Electronic document management for medium and small businesses: tips for beginners. NauDoc - free electronic document management system for small and medium businesses

) NauDoc - to qualitatively improve the process of working with documents of managers and subject specialists of all levels, to reduce the time of routine work with documents, in other words, the automation of workflow in the enterprise

NAUDOC is a software product for automating office work, workflow and business processes developed by NAUMEN. NAUDOC allows you to manage the processing of documents and control the performance discipline, receiving comprehensive information about the progress of tasks.

System electronic document management NauDoc is optimally suited for automating the workflow of medium and small businesses, management companies, design organizations, divisions of holding structures, as well as for solving specific tasks on automation of document flow, faced by divisions of large companies (ensuring work with regulatory documentation in accordance with ISO requirements 9001:2000, interaction between employees and personnel service, etc.).

Using NAUDOC, it is possible to organize a single repository of documents with access rights based on roles, which allows employees to access documents at any time and quickly find all the necessary information, regardless of the presence of the document owner at the workplace. Log books allow you to register incoming, internal and outgoing papers, tracking the movement of paper copies of documents within the enterprise.

NAUDOC's performance discipline controls make it possible to assign tasks to employees in the system, control their execution, track deadlines, send papers for approval, and send approved papers for review by other users of the system. Setting life cycle for document categories, allows you to specify typical routes for the movement of documents, configure their automatic routing and assignment of tasks.

All actions with documents and tasks are performed through a web interface, connecting to the system from anywhere in the world, thereby creating a single information space for the organization, including remote branches and mobile workers.

Benefits provided by the use of the NauDoc electronic document management system:

Simplification of the procedure for the approval of documents by officials

• After the document is created, the employee sends it for approval to a certain circle of people in accordance with the document approval procedure adopted in the organization.
• When working collectively, all actions are performed on one instance of the document. NauDoc users who approve a document get access to it while working.
• At any stage, an approval report can be generated (indicating the name and position of the approver and the exact time the document was approved).

Ability to register electronic and paper documents in the system

• Registration of a document in the registration log occurs automatically at a certain stage of working with a document.
• For paper documents, a special electronic card is created in the system; a scanned copy of the document can be attached to the card.

Speeding up the search for documents by details and content

• The NauDoc system will provide you with the ability to instantly find all documents by a specific attribute (for example, a registration number or a short description).

Simplification of work with organizational and administrative documents

• The user creates a document in the NauDoc system, according to a predefined template. To create a document, you need to change the values ​​of the details in its registration card, they will be automatically put into the text of the document. If necessary, you can allow the user to change the template text.
• After the document is created, the employee sends it for work to a certain circle of people in accordance with the procedure adopted in the organization.
• The system “knows” the order of approval: it controls the scheduled deadlines at the stages, notifies responsible persons, the system also sends notifications about moving a document from stage to stage.
• Registration of a document in the registration log occurs automatically at a certain stage of working with a document. In this case, the document is assigned a registration number and the registration date is set.

Process management

• The NauDoc system allows you to automate production or management processes companies. Allows you to highlight the stages, responsible persons, regulatory deadlines. This allows you to report on the stage at which each of the instances of the process is, to find "bottlenecks" and responsible persons due to which the deadlines are missed, to make the process before making changes.

Simplification of work with incoming and outgoing correspondence

• NauDoc can be configured as an email client, allowing you to work with incoming and outgoing documentation as with regular documents in the system.
• When processing incoming correspondence, letters are received by the secretary, registers letters in the Register of Incoming Correspondence, the document is automatically assigned a registration number. After preparation, the document is sent for resolution to the head, according to the procedure adopted in the organization. After consideration, the document is sent for familiarization or execution to employees of the organization.
• When processing outgoing correspondence, the employee creates a letter according to the template accepted in the organization, sends it for approval to the head, according to the procedure adopted in the organization. After approval of the document, it is automatically sent to the secretary. The secretary registers the letter in the Register and sends it to e-mail. In this case, all documents are stored in the system and are available for search.

