Naumen DMS

The corporate system of electronic document management intended for the enterprises of all industries.

Naumen DMS provides management of documents in electronic form at all stages of lifecycle – from collective development before performance of a document and its write-off in archive. The main users of Naumen DMS at the enterprise are clerks (the general department), contractual department, service of quality, department of citizens' appeals, etc.

Naumen DMS automates the following processes:

• collective development of documents, creation of versions, editing, commenting, imposing of resolutions;
• management of lifecycle, document retrieval;
• management of explanatory notes, management of registration and control cards of documents, management of document templates, access rights restriction, classification and structuring storage;
• creation and editing templates of business processes, management of business rules, control of execution of business processes, statistics of execution;
• input of documents in a system (scanning, recognition, line input), import from mail servers, import from fax servers;
• formation of the nomenclature of affairs, transfer to case, write-off to archive, destruction;
• full-function information access on the Internet.

Business process management on the basis of open standards of OpenSource, use of the open components of high reliability checked in practice in several hundred implemented projects.

The product is also positioned as Business Process Management Suite and documents constructed on the basis of web technologies. This product succeeded one of market leaders of domestic workflow systems of NauDoc.

Naumen DMS allows the enterprises:

• transfer office-work to an electronic form;
• accelerate the movement of documents in the enterprise and between several companies as a part of holding;
• make transparent execution of important business processes;
• increase performing discipline;
• perform quick search of information;
• provide long-term document storage in electronic form;
• differentiate access rights of employees to information.

General information about architecture

Naumen DMS represents the corporate application implemented in three-level architecture "a client-server of applications – the database server". User interfaces of a system are completely web-centric, do not require installation of additional software on jobs.

Server part of the application is constructed on technologies Java that provides cross-platform and allows to operate equally successfully a system on servers running OS Microsoft Windows or Linux.

As DBMS the most popular solutions, such as Oracle, Microsoft SQL Server and PostgreSQL can be used.

The module of process management Naumen DMS is created based on a software platform of Activiti, freely extended tool for business process management open source and the big list of opportunities

2015: Naumen DMS release 3.6

On November 24, 2015 the NAUMEN company announced release of release 3.6 of EDMS Naumen DMS.

In its structure number of functions and improvements:

• universal mechanisms of import of documents and reference books,
• report generator,
• modern integration tool with e-government systems,
• advanced interface of a personal account of the user
• tens of other changes for convenience of work, performance improvement and reliability of a system.

EDMS Naumen DMS 3.6 is developed taking into account current trends of development of EDMS and requirements of different categories of users. The product is capable to solve effectively problems of electronic document management of government institutions, according to the set regulations and requirements, and the business organizations, including - with the distributed structure, providing a possibility of "end-to-end" management of documents and business processes.

In this version developers paid attention to creation of the subsystem intended for integration of Naumen DMS 3.6 with infrastructure of the Electronic government. The developed mechanisms allow to be integrated with the System of interdepartmental interaction (SIEI) and the Uniform portal of providing public services (EPGU), providing the comfortable environment for electronic interaction and data exchange within providing public services at all levels (federal, regional, municipal).

One of significant components of release 3.6 – the report generator created on the basis of own developments of the NAUMEN platform and the industrial designer of reports of Pentaho Report Designer. Now the technical specialists working in the Naumen DMS 3.6 system can independently configure data samplings, create irregular printed forms, use charts and diagrams in the reports. The configured reports can be made available to formation to other users of Naumen DMS 3.6.

The created reports can be unloaded in files of popular office formats xls, PDF, rtf, etc. In version 3.6 the universal mechanism of import of cards of documents appeared. This function allows to pass qualitatively and quickly from obsolete electronic document management systems to the Naumen DMS 3.6 platform, reducing the volume of routine work and providing a possibility of data transfer without essential costs. Thanks to a user-friendly and clear interface loading process of documents from external data sources (from any systems allowing unloading of data in the dbf and csv formats) is simplest and consists of two-step transaction which specialists of technical support can independently execute, without involvement of developers. Besides, in the version the mechanism of import of reference books which opportunities allow to import in the automatic mode from external systems a large amount of the lookup values calculated by tens and hundreds of thousands of positions is implemented.

