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Purpose structure and functions of automated dow systems. How to choose an automated management document management system

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

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

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

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

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

Development principles and selection criteria for automated control systems

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

First of all, we note that it is important to create a full-fledged product systems approach, which allows, after the introduction of ASUD, to talk about a comprehensive solution to the problem of documentary support for management in an organization.

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

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

When choosing the necessary system for consumers, first of all, it should be considered for which type management structure ASUD is selected. In our opinion, we can distinguish the following categories of consumers:

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

2) territorial authorities (administrations of cities, subjects of the federation, municipalities, etc.);

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

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

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

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

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

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

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

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

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

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

Requirements for a Document Management System

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

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

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

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

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

Introduction…………………………………………………………………………………...3

1CHAPTER. Documentation management…………….…..…….……….5

1 The concept of management documentation support service…………....5

2 Goals and objectives…………………………………………….……….……………….7

3 Functions of the DOW service…………………………….………….…………...…...8

2 CHAPTER. Organizational and administrative documentation of the DOW service……….9

1 staffing enterprises……………………………………..………..9

2 Regulations on the service of the preschool educational institution……….……………..……………………………....12

3 Instructions for documentation support of management……..………14

4 Documents on improving the activities of the DOE service……………15

3 CHAPTER. The structure and strength of the service…….………...……………………17

Conclusion……………………………………………….….…………………………...26

References………………………………………..………………………….....28

Introduction

At present, for most Russian government organizations And commercial firms characteristic is the absence of an orderly system of record keeping, despite the fact that it is rational and well-organized record keeping, which determines the documentary support for managing an organization, that can significantly increase the efficiency of an enterprise.

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

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

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

Based on the goal, the following tasks were set:

Explore periodicals, revealing the topic of the course work;

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

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

The following sources were studied for writing the work. :

1 Organization of work with documents: Textbook / Pod. ed. prof. V.A. Kudryaeva. - 2nd ed., and additional - M. INFA, 2002.- 592 p.

2 Yankovskaya V.F. Functions of the document management service / V.F. Yankovskaya // reference book of the secretary and office manager - 2005. - No. 1 - p. 16-19

3 Rumyantseva S.A. Regulations on the preschool educational institution (documentation management) / S.A. Rumyantseva / / directory of the secretary and office - manager - 2009. - No. 11 - 24-36 p.

4 http://www.termika.ru/dou/enc/razd4/sdou1.php

5 Berezina N.M. Modern office work., 3rd ed., - St. Petersburg: Peter, 2007.-224 p.

6 http://clubs.ya.ru/4611686018427393915/replies.xml?item_no=1012

7 http://revolutionaudit/d00203596.html

8 Kuznetsova T.V. Office work, DOW 5th edition corrected. and additional - M .: LLC "Journal of Personnel Management", 2007 - 528 p.

1 CHAPTER Documentation management.

1 The concept of document management service.

Document management- a scientific discipline that studies the patterns of formation and functioning of systems of documentation support for management. The basis of the terminological system of document management is the terminology of the preschool educational institution. Traditionally, the field of activity associated with the processing of documents is called office work.

The terminological standard defines office work as a branch of activity that provides documentation and organization of work with official documents. The term "office work" in accordance with GOST R 51141 - 98 is synonymous with the term "documentary management"

The term "documentary management" emphasizes the information technology component in modern organization office work and is formed by analogy with such terms as “software”, “information support”, etc. This term entered into scientific circulation more than 10 years ago due to a change in the organizational and technical basis of office work and methodological approaches to its improvement due to the active introduction of computer technology into the field of working with documents and the emergence of new information technologies creation, collection, processing, accumulation, storage, search and use of information.

Office work (documentation management) involves, first of all, the creation of documents or documentation, which refers to the recording of information on various media on established rules, organization of work with documents, their storage and use in current activities.

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

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

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

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

Documentation management is present in every organization, regardless of the form and ownership of the nature and direction of activity.

2 Goals and objectives

The document management service is directly involved in setting tasks in the development of automated information systems for working with documents, in providing access to information and protecting information, and in improving work with documents.

The main goal of the DOW service is the organization, management, coordination, control and implementation of work on documentary support for management.