Creation of a corporate web portal and an Internet resource of the company

• NAUDOC allows you to create Internet and intranet sites and manage content placement (ENGINE functionality). The content may be papers, graphics and other NAUDOC objects.
• Convenient development and editing of resource pages in the built-in WISYWIG editor, version control.
• Managing the publication of news, questionnaires and voting.
• Built-in development and redesign of resource pages.
• Centralized access control in the sections of the resource, the ability to coordinate documents before publishing on a web resource.

Technological features of the system

• A 100% web interface allows you to connect to the system from anywhere in the world, creating a single information space for the organization, its remote branches and mobile workers.
• the system is embedded with ABBYY FINEREADER Scripting Edition scanning and OCR software;
• the system allows for authentication and authorization of people in external directory services, such as LDAP or Microsoft Active Directory;
• The system has a module for working with digital signature() and it is possible to use the EDS of any crypto provider that supports the Microsoft CRYPTOAPI interface.

The NauDoc electronic document management system is optimally suited for automating the workflow of medium and small businesses, management companies, design organizations, divisions of holding structures, as well as for solving specific tasks of automating the workflow facing divisions of large companies (ensuring work with regulatory documentation in accordance with requirements of ISO 9001:2000, interaction between employees and personnel service, etc.

The NauDoc electronic document management system is designed for comfortable work of up to 50 users who can create up to 5,000 documents per year. These are technological limitations of the Zope software platform on which the product is developed.

From practical observations, the following factors can be distinguished:

• High system reliability. For 4 years of operation not a single failure.
• High degree of system security against hacker attacks
• Good functionality for a free system, but extremely poor for a paid one
• High load on the server even with a small database. Poor thread optimization seems to be the culprit. From here slow work with documents.
• The inconvenience of entering data into the database.
• Usability as such is missing , it seems that the programmers wrote the system for themselves, and not for sale.
• The impression of the underdevelopment of the system.
• Poor (slow) technical and information support on the forum, even for paying customers
• In the free version starting from a certain amount accumulated tasks - the search returns incorrect answers.
• In the paid version, starting from a certain number of accumulated tasks - the search starts to make mistakes when choosing the search area, searches for documents in the wrong place, does not understand the standard logical search conditions.
• The system code is open, but it is unrealistic to change anything manually.

Platform: Windows, Linux/Unix, Solaris, FreeBSD

NAUDOC is available in 2 editions: NAUDOC Free and NAUDOC Enterprise

Leave your comment!

Small business seems to me important for the market, since the number of large federal customers is finite and almost all of them have decided on the choice of platforms and software. And the mechanisms that work there are not very market-based.

So if we talk specifically about the market, then the main potential for expanding the client base is just a small business. When small businesses see the real benefits of electronic document management and when the functionality of the EDMS begins to reflect their real needs, and not reproduce the ministry in miniature, then this market will become as massive as accounting. Can one of the EDMS vendors repeat the success of 1C?

So, 5 myths about EDMS for small businesses:

Although readiness for electronic document management has grown over the past few years, people still lack understanding of some aspects of the technology. They often mistake file management for Enterprise Content Management or EDMS, which can be considered part of ECM. Here we will try to dispel five myths, especially in the focus of small business challenges.

Myth #1: I have File Explorer so I don't need a separate EDMS
Indeed, Windows Explorer allows you to manage files, but this is only basic tool, its significant limitation is the hierarchical folder structure.

Even an elementary task, when you want to group documents by products and by customers using folders, is not solved - client A orders products X and Y. Client B - products X and Z. We want to see orders by products and by customers and any DBMS or even Excel allows you to do this. But sorting documents into folders in this way will not work.

Theoretically, you can use labels and links, but in reality this is inconvenient. It turns out that with the help of the file system it is impossible to build a convenient system for classifying and searching for documents.

Myth #2. Small businesses don't need EDMS
Nothing is further from the truth. Small business operates under severe resource constraints, no one will hire additional employees to perform routine operations with documents, to place, classify and search them. Even those employees who are, should work more productively. The presence of an EDMS in an organization can ensure that required documents will be available with a single mouse click.
(Well, maybe two or three, which is still faster than rummaging through papers or file storage.)