There were opportunities improving processing of documents:

• the engine of business processes Activiti used for setup of logic of document handling that ensured reliable and fast system operation on large volumes is updated to version 5.18;
• possibility of accomplishment of mass actions on tasks (canceling of subtasks, editing the description and end date);
• the possibility of mass start of processes, setup of rules of editing completion dates of tasks, and other opportunities providing accomplishment of large volumes of works for unit of time is implemented.

Changes affected the interface of a personal account of the user. Due to simplification of work with filters the new interface allows the user to configure independently sections in a personal account now "under itself" with any necessary selections of the task list and to provide Wednesday, comfortable for work.

Within development of release 3.6 works on stress testing with filling of the database are carried out to 10 million documents and 17 thousand accounts of users; the working capacity on the loaded database with active work of 1 thousand simultaneous users is confirmed, stability of a system is improved. Thanks to the implemented actions the convenience of document handling, performance and reliability of EDMS Naumen DMS in general considerably increased.

Anna Kuznetsova, the Head of Department of Business Process Management Suite and documents of NAUMEN, noted:

"We continuously work on improvement of our product, we realize own ideas, considering customer needs and analyzing current trends. As a result we receive the best result. The new version of Naumen DMS meets all requirements of the state customers and business. Considering that every year the reliable domestic product becomes more popular among different categories of customers, the release of the improved its version will be very relevant for them".

Naumen DMS 3.0

Creation, storage and document retrieval, work with magazines of registration, control of execution of instructions and tasks, automation and monitoring of processes belong to the basic Naumen DMS functions.

In the senior editorial offices such opportunities as become available to users of Naumen DMS:

• conducting electronic office-work (office);
• document management in the distributed holding structures;
• setup of business processes using the graphic designer of BPM;
• report generation;
• automatic documents entry using ABBYY Fine Reader;
• data acquisition about employees from service Microsoft Active Directory.

Functionality of Naumen DMS can be also expanded due to connection of add-on modules:

• Electronic archive. It is used for the organization of archive document storage according to regulations and practicians of the Russian office-work.
• Barcoding of documents. Increases sweep rate of electronic copies of documents and does more convenient control of the movement of paper documents.
• Stream scanning. Reduces costs at transfer in EDMS of a big array of paper documents.
• Work from mobile devices. Gives an opportunity for work with documents and tasks from smartphones, the CPC and so forth.
• Workplace of the head. Allows heads with the minimum costs of time to obtain from EDMS information for decision making and to fix these solutions.
• Processing of citizens' appeals in authorities. It is used for the organization of work with citizens' appeals in public institutions according to federal law No. 59-FZ;
• Electronic signature (EDS). Allows to apply the electronic signature at transactions with documents and instructions.
• File storage. Simplifies maintenance of large volume of the files which are stored in EDMS.

Screenshots of Naumen DMS 3.0

Folder card

Document card

Task list

Designer of processes

Example of the report

Naumen DMS 2.0

Module Archive. In Naumen DMS 2.0 the module Archive developed according to regulations of the Russian office-work appeared. Within this module the possibility of maintaining the nomenclature of affairs of the enterprise is implemented. Documents can be written off in affairs, to transfer to archive and to store according to storage life. Except normal document registration there is an opportunity to register documents according to the nomenclature of affairs with an insert in registration number the index of case to which the document belongs. In addition to the operational storage of documents which is usually structured on document types there was an archive storage which structure is organized according to the nomenclature of affairs. The documents which are written off in affairs are displayed in both storages, the documents transferred to archive are displayed only in archive storage.

Module "LDAP". The module of integration into electronic directories allows to integrate the Naumen DMS system with such directory services as the Active Directory, eDirectory and others, using the LDAP protocol (Lightweight Directory Access Protocol). When using infrastructure Microsoft Windows the module supports NTLM authentication and the Active Directory groups. Thus, due to NTLM authentication support to the user repeated input of a user name and the password at login will not be required, there is enough of what the user was authenticated at an input in the operating system. The user groups and also organizational structure brought to the Active Directory will match user groups and organizational structure in Naumen DMS.

