EDMS (automation)

Main objectives of workflow automation

• Converting of the unrolled scheme of office-work in uniform process.
• Elimination of handwork and conducting routine transactions.
• Formation and accumulation of the database of electronic documents of any types with the unrolled search system on contents and difficult logical criteria.
• Minimization subsequent total liquidation of a paper flow.
• Creation of algorithms of passing of documentation according to technology process.
• Documentary support business of processes.
• Transfer of such functions as operational formation of instructions, orders, control of their accomplishment in the automatic mode.
• Control of activity of personnel taking into account and planning of working time of subordinates.
• The organization of fast exchange of memos, letters, requests, normative materials for effective work of personnel and separate divisions of the enterprise.
• Creation of a system of a transfer of documents through external systems.

Today the organization which wants to receive the modern solution for creation of the automated technology of document flow has rather wide choice of the software - from acquisition of separate private technologies to the ready end-to-end systems based on the traditional culture of management, the existing regulatory base and the developed technology of work with paper documents. After the decision on creation of an automated system of document flow is made creation of a certain strategy, a certain planning was necessary. In such plan the method of implementation of EDMS should be specified, the project team is selected and the plan of process of implementation is defined.

Methods of automation of EDMS

• Chaotic automation.

Process of implementation assumes installation of separate modules EDMS as far as possible, is defined by "operational" tasks and represents automation of the transactions which are not connected among themselves executed by both one, and several employees that leads to existence of non-automated sections of document flow. Making decision on automation usually is not reflected in strategic plans of the company.

• Automation on sections

Represents process of workflow automation of the separate production or managerial divisions of the enterprise integrated by function (for example, accounting, office, etc.). Automation on sections means the choice of one or several sections of works, namely, the tasks solved by one or several employees of this or that department without binding to the business processes existing at the enterprise. This method is characteristic of the following cases: investment resources of the enterprise are insufficient for the solution of a problem of workflow automation in full; there are sections where application of EDMS gives considerable economic effect, for example due to reduction of staff; the technology of work or other conditions do not allow to do without use of automated systems of document flow. That automation on sections was effective, necessary development of strategic and operating plans of workflow automation.

• Automation in the directions

Workflow automation on activities, such as management, production, sale, management of finance, etc. On sections this approach differs from automation in the fact that automation on activities assumes participation in this process of all organizational divisions which functioning is connected with the automated direction. Usually any activity covers practically all divisions of the enterprise therefore the approach connected with automation in the directions in principle cannot be considered as local. Automation in the directions includes the choice for automation of one or several business processes from their beginning till their end, at the same time it is required carrying out business process reengineering and creation of model of document flow of all enterprise. Strategic and tactical plans of automation are also necessary for increase in efficiency of process of workflow automation on activities. Plans should be reviewed after the end of workflow automation any business of process and assessment of the received results.

• Complex automation.

Complex workflow automation assumes distribution of EDMS on all control functions and all business processes of the enterprise due to system integration at implementation. The general standard for all enterprise on methods of interaction of users with a system (use of the same processing procedures of documents, the different management decisions required for preparation) becomes practical result of transition to a single system of document flow. It is possible to cancel the following features of complex approach to workflow automation by the enterprise: the increased cost efficiency of this approach in comparison with others (on sections and in the directions); high quality requirements of process control of system implementation. The choice of one or combinations from the strategy of workflow automation is defined by an analysis result of the flowing and planned status of the enterprise on a certain period. At the same time the feature set of the automation system of document flow which will contain the selected solution, for satisfaction of requirements of the enterprise is concretized. The feature set allows to pass to the choice of a method of acquisition of EDMS.

List of electronic document management systems

It is available together with projects to this address