Myth #3. EDMS is too complicated for small businesses
The requirements for document flow in a small business are usually simpler and the owners can formulate them in front of the contractor. There are enough products on the market that are easy to implement. You can start with one department or function, such as account management. See how this affects efficiency. Then you can expand to the entire organization. Make sure that the EDMS meets the following requirements: simple user interface, ease of installation and configuration, understandable and complete guide and availability of high-quality technical support.
(I’ll add on my own - don’t try to be like a big bureaucratic office! Save your work style. It’s better to train employees, you shouldn’t save on this. It’s better to save on analyzing and drawing business processes. You already understand them. And if not, most likely a business no longer small.)

Myth number 4. EDMS is too expensive for small businesses
Small businesses do not need overly advanced complex integrated solutions, which are usually implemented in large corporations. And you don’t need much scalability, because there will be few users. Based on this, you can choose a solution that will be quite reasonable in price. In addition, the transition to electronic document management will help reduce printing costs. (But this needs to be consciously approached and managed, otherwise the cost of paper will only increase.)
(And again, I’ll say it for myself - calculating ROI when implementing an EDMS is a dark matter. Analysts will tell you anything. Trust your intuition. In general, EDMS should help reduce costs and increase productivity.)

Myth number 5. You can completely get rid of paper documents after the introduction of EDMS
So, you have implemented EDMS in your small business. Congratulations! But do not rush for a new shredder. Paper documents are still needed. Let's divide them into three groups:
1) Documents that must be in paper form by law. For example, contracts and other official documents.
2) Documents that remain in paper form because business processes are built that way. As long as your couriers are not equipped with iPads, they need papers.
3) Documents that do not exactly have to be in paper form. All sorts of reports, memos, applications, etc. - everything that did not fall into the first two groups. They can be safely carried in the sherder.

After months and years, documents from the first two groups will gradually move into the third. Legislation is changing and technologies are developing, it may soon be easier to give each courier a tablet and not fool around with paper. This is how we will someday arrive at a paperless office.

EDMS is one of the most mysterious and mythologized areas of IT. The sector has become overgrown with myths since its inception. Naturally, some of them are already outdated and no longer relevant, but new industry and IT trends add misconceptions to the market. It's time to debunk the most relevant of them.

1. EDMS is the automation of the office, incoming / outgoing and administrative documents

Despite the fact that electronic document management systems have long been entrenched in Russian market, this point of view is quite common.

In fact, everyone has electronic document management. As soon as you have made a file in Word and sent it by e-mail or received a file by mail - electronic document management has already happened.

"The office is only one of the forms of EDI organization that best meets the domestic practice of working with paper documents", - explained Sergey Kuryanov, director of strategic marketing"DocsVision". This form implies a total centralized accounting of all official documents, as well as control over the process of execution of the instructions issued on them by the management.

However, the content of the enterprise is not exhausted by official documents; before them and in the process of their preparation, unofficial documents are created and circulated. And their flows are much more complicated and larger.

This EDMS should solve the problem of managing all, without exception, electronic documents- both official and unofficial - Sergey Kuryanov

"We live in the information world, and almost 100% of information exists in the form of electronic documents. A real EDMS should solve the problem of managing all electronic documents without exception, both official and unofficial," Sergey Kuryanov said. It’s more correct, according to him, not to produce separate systems for each type of document, but to demand from your own EDMS complete solution tasks.

2. EDMS alone will save the company from internal clutter

This is one of the firmly rooted myths. In fact, EDMS do not solve the problems of organizational chaos if it already exists in the company.

"If the system is being implemented in a company where there is no understanding internal interaction, business processes and areas of responsibility, then the introduction of the system will only exacerbate these problems," explained Ivan Tarkhanov, Head of Electronic Document Management at Cognitive Technologies. Implementation decision makers should be clear about the goals they are pursuing with this project.