Module "FRSE". Except the mode of manual loading of documents in a system there are add-on modules allowing to automate this process. Integration with Fine Reader allows to perform loading of documents directly from the scanner, integration into the fax server automates loading process of faxes.

The module "File Storage" allows to store all attached files in a file space of servers. Only links to a location of files on servers are stored in DBMS.

Module "EDS". One of important components of process of transition of the enterprise from paper document flow on electronic is need of ensuring the legal importance of electronic documents. Modern and effective solution for the organization of legally significant electronic document management of the organization is use of the electronic digital signature (EDS). Using the certified means of cryptographic information protection use of electronic document management becomes convenient already not only within the enterprise, but in interaction with external partners. The module "EDS" conforms to requirements of the Federal law of January 10, 2002 No. 1-FZ "About the electronic digital signature".

The module Office allows to automate the following office work processes:

• processing of the entering documentation;
• processing of outgoing documentation;
• processing of ORD;
• processing of internal documentation.

As the permanent data warehouse the relational database is used. In the database only data in the form of a set of relational entities (the connected tables) without elements of a programmed logic are located (triggers, stored procedures, representations). Operation of Naumen DMS requires the server meeting certain functional requirements (support of transactions, the enclosed selections [subselects], LOB data types, etc.) and for which there is a JDBC driver (Java Database Connectivity) of level not lower than 2. The product is compatible to DBMS Oracle 9/10, Microsoft SQL Server 2000/2005, PostgreSQL 8.1.

The business logic layer is implemented in the form of a set of the Java applications distributed on two and more application servers. Any J2EE-compatible server working at the version of Java not lower than 1.6 and implementing the Java servlets standards not lower than 2.4 can act as the application server. Applications are compatible to version 5.0 Apache Tomcat servers above, Resin of version 3 above.

Division of a system into several applications allows to distribute loading between several physical servers. Each of applications works independently, interacts with other applications, using calls of web services. Besides, implementation of separation into components prevents emergence of so-called "distributed transactions" at accomplishment of the user transactions that guarantees safety of data without loss of scalability of a system.

Each of applications works with own database. Work with the database in applications is implemented using Hibernate 3.0 library. This library is the free concept of ORM (object-relationship mapping) distributed by implementation. Hibernate includes means of structure declaration of the database on the basis of an object model of the application, means of automatic broadcast of transactions over application objects in transaction over relational structure. Also Hibernate provides model of transactions at the level of transactions with application objects, independence of the code of level of the application of the selected relational storage.

The business logic layer includes a set of the objects saved in the database and transactions with these objects. In terms of a database status, each transaction is transaction, i.e. completely is executed and registers in the database or "is rolled away" without changes in the database. Only the transactions changing data are presented in the form of such business operations.

The main application is Naumen DMS. The application has modular architecture: the functionality of a system is concentrated in several modules working independently of each other and interacting via the common bus of services. Modules are developed according to OSGi R4 specification and using Equinox – the free extended implementation of the specification created by consortium Eclipse. At installation of a system that set of modules which is necessary for achievement of required functionality is installed.

The Naumen DMS application provides to the user the full-function web interface, work with which is possible from any modern Internet browser (Internet Explorer, Mozilla, Opera, etc.)

Other applications which are a part of a product are auxiliary.

The BPEL Engine application is used for execution of BPEL processes. As the BPEL Engine application any server for accomplishment of business processes executed according to the OASIS Standard WS-BPEL 2.0 standard (Web Services Business Process Execution Language) can be used. There is an opportunity to use any implementations, including free extended (Endpoints ActiveBPEL® of version 2.0 above, Oracle® BPEL Process Manager of version 10.x, WebSphere® Business Integration Server Foundation of version 5.1 above).

HR application (Human Resources) is used for independent data management about an organization structure of the company.