Based on the goals, the DOW service solves the following tasks :

1 improvement of forms and methods of work with documents;

2 ensuring a unified procedure for documenting, organizing work with documents, building search engines, monitoring execution and preparing documents for transfer to a departmental archive in accordance with applicable standards;

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

4 reduction of workflow, the number of forms of documents;

5 development and implementation of regulatory and methodological documents to improve documentation support in the organization and subordinate system (for organizations with a subordinate system), progressive technologies for document management support based on the use of computer and organizational technology.

6 participation in the development and implementation of advanced technologies for document management support based on the use of computer and organizational technology, personal computers

The purpose of the DOW service is to organize, maintain and improve the system of documentary support for enterprise management on the basis of a unified technical policy and the use of modern technical means in working with documents.

3 Functions of the DOW service

In modern conditions, when work with management documentation in many institutions is based on computer technology, the functions of the management documentation support service are not limited to organizing the organization's document flow, accounting for documents and monitoring their execution.

Functions of the documentary support service for the management of the organization:

1 Organizational and methodological. Development of regulatory and methodological documents on office work (instructions for documentation support, nomenclature of cases, etc.); development of normative documents regulating the activities of the document management service (regulations on the service, job descriptions of employees); organization of advanced training for employees of the document management service, etc.

Regulations on the service of the preschool educational institution: structure, composition of information. Regulation of the duties of employees of the service of the preschool educational institution.

DOW service- a structural unit dealing with the issues of documentary support for the work of an organization, enterprise, institution.

tasks DOW services are:

Implementation of a unified procedure for working with documents

Improving the forms and methods of working with documents

Improving the efficiency of hardware management.

The basis for building the DOE service is the form of work with documents adopted in the organization: centralized, decentralized or mixed.

At centralized form, all document processing operations are concentrated in a single center - the office or the assistant secretary, as a rule, this form is used in small and medium-sized enterprises.

decentralized the form in the presence of a secretary of the head involves the dispersal of office operations between the structural divisions of the organization, this form is used in territorially dispersed organizations, as well as when documentation is carried out directly in the divisions.

At mixed form, some operations are performed centrally (reception, registration, control, reproduction of documents), and some are decentralized (reference information service, storage of documents, formation of files). This form is used by most organizations.

The structure, goals and objectives, functions of the PEI service are stipulated by the regulatory legal acts of the federal executive authorities and the management of a number of internal documents.

The most important internal organizational documents regulating the work of the PEI service include:

Regulations on the service of the preschool educational institution

Instructions on documentation support of management;

Job descriptions for employees of the service of preschool educational institutions.

Sheet of forms of documents used in the organization

When regulating the activities of employees of the preschool educational institution, it is necessary to use standard instructions for office work of the industry to which this organization belongs.

Qualification requirements for employees of the service of the preschool educational institution: Heads of the service of the preschool educational institution, deputy heads and heads of departments must; technical performers.

The activities of the DOW service are determined by the Regulations on the DOW service

Position– legal act, regulating and establishing the organizational composition, structure, work procedure, functional responsibilities, relationships between employees of the structural unit.

The regulation on the service of a preschool educational institution in an organization, as a rule, is developed on the basis of a standard regulation in force in the industry.

Regulations on the service of the preschool educational institution - a multi-page document drawn up on the form of a specific type of document.

The head of the organization approves the Regulation

The text is divided into sections, each section is named Arabic numeral with a dot. Section items contain the section number and the serial number of the item.

Approximate titles of sections of the text and their content:

1. General provisions - includes the full name of the unit, an indication of the head of the service and his deputy, on the documents regulating the activities of the service of the preschool educational institution.

2. Structure preschool services - includes the name of the departments that make up the preschool service, staffing.

3. Tasks and functions of the service DOW - definition of the main tasks of the service; distribution of functions between departments of the service (secretariat, expedition, copying and reproduction office ...).

4. Rights, duties and responsibilities of the service DOW. Establishes what actions she has the right to carry out, first of all, in the person of the head, to perform the functions of the unit (to issue individual documents (for example, administrative ones); to conduct correspondence; give instructions to subordinates, demand that the heads of departments and employees of the organization comply with the established rules for working with documents, etc.) Responsibility is usually formulated as legal consequences of failure to fulfill duties, expressed in the application of certain measures of influence.

5. Relationships of the DOW service with other structural divisions - establishes with which organizations and divisions interaction is carried out, what information the division receives and presents, the frequency and timing of its submission or receipt; determines in what order and by whom the disagreements arising in the activities of the unit are considered.

