Modern ECM: chronicles of transformation

The expert analytics of segments of the IT market is usually focused on "a look outside", on external search of dependences and analogies. And valuable the look from within", a picture of the world of direct market participants, the actions creating reality is more rare ". In this article we will tell about the present and the future of electronic document management systems based on representations of developers of the ECM solution LanDocs of LANIT company.

Changes in the market of ECM

Are not ready to be reconciled by EDMS with a role of niche products. They actively interfere in the neighboring areas, purchase the functions which are historically associated with the BPM systems. According to LanDocs developers, there are more and more projects in which the process management module – Routing is demanded. The passive description of processes within EDMS is replaced with active control over them and a possibility of optimization. At the same time many functions which were performed manually earlier are automated.

EDMS go beyond perimeter of network and "are actively mobilized". In modern realities of EDMS it has to be available behind perimeter of corporate network, the user should have an opportunity to use a system practically from any device. It on the one hand expands a circle of potential users of EDMS, but at the same time imposes new requirements in terms of cybersecurity.

EDMS require powerful cybersecurity protection. Content management systems should consider more and more risks of cybersecurity. They are connected also with observance of requirements for work with personal data, and with new methods of access to EDMS. Besides, demand for creation of the systems of confidential document flow grows. As a result integration stages with the cybersecurity systems of the enterprise and also certification and certification of solutions become an important part of an implementation project of EDMS. Here the developers proposing the complete solution of questions of information security are the winner.

Legally significant document flow gains power. The commercial organizations actively pass to e-document flow in spheres of contractual and accounting documentation. Large business at the same time actively imposes to the partners work in the environment of the EDMS. All this leads to standardization of external e-document flow, to acceptance of uniform formats of the electronic signature. That, in turn, the market pushes to further development and integration.

Import substitution in EDMS requires base. The state initiatives of import substitution caused growth of interest in the Russian ECM systems. They became very competitive at the price in connection with growth of dollar exchange rate. But uncertainty with import substitution of the system software, first of all the operating system, interferes with development of this trend. Developers and, in particular, LANIT develop the versions of ECM systems supporting everything modern operating systems. As DBMS along with foreign developments solutions based on PostgreSQL are even more often proposed.

To customers are necessary new to EDMS. Process of replacement of earlier implemented ECM systems by new began. The solutions with limited functionality constructed on technologies of yesterday are not capable to meet requirements of business any more. At the same time the companies which earlier selected the strategy of freezing of the used version of an ECM product got into very unpleasant situation: implementation of the modern version at cost can be comparable to the project "from scratch".

"Fast start" instead of "Big Bang". The big percent of implementation projects of ECM designed "automate everything", ended with failure. Business begins to appreciate those solutions which offer "fast start", have well described and configured modules of standard tasks. For example, management of meetings, archive of primary documentation. Suppliers increase the portfolios of standard solutions based on the modules workflow.

EDMS is selected by intelligent tools. The solutions offering a fast and convenient information access, intellectual processing and data analysis are demanded by modern business. ECM developers face the choice: or from scratch to gain competence of these directions, or to improve partnership with key specialized players.

LANIT was selected by the second way, the company proposes joint solutions with the market leader of the systems of intellectual data processing – ABBYY. Based on the product ABBYY Compreno it is possible to solve the different problems requiring use of artificial intelligence technologies: automatic documents entry in EDMS, monitoring of media and social networks, automation of activity of HR specialists and employees of technical support, corporate search and many other things.

Confirmation by practice

Fast start in JSB Rossiysky capital

How do these changes affect real projects? Recently LANIT was graduated by an EDMS implementation project in JSB Rossiysky capital. The bank tried to solve standard problems of fall forward of work and quick search of documents and also to improve performing discipline. And to make it in a short time. Approach of "golden mean" to implementation of the basic version of the EDMS was selected. In bank the ready-made solution with basic functionality and the reporting which was set up simply under needs of the customer was put.