Work List Manager is used for independent job control which are created in a system for accomplishment of business processes.

Generally for DBMS and other applications the uniform server can be used, but selection of the separate server for DBMS will allow to provide additional scalability of a system.

Integration management

The concept of "the service bus of the enterprise" is the basis for approach to integration of program systems (Enterprise Service Bus, ESB or, in other terminology, SOA). Now the concept of the service bus is the basic approach to application integration from different developers in the software industry.

The concept is implemented through technologies of web services (SOAP, WSDL, UDDI, BPEL4WS). Instead of integration of each application with everyone it is offered to provide a connectivity of annexes to the uniform service bus which provides registration and finding of services.

Implementation of the offered architecture in the project will allow to solve, on the one hand, systemically a problem of integration, and with another – will create a basis for accumulation of functionality of program infrastructure of the project without use of the non-standard solutions complicating maintenance of a complex of systems.

Naumen DMS is integrated with the software product for scanning and text recognition of ABBYY FineReader 7.0 Scripting Edition. The documents scanned in workplaces are imported to a system through the special master called from means of scanning.

Naumen DMS allows to carry out authentication and authorization of users in external directory services, for example OpenLDAP or Microsoft Active Directory. Integration into mail servers for processing of incoming correspondence and mailing of the notifying messages is implemented.

In a system there is a module of work with the electronic digital signature (EDS). For the realization account of functions of interface to certification centers at the kernel level of the Naumen Kernel platform in a system the possibility of use of the EDS of any cryptoprovider supporting the Microsoft CryptoAPI interface is put. Use of the EDS based on Crypto Pro 2.0/3.0 can be an example of the certified solution for state bodies.

Naumen DMS: Business process management

The industry standard of OASIS Standard WS-BPEL 2.0 (Web Services Business Process Execution Language) is the basis for approach to business process management. This standard is used in many BPM systems for the description of logic of business processes and how in their framework interaction between programs and people is performed.

Like many other modern standards, BPEL is based on the XML language, its unique language constructions allow to organize interaction of web services that gives the chance by means of web services to create the difficult process focused solutions, including integration.

For implementation of interaction of web services at BPEL there are special language constructions for a call of other services and the organization of their joint work – the sequences, actions, calls, appointments and operators of conditional logic.

Providing the standardized method of embedding of processes in service - the focused architecture, BPEL significantly simplifies connection to your infrastructure of business partners, clients and other subjects of business.

Naumen DMS: Management of documents in holdings

The NAUMEN company proposes the special solution for the companies with holding structure allowing to organize electronically exchange of documents and instructions at the level of all holding and its separate enterprises. The solution is created based on an electronic document management system and business process management of Naumen DMS.

Principle of work:

• for each enterprise of holding own copy of the electronic document management system (EDMS) with separate base of documents and representation of organizational structure of this enterprise is unrolled;
• information on with what similar systems in holding it can exchange tasks and documents is stored in each EDMS;
• information on the staff of all enterprises of holding is provided in lists of contractors of each EDMS (thanks to the organization of the uniform directory of users based on the Active Directory or OpenLDAP);
• between separate EDMS of the enterprises is supported exchange of the information messages containing necessary documents and parameters of the entering and outgoing tasks and also notifications on accomplishment of tasks;
• necessary documents and tasks are transferred and registered automatically and arrive to the receiver instantly;
• the contractor can delegate responsibility for execution of all task or its parts to the subordinated employees in the enterprise or to colleagues from other enterprises of holding;
• the initiator of a task can browse all history of processing of a task;
• in management company, as well as in any company of holding, statistical information on terms and results of accomplishment of the directed tasks and also statistics on performing discipline of all enterprises of holding is online available.
• If at the separate enterprises of holding are already used by EDMS of other producers, there is an opportunity to implement uniform process of the movement of documents and execution of instructions by the organization of message exchange between these systems and Naumen DMS according to requirements of GOST P 53898-2010 "Electronic document management systems. Interaction of document management systems. Requirements to the electronic message".