If the system is implemented in a company where there is no understanding of internal interaction, business processes and areas of responsibility, then the implementation of the system will only exacerbate these problems - Ivan Tarkhanov

3. If the workflow is electronic, then it is effective

This myth was at its peak a few years ago. Now most customers already understand that this is not so, but many continue to believe in this delusion.

"Electronic document management can also be inefficient, it all depends on how efficiently the business process itself is built, and not on its technical implementation," he said. Sergey Plaunov, Head of BPM and ECM at CROC.

"You should answer your own questions: was reengineering carried out, existing best practices in the company were comprehended, procedures that are important for the company as a whole were taken into account and unified," he explained. Ilya Konstantinov, department corporate systems, technical expert of Digital Design. It is also important who uses the system and in what mode, whether the manual works in the EDMS or everything that is required is done by assistants. These are all nuances, but, according to Konstantinov, they follow from the goals of the implementation customer.

So, if reengineering and optimization of the document management business process are timed to the transition to electronic document management, then, according to Sergey Plaunov, it can be immediately implemented in the most effective form.

If we time the reengineering and optimization of the workflow business process to the transition to electronic document management, then we can immediately implement it in the most effective form - Sergey Plaunov

4. The best choice- market leader solutions

This myth lies on the surface and, due to its simplicity and obviousness, captures the minds of customers, predetermining or at least seriously influencing their choice. But in fact, not everything is so simple.

"Systems, which are at their peak of popularity today, conquered the market in past years, when the technological and other advantages inherent in them were most in demand," - said Alexander Nazarov, Head of Sales at Haulmont. Now the needs of the market are changing, and solutions developed 4-5 years ago are becoming more and more relevant.

Systems, the peak of popularity of which falls today, conquered the market in past years, when the technological and other advantages inherent in them were the most in demand - Alexander Nazarov

Such systems with a smaller number of implementations than the leaders, according to Nazarov, can be much more progressive, more technologically advanced, they are based on modern technologies and will be relevant for at least 5-7 years after implementation. At the same time, the period of their presence on the market, and, consequently, the experience of implementing projects, can be more than sufficient for the implementation of projects of any scale.

5. Western systems are more functional and flexible

This myth has a real basis. Historically Russian systems inferior to Western ECM solutions, however, they were more focused on the processes required specifically Russian companies which, from the point of view of management organization, have certain specifics.

"Over the past decades of development of the EDMS market, the most mature domestic manufacturers have implemented powerful and flexible automation platforms that are not inferior to Western systems," explained Vladimir Andreev, president of Docsvision. At the same time, according to him, they have certain advantages, as they contain ready-made modules and applications focused on automating processes with domestic specifics, not to mention the cost of software and the availability of services.

Over the past decades of development of the EDMS market, the most mature domestic manufacturers have implemented powerful and flexible automation platforms that are not inferior to Western systems - Vladimir Andreev

6. EDMS only for organizations with clear regulations and described business processes

Indeed, if there is a mess in the organization, there is little sense from a working EDMS. But it is not at all necessary that everything be correct and clear.

"Recently, more and more companies that use flexible methodologies management, apply adaptive case management," Ivan Tarkhanov said. According to him, EDMS are also adapting to this trend and changing their classic configurations and rules of operation.

Recently, more and more companies that use flexible management methodologies are using adaptive case management - Ivan Tarkhanov

7. Immediately after the implementation of the system, you can begin to actively use it

Due to the nature of the automation object - processes corporate governance- the introduction of an EDMS cannot be perceived as a regular project, ending with the delivery of commercial operation. Any management processes are a constantly changing entity. In addition, at the beginning of the implementation of the EDMS, the host has little idea of ​​the real capabilities of the potential system.

"In practice, the introduction of an EDMS is a chain of interrelated projects both for the development of the nomenclature automated processes, and to expand their functional content and modernize processes," said Vladimir Andreev. That is why specific requirements are imposed on the EDMS tools, if possible, customization of already implemented applications and rapid automation of more and more new processes.

