document. Let's assume that the executor created the first version of the document and passed it on to the next user for review. The second user changed the document and created a new version based on it. Then he passed his version of the document to the next authority to a third user, who created a third version. After a certain time, having read the comments and corrections, the first executor of the document decides to modify the original version and, on its basis, creates a subversion of the first version of the document. The advantage of EDMS is the ability to automatically track versions and subversions of documents (users can always determine which version/subversion of a document is the most relevant in the order or time of their creation).

Availability of utilities for viewing documents of different formats

Most EDMS include utilities for viewing documents (so-called viewers) that understand many dozens of file formats. With their help it is very convenient to work, in particular, with graphic files (for example, with drawing files in CAD systems). In addition to the basic set of viewing utilities (included in each EDMS), you can purchase additional utilities from third parties that integrate well with the EDMS.

Annotating documents

When organizing group work on documents, the ability to annotate them is usually very useful. Since in some cases users are deprived of the rights to make any changes to the document during the approval process, they can use the ability to annotate it. In most EDMS, annotation is implemented by including an attribute for annotation in the document card and transferring to users the rights to edit such a card field. But such a solution is not always acceptable (especially when annotating a graphic document). In this regard, in some EDMS there is a so-called “red pencil” function, with which you can graphically indicate flaws in the image itself. Software tools that implement the “red pencil” function are widely offered by third parties.

Support for various client programs

Most EDMS clients can be PCs running MS Windows or Windows NT. Some EDMS also use UNIX and Macintosh platforms. In addition, all modern EDMS allow you to work with documents through standard Web navigators. Since Web navigators can be hosted on a variety of client platforms, this makes it easier to solve the problem of ensuring the operation of EDMS in heterogeneous network environments. When using Internet technologies, the EDMS has another server component responsible for accessing documents through Web navigators.

General classification of EDMS

ECM concept

The issue of EDMS classification is quite complex due to the rapid development of the market for these systems. Moreover, starting from 2001, the concept began to gain increasing popularity “Enterprise Content Management” ECM”, not electronic document management (according to Forrester TechRankings). Term ESM appeared with the light hand of a trade association AIIM International and covers all corporate information management systems.

At the same time, if Forrester Research defines ECM as integrated approach to document and web content management, then for consulting company Doculabs, enterprise content management ECM is “a category that combines the capabilities of enterprise document management systems and content management systems with the ability to manage the full lifecycle of enterprise content (with the number of content types continuing to grow).”

From the perspective of industry analysts, the ECM concept offers many business benefits. An ECM system that integrates all content- and process-oriented technologies within an enterprise provides a common infrastructure for managing its document flow, minimizing the need to deploy and support multiple technologies to implement various business functions. The essence of this approach (also called infrastructure) is that corporate content should not belong to just one application or system. It should be available to many applications and freely distributed between them. An important property of the ECM infrastructure (which includes corresponding applications from most industry vendors) is its independence from a single universal content store. The ECM infrastructure integrates many specialized (or legacy) data repositories (even from competing vendors), including, but not limited to, electronic product document repositories, email, Web content repositories, file systems, and even DBMSs. Thus, The ECM infrastructure provides a common integration (or virtualization) layer for each data repository(allowing them to be queried from anywhere across the enterprise), thereby minimizing the need to integrate electronic document management systems and content management systems from multiple vendors. In addition, with the help of the ECM infrastructure, corporate content management services such as personalization, access control, user permissions management, etc. are implemented (which simplifies the administration and maintenance of the ECM system).

The capabilities of ECM systems can be divided into several main categories:

General Content Management Features, which refers to the ability to manage a variety of electronic objects (images, office documents, graphics, drawings, Web content, email, video, audio and multimedia). The ECM system provides a repository for all these types of electronic objects with various library services (content profiling, check-in/check-out functions, version control, revision chronology, document access security, etc.), as well as the ability to manage data objects throughout their entire life cycle.

Process control functions, which refers to the ability to automate and manage business processes and work flows.

Integration with other ECM systems, implying the ability to integrate an ECM system with external ERP systems, office applications, content storage, and other EDMS. Integration can be accomplished using a variety of approaches, including the use of object-oriented interfaces (such as EJB), connectors, APIs, enterprise application integration technologies EAI (Enterprise Application Integration) and etc.