Dmitry Gennadyevich Pochuyev, expert of Department of banking and information technologies, Russian Capital Bank

This project lasted only 1 month, in its framework basic processes were automated: the entering, outgoing, internal documents and ORD. Then the EDMS step-by-step expansion on all key processes connected with documents began. Now in JSB Rossiysky capital projects on implementation of confidential document flow for services cybersecurity, integration of EDMS into the core banking system of bank, automation of assessment and examination of credit requests are implemented.

As a result of implementation in bank the performing discipline improved, documents ceased to be lost, and the speed of the circulation of documents completely corresponded to regulations.

EDMS on service of municipal economy

Mosgas before implementation of EDMS sank in documents. Find the necessary documents or at least to receive data on their existence it was difficult. Internal document flow went slowly, tracking as such was not conducted, doubles and the contradicting versions often appeared. Accounting of the entering and outgoing documentation was conducted in tables of Excel.

EDMS LanDocs had to strengthen control of execution of instructions, make work with documents transparent and provide convenient document retrieval. System implementation went step by step. At first electronic registration of letters, specification and addresses for Hot line was organized. Then the subsystem of electronic document management of memos and electronic approval of draft documents was implemented. As a result there was a complete transparency in work on documents at each stage, instructions began to be performed in the terms set by regulations.

Igor Olegovich Dzhuma, Head of department affairs, Mosgas

Important components of successful implementation of EDMS were: support of the project from the management, accurate planning and staging and also accurate regulation of all automated processes.

In more detail about an EDMS implementation project in Mosgas

MUEC: updating of the platform

MUEC since 2006 used the LanDocs 2 system as EDMS. She well coped with functions, standard for the workflow system, but by 2015 already ceased to satisfy the growing requirements of MUEC. It was required to expand number of documents according to which performing control is exercised, to replace the system of approval, to create the NSI general base and to give ability to integrate with the third-party systems.

The organization performed transition to the new version of the platform – LanDocs 3. He demanded migration more than 3 million cards and 6.5 million files, but took only 6 months. Use of "prototype" became successful strategy. To users had an opportunity to work with the recustomized basic functions of a system and to formulate requirements to completion.

The new platform gave the chance to construct the full-fledged ECM system allowing to create separate a document flow circuit, to use uniform reference books of NSI, to perform full-text search on all data warehouse. On the basis of 3 opportunities for business process management which are built in LanDocs all cycle of work with customer appeals behind services of MUEC was implemented.

Features of LanDocs 3

How does the modern ECM platform look? Let's consider the new possibilities of systems on the example of standard cases on the LanDocs 3 platform. For example, on its base it is possible to unroll process of control of execution of documents. In its framework the user will gain not only a convenient impression of contracts, but also a possibility of tracking of efficiency of passing of documents. All participants of process of approval will receive automatic reminders on terms and necessary actions from a system.

During creation of EDMS for holdings to the forefront there are requirements for load distribution of servers and the organization of exchange of documents between separate circuits. In LanDocs 3 there is a built-in server of exchange and the balancer of loading. Access to a system is possible from the outside of a domain zone, and traffic is optimized for decrease in load of the channel.

At the organization of modern archive of primary documentation the convenient storage system and a possibility of fast issue of data on requests is required. Modern EDMS provide also integration into credentials and exchange of primary information with the external organizations using cryptographic means. The important place is taken by process of input of documents in archive. In LanDocs 3 the powerful solution on digitization, scanning and information extraction – ABBYY FlexiCapture is used.

At automation of basic processes the ECM platform allows to manage business processes, regulating terms of each of stages. A system can be integrated with the third-party billing accounting systems. Users can work at the same time with ECM as in a corporate circuit, and outside, using the web interface or mobile clients.

Development of modern ECM platforms is dictated by practice, pressing needs of clients, penetration of electronic document management into all fields of activity of business. From EDMS developers considerable efforts on compliance of the systems to customers needs are required. The solution LanDocs shows that the Russian systems, despite all difficulties, are competitive and hi-tech products in the market of ECM.

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