In practice, the implementation of EDMS is a chain of interrelated projects both for the development of the range of automated processes, and for the expansion of their functional content and modernization of processes - Vladimir Andreev

8. When implementing an EDMS, nothing is required from the customer, everything will be done by the contractor

The delusion is primarily typical for small companies, as well as for those who are not fond of informatization and rarely carry out such projects. In fact, the introduction of an EDMS is almost always a change in the internal work and routine of the company.

"If the team is not ready for this and there is no powerful motivation for change, then the effect will be the opposite or zero," Ivan Tarkhanov said. At the same time, in recent years, according to him, there is a tendency to change, because. customers have become more experienced.

9. Small businesses don't need a good EDMS

The myth is quite obvious and is related to the general misconception that MS Office and 1C are enough for small companies.

Indeed, if the company employs 10 people, you can register and record documents in Excel, store document images in the cloud, and route them in Outlook.

"For a small organization, a cloud solution may be suitable. This is both Google Apps and Microsoft office 365," said Sergey Kuryanov.

"This may well be a good and understandable system for this team in these conditions," explained Ilya Konstantinov. The question is, what tasks does small business and IT set for itself?

"It all depends on what is considered a small business. If we exclude microbusiness from this definition, where the workflow process is quite specific, then there is a benefit from the EDMS for small businesses," said Dmitry Shushkin, director of corporate projects ABBYY Russia. Of course, due to the scale, the effect of using an EDMS for a small business will be less obvious than for a medium or large one.

"Of course, functions such as registration of incoming correspondence, control over the execution of instructions, automation of document approval procedures are too cumbersome and unnecessary for small businesses, since it is easier and faster to discuss such things for a small group of people by simply sitting at one table," he explained. Sergei Plaunov. At the same time, the means of forming a working information environment in which it is possible to qualitatively structure information, search and provide information to it fast access, generate document templates, discuss them, etc., can be very appropriate even in the case of a small business.

"If an entrepreneur plans to grow, then it is necessary to think about the development and debugging of internal communications, business processes," explained Ilya Konstantinov. And sooner or later the question of choosing a workflow platform will become relevant.

10. Mobile SEDs are dangerous

In reality, mobile EDMS is no more dangerous than other corporate applications with mobile access.

"The threat is not in the mobile EDMS, but in the implementation of a specific mobile workstation, in the absence or incorrect application of security policies by the customer's IT staff," Sergey Kuryanov explained.

The threat is not in the mobile EDMS, but in the implementation of a specific mobile workstation, in the absence or incorrect application of security policies by the customer's IT staff, - Sergey Kuryanov

"A lot here depends on the company's policy, the technologies used and the approach to ensuring information security- Both organizational and technical measures should be worked out," Sergey Plaunov said. With due attention to this issue, using modern means it is safe. And, according to Plaunov, it is vital in modern realities.

"Currently, EDMS vendors are addressing the issue of security access to corporate data. For some platforms, there are separate software products providing secure mobile access to the EDMS,” explained Ilya Konstantinov. The variety of access methods, according to him, requires comprehensive protection tools. And this task is solved by IT services not so much in the context of the EDMS, but in the context of the entire IT landscape of the company.

"Also, the answer to this myth is the fact that in large corporations, including financial and government, mobile access to EDMS exists and is used on the most high levels management," said Ilya Konstantinov.

Large corporations, including financial and government ones, have mobile access to EDMS and are used at the highest levels of management - Ilya Konstantinov

11. There is no legal framework for the implementation of EDS

In fact the legislative framework for the implementation of the EDS is completely ready.

"Now no one is preventing enterprises from switching to paperless workflow with any documents, except for a small agreed list (personnel and other special types of office work)," Sergey Kuryanov explained. The problem is often not that there are no laws and regulations, but that the enterprise has not developed internal regulations legitimizing the use of EDS tools, and therefore cannot switch to paperless workflow.

This, according to Kuryanov, is like the problem of the "last mile" in wired internet- when there are both trunk channels and a routing infrastructure, but there is no connection from a home computer to this infrastructure.

"No one will call the provider for you and organize the connection and routing inside the apartment," he explains.