It should be noted that ECM exists so far only as a concept, and ECM infrastructure today to a large extent represents only a look at the prospects for the development of the EDMS market. For example, some industry vendors talk a lot about content management, but they focus their systems only on managing Web content or office documents. In addition, they lack a clear vision for how to create an open ECM infrastructure that integrates specialized repositories across the enterprise. According to analysts from Doculabs (which studied the solutions of leading developers of EDMS systems), although vendors recognize the importance of the ECM concept, they are still quite far from fully implementing it in their systems.

Classification of EDMS

According to IDC analysts, currently there are the following main types of EDMS (some of the EDMS can simultaneously belong to several types, since they have functions corresponding to them):

EDMS focused on business processes (business-process EDM). They form the basis of the ECM concept. Systems of this type (EDMS) are designed for specific vertical and horizontal applications (sometimes they also have industrial applications). EDMS systems provide the full life cycle of working with documents, including working with images, managing records and workflows, content management, etc. EDMS systems provide storage and retrieval of 2-D documents in original formats (images, CAD files, spreadsheets etc.) with the ability to group them into folders. There is an opinion among some industry analysts that (depending on the indexing scheme and applications used) this document-oriented approach can provide up to 80% of the functionality of a PDM system in a number of EDMS systems at a lower implementation cost. The most well-known developers of EDMS systems are Documentum (Documentum system), FileNet (Panagon and Watermark systems), Hummingbird (PC DOCS system), etc. Vendors that have been more successful in content management than other companies (for example, Documentum and FileNet companies) have focused its activities on the implementation of such functions in the EDMS as template management, dynamic presentation management and Web content publishing. It should be noted that while almost all EDMS systems provide a good level of implementation of repositories and library services for managing electronic content (for example, images and office documents), each of them is the strongest in its area. For example, systems from Open Text and iManage have the most well-developed management of office documents. In turn, systems from Tower Technology, FileNet, IBM and Identitech are particularly strong at managing images of high-volume products.

Corporate EDMS (enterprise-centric EDM). Systems of this type provide a corporate infrastructure (available to all corporate users) for creating, collaborating on, and publishing documents. The basic functions of corporate EDMS are similar to the functions of EDMS focused on business processes. As a rule, corporate EDMS are not intended for use only in a specific industry or for solving a narrow problem. They are being implemented as general corporate technologies. The development and promotion of corporate EDMS are carried out by Lotus (Domino.Doc system), Novell (Novell GroupWise), Open Text (LiveLink system), Keyfile, Oracle (Context system), iManage, etc. For example, the Open Text Livelink system ensures collective work on project documents for external and internal users, conducting online discussions, distributed planning and routing of documents, etc.

Content management systems. Systems of this type provide content creation, content access and management, content delivery (down to the level of document sections and objects for their subsequent reuse and compilation). Having information available not as documents but as smaller objects makes it easier to share information between applications. Managing Web content requires the ability to manage the various content objects that may be included in a Web presentation (for example, HTML pages and Web graphics). In addition, managing Web content requires the ability to create presentation templates that are used to present dynamic content and personalize it (based on user preferences, their profiles, etc.). Content management systems from Adobe, Excalibur, BroadVision, Documentum, Stellent, Microsoft, Divine, Vignette, etc. are known on the world market. A certain level of Web content management is also offered by FileNet, Tower and Identitech. In turn, IBM implements Web content management functions based on solutions from Interwoven and Open Market (through partnerships with them), and Tower has integrated its electronic document management software with Web content management solutions from Stellent .

Information management systems” portals. Such systems provide information aggregation, information management and delivery via the Internet/intranet/extranet. With their help, the ability to accumulate (and apply) experience in a distributed corporate environment is realized based on the use of business rules, context and metadata. Portals also provide access through a standard Web browser to a number of e-commerce applications (usually through the interface of an ERP system). Examples of portals are Excalibur, Oracle Context, PC DOCS/Fulcrum, Verity, Lotus (Domino/Notes, K-Station) systems.

Imaging systems. With their help, information scanned from paper media is converted into electronic form (usually in TIFF format). This technology underlies the conversion into electronic form of information from all legacy paper documents and microfilms. The basic functions of a standard image processing system include: scanning, storage, a number of image search capabilities, etc.