The number and names of sections may vary depending on the structure of the organization, the volume of workflow.

An exemplary regulation on the service of documentation support for management, placed as an application in the State System for Documentation Support for Management.

Job descriptions for employees of the preschool educational institution

Job description- a local organizational and legal document that establishes specific labor (official) duties for an employee of the organization in accordance with the position held.

The job description performs an organizational, regulatory and regulatory role. It is issued on the general letterhead of the organization. The text of the instruction consists of sections:

- general provisions- subordination, regulatory documents ...

- main tasks and functions- document. and inf. provide management; functions - reception, registration, accounting of received and sent correspondence, control over the timely execution of documents;

- official duties- to perform the functions assigned to him as a clerk;

- rights– request the necessary materials, make proposals, demand the creation normal conditions to perform services. obligation ...;

- responsibility;

- relationships(connections by position);

- qualification requirements - education, knowledge, skills, experience…

Main normative document for the development of job descriptions is the Qualification Directory of the positions of managers, specialists and other employees, approved by the Decree of the Ministry of Labor and Social Development of the Russian Federation on August 21, 1998 No. 37, which contains the qualification characteristics of positions.

When developing proper instructions, it is also necessary to take into account the list of works that are characteristic of the corresponding position in specific organizational and technical conditions, and the requirements for the necessary special training of workers in this industry are established.

The effective use of corporate workflow technology is based on its consolidation in regulatory documents, the existence of "written rules" for the work of employees. At the same time, it is important to note that the more large-scale and multifunctional workflow automation systems are introduced, the more attention should be paid to the issues of regulatory and methodological support.

Sometimes you can meet with some underestimation of the need to consolidate new work procedures in the organizational and administrative documents of the organization. The logic of reasoning in this case is something like this: they were engaged in automation before, but no documents, except for the instructions for office work, were approved. Today the situation is changing, because, as noted above, there has been a transition to qualitatively new computer systems.

Undoubtedly, business instructions - this is the main document that defines the organization and technology of working with documents, including in terms of automation, although it can be seen that in the practice of enterprises and organizations, especially those created in the last decade, there are other approaches. For example, an enterprise solves the issues of optimizing its work. At the same time, the elimination of shortcomings in the organization of office work and document circulation at the enterprise is considered only in relation to specific tasks(or, as they say more often now, to business processes). The proposed work procedures are included in the business process descriptions, and before new instruction business is not getting through. With all the usefulness of optimizing individual business processes, one should also keep in mind the general issues of organizing a preschool educational institution in the enterprise as a whole.

At the same time, the content and nature of work in the conditions of corporate technology goes beyond the scope of traditional office work and traditional office work instructions (the procedure for connecting users to the system, maintaining directories, working with electronic files, etc.). If such questions are included in the office work instructions, then you can get a multi-page document with heterogeneous information, the name of which will not correspond to its content. Therefore, there are regulatory and methodological documents with other names (for example, "Instruction on documentation support of management" ), more taking into account the peculiarities of work in the conditions of corporate document management systems.

For a specific automated system, its developers make up "User's Guide". However, this document also cannot satisfy all the needs related to the regulation of workflow. "User's Guide" is more like reference guide, a guide to the system. It usually describes all possible operations, and when changes are made to the software, the User's Guide may need to be revised. The regulation of the functions of specific categories of employees requires fixing in organizational and administrative documents, which should define the obligations of employees to perform specific functions and operations in an automated system (for example, make resolutions and mark the transfer of a document, make formal and thematic bundles of documents, attach a document file to an electronic card, etc.). Requirements of this kind are more of an administrative nature and therefore hardly relevant in the User's Guide.

It is not always convenient to overload with such requirements and job descriptions workers, since these requirements may be the same for all users of the automated system. In addition, there are issues that are not regulated by job descriptions or office work instructions.

Hence, there is a need to prepare a special regulatory and methodological document for working with the corporate document management system. Separate, but interconnected according to the requirements, documents regulating the work of the DOE service and structural divisions can be issued, since the functions of the users of the system will differ.

Let us note the issues that require regulation in connection with the introduction integrated system automation of preschool educational institutions.