12. SED takes too long to implement

This statement was once quite true, but on this moment this is a complete myth.

“Indeed, five years ago, it was long and difficult to introduce an EDMS in the image, likeness and regulations of paper workflow. SED," said Alexander Nazarov. And given the time pre-project survey, long system settings and embedding it into the organization's IT infrastructure, the time to install the application for each user and other factors, then the implementation of the EDMS really took a lot of time and resources. But now the situation is different.

"Modern EDMS platforms contain many tools for accelerated implementation, from a set of ready-to-use applications to tools that allow you to gradually increase functionality from simple to complex," Sergey Kuryanov explained. So you can start quite quickly and inexpensively and develop, if necessary, to any level.

"The timing of the implementation of the EDMS depends on the complexity of the workflow business process itself, the need for its optimization, the amount of improvements and customization of a particular solution, the number of users and integrated systems in the organization, etc.," said Sergey Plaunov. When we are talking about tens of thousands of users and about many integrable systems, then 2 - 3 years is quite a normal period. Medium business, according to Plaunov, can receive industrial EDMS on average in half a year.

Medium business can get industrial EDMS on average in half a year - Sergey Plaunov

"The speed of implementation of the EDMS depends on the breadth of the task," - said Dmitry Shushkin. In order not to wait for the effect for several years, you need to do the implementation in stages. Proper prioritization of tasks, according to Shushkin, will help to get tangible results after the first stage of implementation.

Proper prioritization of tasks, according to Shushkin, will help to get tangible results after the first stage of implementation - Dmitry Shushkin

About the answer to the question “Why does your company need electronic document management?” at least half of the success of the project to introduce an electronic document management system (EDMS) depends. Oddly enough, very often you can hear an answer like: “A competitor / partner already has one - why are we worse?” But if you set such a goal for the introduction of an EDMS, the results are unlikely to be impressive.

So, what goals can a company face when implementing an EDMS? Consider the possible options.

Since the achievement of each of these goals consistently increases both the budget of an automation project and the risks that the project will not be successfully completed, setting high goals should be treated with the utmost caution.

Another common mistake when implementing a system is the expectation that automation itself will help to optimize the workflow process itself. But as programmers say in such cases: “When automating chaos, you will only get "automated chaos"».

By the way, an important note on the formation of the project budget: it must be calculated based on the total number of employees in the company. Pilot projects such as “let's try in one department” in most cases will not even help to understand whether the company needs electronic document management or not.

When the goal is set, and the automation tasks are defined, you can proceed to the next stage - the choice of an electronic document management system.

How to choose?

Almost until the second half of the 2000s, the EDMS market in Russia was focused exclusively on large customers, small and medium-sized companies had no choice: there was a very small circle of “boxed” EDMS suitable for implementation in companies of this size. Moreover, in most cases, these EDMS were only cut-down versions of "large" systems, which means that the cost of purchase and maintenance, the complexity of use were not quite adequate to the expectations of small and medium-sized companies.

In recent years, the EDMS market for small and medium-sized businesses has expanded significantly: vendors have formed a vision for automating the workflow of medium and small businesses, and many new solutions have appeared that are focused specifically on this market segment. Therefore, the choice of an electronic document management system is now a rather difficult task. Let's try to systematize the process of choosing an EDMS based on the goals that the company sets for itself by introducing electronic document management.

All electronic document management systems can be divided into 3 large groups:

1. Systems for organizing an archive (storage) of documents.
2. Office automation systems with elements of workflow.
3. Complex systems workflow automation.

Most modern EDMS contains elements of each of the three groups, but "full-fledged generalists" are rare. As a rule, each system is focused on automating some certain group processes.

1. Document archive organization systems

The term "archive (repository) of documents" has two meanings. These systems mean:

• Specialized storage and processing systems for super-large volumes of documents. Such systems are necessary for a narrow circle of companies, for example, queuing organizations ( public utilities, public sector, insurance, credit and banking sector). There are not so many such systems, they solve a rather narrow range of problems, and we will not consider them in this article.
• "Lightweight" document management systems that provide only basic functionality work with documents: centralized storage of document files and organization of employee access to them.