Workflow management systems. Systems of this type are designed to provide routing of work flows of any type (defining file routing paths) within corporate structured and unstructured business processes. They are used to increase the efficiency and controllability of corporate business processes. Workflow management systems are usually purchased as part of a solution (for example, EDMS systems or PDM systems). Here we can note such developers as Lotus companies (Domino/Notes and Domino Workflow systems), Jetform, FileNet, Action Technologies, Staffware, etc. FileNet and IBM companies also provide a good level of work flow management in their solutions (through integration with MQ software Series Workflow), Identitech, Tower (via integration with Plexus and Staffware software), Gauss (via integration with Staffware software), etc.

The classification of EDMS proposed by IDC can be supplemented also corporate electronic records management systems. The corporate records management software market segment is already about 5 years old. Corporate records are fixed in time and immutable. They provide evidence of business transactions, various rights and obligations, etc. Corporate users must determine for themselves what content should be made a corporate record (this decision requires an assessment of the future needs of their business). Enterprise solutions that require content retention include core business systems including ERP and accounting systems, email systems (e.g. MS Exchange), reporting and output management systems, e-commerce systems, collaboration software (project management systems) , online conferencing, etc.). Examples of records management systems include software Capture from Tower Software, iRIMS from OpenText and Foremost by TrueArc.

Many important record management functions in the EDMS did not exist before (for example, classification functions). Methods for physically deleting records and indexes at the end of their life cycle (if necessary) were also not implemented. According to the Gartner Group, enterprise users need to supplement their Web sites with the functionality of records management systems. A number of developers of Web content management systems to support Web site records are already expanding their functionality with the help of records management systems. Work in this direction became especially noticeable in 2002. For example, the Stellent company integrated its content management software with the Foremost records management system from TrueArc (it should be noted that the integration of records management software with an EDMS is very difficult, since it is necessary to solve the problems of duplication of functions and repositories). After this integration, it became possible to take “snapshots” of a Web site and manage them like records. Interesting features such as recording screens encountered during an online transaction are also implemented (for example, in WebCapture software from Tower Technology). Open Text acquired records management systems company PS Software and integrated its iRIMS software as a module into its LiveLink software. Documentum, IBM, and Interwoven (among other content management software vendors) are also adding records management system functionality to their content management software.

Many enterprise users want to collect data from different applications running in a heterogeneous environment and generate reports electronically. This capability is especially necessary for companies using ERP systems (which always collect and store a lot of information, but do not always have the ability to flexibly generate all the necessary reports).

That is why the so-called output management systems (OMS), the main purpose of which is to generate output documents. Some OMS systems additionally include archiving and long-term storage of output reports and documents. In this regard, many of the OMS systems are classified by the Gartner Group as integrated document archive and retrieval systems (IDARS” integrated document archive and retrieval systems). However, the main reason for the popularity of OMS systems is still the market niche they occupy: the generation of documents and reports in the information systems of enterprises and organizations built using ERP systems. According to Gartner Group analysts, one of the weaknesses of modern ERP systems is precisely poor management of the generation of output documents (ERP system developers are more focused on improving the functionality of key modules of their software than on the “minor” issues of ensuring the generation of output reports that do not have, in their opinion, good market prospects). This lack of ERP systems was the main factor in the emergence and rapid development of the OMS systems market. A number of OMS systems are responsible only for the distribution and delivery of output documents (electronically in HTML, XML and PDF formats). Very often, OMS systems are integrated with document and image scanning software packages. A useful feature of some OMS systems is interaction with legacy corporate systems.

It can also be noted special electronic document management modules, built into ERP systems (SAP R/3, Baan, etc.). However, the capabilities of these modules are quite limited, since it is almost impossible to create a universal and fully functional ERP system.

Benefits of using EDMS

According to Forrester Research, 38% of Fortune 500 companies believe that purchasing a modern EDMS is critical to the success of their business. In accordance with the opinion of industry analysts (there are quite a lot of such opinions, differing in certain points from each other), the benefits for corporate users when implementing an EDMS are quite diverse. For example, according to Siemens Business Services, when using an EDMS:

• Staff productivity increases by 20-25%;
• The cost of archival storage of electronic documents is 80% lower compared to the cost of storing paper archives.

It is also generally accepted that tactical and strategic benefits are acquired when implementing EDMS. Tactical benefits determined by the reduction in costs when implementing an EDMS associated with: freeing up physical space for storing documents; reducing costs for copying and delivering paper documents; reduction in costs for personnel and equipment, etc. strategic include benefits associated with increasing the efficiency of an enterprise or organization. These advantages include:

• The emergence of the possibility of collective work on d