General provisions for the use of an integrated automation system for preschool educational institutions purpose of the system; the procedure for installing client places; regulation of access to the database; the role of the preschool educational institution service in the context of the use of an integrated automation system for preschool educational institutions; requirements for the training of users of an integrated automation system for preschool educational institutions.

Categories of documents that are processed in the integrated automation system of the DOW: classification of documents in relation to the specifics of the organization; delimitation of functions for registration of specific categories of documents; types of documents for which the transfer of electronic files is used and requirements for the provision of information; categories of documents to be scanned.

Types of work with documents: a list of types of work on incoming, outgoing and internal documents for the service of the preschool educational institution and structural divisions; requirements for filling in the details of electronic document cards and performing basic operations; work of executors with documents; control over the execution of orders; execution order paper documents and their electronic images.

Control over the correctness of filling in information fields: organization of control over the correctness of filling in the details of electronic document cards and the performance of basic operations; the duties of employees in identifying deviations from the standard procedures for working in an automated system (the passage of a document does not comply with standard technology or the detection of incorrectly entered information); procedure for correcting incorrect user actions.

Maintenance of directories of the complex automation system of preschool educational institutions: organizing the maintenance of system directories (classifiers) and the procedure for making changes (for example, in directories of structure and officials organizations, correspondents, types of documents, etc.); requirements for filling in the information fields of classifiers.

Basic functions and rights of system technologists (administrators): setting up the system in accordance with the requirements for the organization of workflow and the current structure of the organization; maintenance of system directories; system maintenance and interaction with technical support services; work with users; participation in organizational and methodological work; obligatory instructions of system technologists (administrators) on the procedure for using the system.

This list reflects issues of a fairly general nature. The practice of recent years has shown the stability of this set of issues that organizations of various industries face when implementing workflow automation systems. At the same time, the list is not exhaustive and its specific content depends both on the specifics of the organization and on the capabilities of the technology being introduced.

From the above list it can be seen that among the most significant issues of regulatory and methodological support for the use of an integrated automation system for preschool educational institutions is also the definition of the functions of a system technologist, i.e. a specialist who performs application administration of the system, its adjustment to a specific workflow technology and thereby ensures the work of other users. Without such specialists, the use of an integrated automation system for preschool educational institutions is impossible. Therefore, it is important that there be at least two of them (so that in the absence of one of them there is someone to solve current issues). In organizations that are implementing an integrated automation system for preschool educational institutions, now the responsibilities of such specialists are different.

Firstly, the duties of system technologists are entrusted to both specialists of the services of the preschool educational institution and specialists of the informatization departments. In our opinion, it is possible to use one or the other option, or even both (one technologist from the DOW service, and the other from the informatization department). The question is only in the qualifications of specialists, and not only in their computer training, but also in their knowledge subject area DOW.

Secondly, often the functions of system technologists are assigned to employees in addition to existing responsibilities. This option is acceptable, but it is important that a reasonable combination of them be found. Moreover, in large organizations as the use of the corporate workflow system expands, the scope of the system technologist expands.

Below is an approximate list of functions of a system technologist, which can be used in the distribution of specific responsibilities between employees.

Working with users:

o participation in the training of new users of the integrated automation system for preschool educational institutions;

o learning new versions software and bringing changes in technology to users of the integrated automation system for preschool educational institutions;

o consulting users on the functioning of the integrated automation system for preschool educational institutions;

o Correction of erroneous user actions.

Directory maintenance integrated automation system for preschool educational institutions :

o connecting new users to work in the system (maintaining a user directory);

o maintaining a directory of organizations and checking the correctness of entering information into this directory by users of an integrated automation system for preschool educational institutions;

o systematic changes in the directory of the organizational structure and officials;

o maintaining the directory "Nomenclature of cases";

o entering information into other directories available in the integrated automation system of the preschool educational institution.

Setup and maintenance integrated automation system for preschool educational institutions:

o setting the system to the current structure of the organization and workflow technology (in cooperation with the head of the preschool educational institution);

o control over compliance with technological discipline;

o control of personal settings of users;

o recording cases of system failures, informing the developer about fixed errors in the software;

o together with the head of the DOW service and the system administrator, preparing proposals for improving the software.

Organizational and methodological work:

o participation in the development of documents regulating the work of users of the integrated automation system for preschool educational institutions;

o participation in inspections of the organization of work with documents and the use of an integrated automation system for preschool educational institutions in structural divisions;

o participation in activities carried out by the service of the preschool educational institution to improve the organization of office work and document flow in the institution.