If we talk about the archive of documents as a “lightweight” document management system, then the following solutions are most popular in this approach to document management automation:

In general, the organization of document circulation in the form of an “archive of documents” makes sense either for small enterprises (with a managerial staff of less than 10 people), or for enterprises with a small amount of document circulation (up to 10-20 documents per month). The main bonus of such systems is only their cheapness and ease of use.

2. Office automation systems with elements of workflow

Office automation systems with document flow elements now make up the majority of the EDMS offered on the Russian market. Typical functions of systems of this group:

• Archive of documents:
• storage and archiving of documents,
• search by details of registration and control cards of documents, full-text search by documents,
• scanning and recognition of documents;
• office work(in this group of systems, the office automation unit is the most developed):
• registration of documents,
• organization of the nomenclature of cases,
• differentiation of access rights.
• Document flow:
• document routing,
• issuing orders,
• visualization of business processes.

All systems have almost identical characteristics, but each, of course, has its own competitive advantages. Detailed information information about the systems can be obtained at http://www.doc-online.ru and on the websites of EDMS manufacturers.

3. Integrated workflow automation systems

This group of systems is the most "strong" in automating the processes associated with the document flow and operational management of the enterprise - issuing and monitoring the execution of instructions, routing documents, etc.

The introduction of such EDMS is rather justified in large organizations(holdings) due to the fact that systems of this class are developed only to order, and therefore have a high cost, are quite difficult to master, and require the participation of IT specialists during implementation. However, the choice of the EDMS of this group also provides great opportunities for modifying the system to the needs of the company, you can create a system that is balanced in terms of functions both in the field of office work and in the field of document management.

What's next?

After you have decided on the favorites for the purchase, do not forget to consider the following aspects that will definitely affect the success of the EDMS implementation project:

• Ask what the system has opportunities for growth so that, with the growth of the scale of the business, you do not have to spend money on the introduction of a new EDMS.
• When comparing the cost of systems estimate the total cost project. Very often, a significant part of the cost is hidden in additional modules, infrastructure software, services for the examination, implementation and maintenance of the system.
• Before the purchase look at the system "live", and even better - at the customers of the solution provider. Not a single beautiful presentation or "laboratory" demonstration of the system will show the real features of working with it.
• Some of the systems on the market are so-called "boxed" SED. This means the ability to install and configure the system on your own. Calculate, this option may be more profitable, even if you have to send your IT specialists for training.
• Make sure that your company's employees "pull" the system- any automation usually leads to an increase in the amount of work, especially at the implementation stage. If the company has a shortage of personnel, it is necessary either to increase its number, or to choose an EDMS with simpler functions.
• System Implementation Procedure is an important element of project success. Before buying a system, be sure to plan this stage in advance and discuss its features with the solution provider! Very often, without a thorough study of this stage, the EDMS hangs like a "dead weight" on the company.

The introduction of an electronic document management system is a responsible step for a company, especially for medium and small companies, where any expenses significantly affect the "vitality". Therefore, the correct choice of an EDMS and a solution provider that takes into account the peculiarities of the work of medium and small businesses is a very important factor. In this article, we have tried to give an idea of state of the art EDMS market for small and medium businesses and help in right choice electronic document management systems. I wish you success.

Collapse Show

When selecting an EDMS, you can apply for analytical information to the sites http://www.doc-online.ru and http://www.docflow.ru, as well as directly to the developers:

• System "BOSS-Referent" of the company "Ai-Ti". Site http://www.boss-referent.ru
• System "DELO" of the company "EOS". Site http://www.eos.ru
• Euphrates-document management system by Cognitive Technologies. Site http://www.evfrat.ru
• "CompanyMedia" system of "InterTrust" company. Site http://www.intertrust.ru
• The NauDoc system of the Naumen company. Site http://www.naumen.ru
• Acta system by DuxSoft. Site http://www.duxsoft.ru