In general, the system of corporate regulation of the DOE may currently include:

o organizational and administrative documents signed or approved by the management of the organization and mandatory for use by all structural divisions (for example, an order for the implementation of the system; the procedure for installing client places; a schedule for connecting divisions; a temporary order of work for a period trial operation systems; the procedure (regulations) for working with documents after the introduction of the system into permanent operation; instructions for office work and other documents);

o organizational and methodological documents prepared by specialized divisions (service of the preschool educational institution, informatization division, etc.), recommendations on the technology of work, including on specific business processes;

o information, methodological and reference materials, including information posted on the organization's intranet, standard computer forms, document templates.

The latter circumstance deserves special attention, since the development of new information technologies has led to another opportunity that is important for the corporate regulation of DOEs. In modern conditions, the use of Internet technologies and information and reference systems is becoming an essential element information support employees on issues of preschool education and the use of the corporate document management system. When using this form of work, it is possible not only to answer specific questions on the organization and technology of document management, but also to promptly bring this information to the attention of all users of the Intranet organization.

To the considered issues of regulatory and methodological support in terms of automation, it is important to add that the corporate regulation of the DOE is associated with the use of not only regulatory methods, but also components of corporate culture.

Corporate culture is exactly what "glues" or even "cements" the individual elements of the management of the organization, including the team of its employees. Therefore, one of the functions of corporate culture, which is also important in the organization of work with documents, is regulatory, i.e. formation and control of forms of behavior characteristic of a given organization, supplementing or replacing in some cases the use of administrative influence. People are the carriers of corporate culture. But the established corporate culture acquires an independent meaning and becomes an attribute of the organization as a whole, a means of corporate identification.

The formation of a corporate culture does not mean that there are no subcultures within the organization. The dominant culture expresses the core values shared by the majority. Subcultures appear, as a rule, in fairly large organizations, being formed on the basis of the specific functions of departments (functional services), local conditions (territorial departments), features of the structure of the team and composition of employees. Another option is also possible - there is no dominant culture in the organization (or it has not yet formed), but there are separate disparate subcultures. In this case, organizational cohesion, and sometimes the manageability of the organization as a whole, leaves much to be desired. The introduction of a corporate document management system, which is designed to play a connecting role, creates the prerequisites for increasing the degree of interaction between structural units, the formation of work style features and business contacts that are characteristic of the organization as a whole

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The difficulty of creating, implementing and operating an automated system of documentation management. Information protection in electronic document management. Automated system LanDocs. The main functions of the system. Principles of information security.

- Introduction -

The current stage of social development, characterized by deepening economic ties and the growth of interdependence of states, objectively causes a continuous increase in the role of information in the social and technical process, in the decision global problems faced by mankind, having entered the third millennium. Achievements scientific and technical progress in many industries, including communication informatics, provided the possibility of practical implementation of the idea of forming an information society.

IN further development societies special role belongs to ᴨȇrsᴨȇactive information technologies that provide increased production efficiency and labor savings, rapid dissemination of information and scientific knowledge. Today they are the core and catalyst of scientific and technological progress, with their help the problems of creating and implementing new technologies based on the activation and efficient use the main strategic resource of mankind - information.

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

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

AS office work, satisfying the information needs of users, must ensure the achievement of the following goals:

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

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

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

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

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

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

Organization-wide should be one system names of fields and attributes and terminology for describing system data. The subtlety here is that most of these classifiers match each term with a non-repeating code corresponding only to this term.

1. Tasks and ways of implementationAS DOW

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

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

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

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

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

Ensuring the workflow (reception, registration, organization of the passage of documents and their projects, sending, issuing documents and archival storage);

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

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

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

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

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

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

2. Information protection inelectronicdocument flow

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

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

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

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

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

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

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

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

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

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

Area of interest is cryptanalysis - the study of the possibility of decrypting information without knowing the keys.

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

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

Then try you need to pick it up by letter.

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

You will probably use him, pick him up during his lifetime.

Askar Tuganbaev

Modern cryptography consists of four major sections:

Symmetric cryptosystems.

public key cryptosystems.

systems electronic signature.

key management.

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

3. Automated system LanDocs

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

4. Purpose and regionPart of using LanDocs

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

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

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

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

Automated search by document details and document text;

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

Signing of electronic documents with an electronic digital signature;

integration with corporate e-mail.

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

5 . Structure programsa lot of provision of the LanDocs line

The software of the LanDocs line is intended for integrated automation office processes and maintaining an archive of electronic documents in organizations of various sizes and industry affiliations. Products of the LanDocs family make it possible to include not only users connected in a local computer network, but also geographically remote ones into the automated office workflow - providing the possibility of performing office work and access to documents using the Internet / Intranet infrastructure and systems Email. The functionality and composition of the system modules is aimed at ensuring full-fledged work with electronic documents, functionally similar to working with paper documents.

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

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

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

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

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

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

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

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

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

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

6 . The main functions of the systemTopics. LanDocs: OFFICE MANAGEMENT

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

registration of documents;

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

exchange of documents and messages, sending tasks for execution;

control over the execution of documents and tasks;

work in the replacement mode of the performer;

· tracking clerical relations between documents, formation of complex structured folders;

· navigation and search of documents;

· Document management reporting;

Scanning paper documents, working with images of documents (LAN Image tools);

integration with office applications for working with electronic documents;

integration with external Windows applications;

· application of electronic signature execution and control of office work on documents;

work via the Internet;

Maintaining directories.

7 . Document in LanDocs

LanDocs is a document-oriented system. A document in the LanDocs system is a collection of data on the document and information objects associated with the document - a registration card, files and their versions with the text of the document, information on the history of the movement of the document, electronic digital signature, etc. So, a document registered in the LanDocs system is understood as a social information object - “LanDocs Document”.

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

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

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

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

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

8 . Principles of information protection and differentiation of user powers

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

Protect from unauthorized access with a password;

determine the user access rights to documents of various levels of confidentiality;

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

encrypt (encrypt) confidential documents.

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

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

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

Reverting to a previous version

changing the file name;

changing the status of a file;

assigning rights to a file;

viewing;

editing;

removal.

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

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

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

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

Purpose of the LanDocs program line

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

A system of automation of office work and document flow, based on domestic standards and norms, practices of accounting for documents and control over the execution of instructions. Provides different levels functionality for different categories of employees;

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

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

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

Implementation technologies for LanDocs software

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

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

Improving the accuracy of project planning;

· maximum control by the project management, providing the possibility of identifying and eliminating negative trends in the implementation of the project at various stages;

minimization of project risks.

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

From the creator of the program - the project manager, the staff of the implementation group working at the customer's site, the staff of the support group, decisive questions technical support for maintaining project documentation;

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

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

Particular attention in the implementation of systems is given to documenting the project. As a rule, based on the results of the survey stage, the documents “Survey Report”, “Objectives, Constraints and Risks of the Project”, “ Technical task for the implementation of the system. When editing in commercial operation the customer, as a rule, is provided with a draft document "Instructions for automated office work", and as part of projects for the introduction of paperless technologies, the "Regulations on electronic document” and “Regulations on electronic digital signature”.

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

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

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

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

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

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

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

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

The workstation of the system technologist supports the work of the system administrator. The system technologist performs operations on monitoring and correcting errors in the work of users, filling, supplementing, and changing the contents of system directories; adjusts the system to current changes in the structure and workflow of the organization. It implements the inclusion of users in the system, the distribution of rights and privileges.

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

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

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

AWP for distributing documents allows the social structural unit organization to send outgoing mail. At the same time, the date and time of the actual sending of the document during external organization, the method of sending is fixed (feldsvyaz, mail, telegram, etc.) the registry number of the postal service. Registers for sending documents can be calculated for issuing the corresponding postal service together with documents. Additionally, the possibility of forming envelopes with their subsequent overlay is supported.

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

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

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

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

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

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

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

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

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

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

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

- Conclusion -

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

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

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

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

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

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

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

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

Bibliography

1. Romanov D.A., Ilyina T.N., Loginova A.Yu. “The truth about electronic document management”. M.: DMK Press2002. Business PRO.

2. Chernov V.N. ROO "Qualitative analysis of automated systems of documentation management support" reference book. NGO "Guild of Documentation Managers" 2005.

3. “User's guide. (C) Information published on the website
AS LanDocs" CJSC LANIT 2004.

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