Electronic document management systems

103 Pages·10.104 MB·Russian

by  Romanenko M. G.

Copyright ОАО «ЦКБ «БИБКОМ» & ООО «Aгентство Kнига-Cервис»
THE MINISTRY OF SCIENCE AND HIGHER EDUCATION
OF THE RUSSIAN FEDERATION
FEDERAL STATE AUTONOMOUS
EDUCATIONAL INSTITUTION OF HIGHER EDUCATION
«NORTH-CAUCASUS FEDERAL UNIVERSITY»
ELECTRONIC DOCUMENT
MANAGEMENT SYSTEMS
TEXTBOOK
(LABORATORY WORKSHOP)
Field of training:
09.04.02 Information systems and technologies
Orientation (profile)
«Data management»
Qualification of the graduate– master
Ставрополь
2019
Copyright ОАО «ЦКБ «БИБКОМ» & ООО «Aгентство Kнига-Cервис»
УДК 004:651.4 (075.8) Printed by decision
ББК 22.18:65.052 я73 by Educational
С 40 and Methodological Council
of North Caucasus Federal university
С 40 Electronic document management systems: textbook (laboratory
workshop) / autor-contrib. M. G. Romanenko. – Stavropol: Publisher
NCFU, 2019. – 103 p.
The textbook (laboratory workshop) on the subject «Electronic document
management systems» is made in accordance with the program of discipline
for master students of the field of training: 09.04.02 Information systems and
technologies, orientation (profile) «Data management».
Laboratory works included in the textbook (laboratory workshop)
contains: the purpose of the work; a list of knowledge skills that must be
formed in the course of laboratory work in accordance with the competencies
formed; necessary for the successful development of the material theoretical
information; a list of equipment used; safety instructions; a detailed description
of typical tasks and technology solutions; tasks to perform; the structure and
content of the report on the implementation of the tasks proposed in the
laboratory work; the list of control questions on the topic under study, to
which the student must know the answers; a list of recommended for use in
the development of the studied topics of basic and additional literature.
УДК 004:651.4 (075.8)
ББК 22.18:65.052 я73
Contributing author
Ph.D. sciences, associate professor M. G. Romanenko
Reviewers:
doctor of technical sciences, Professor N. V. Kandaurova
(FSBEI HE «MIREA-Russian Technological University» in Stavropol)
candidate of physical and mathematical sciences, associate professor
N. A. Poddubnaya (NCFU)
© FSAEI HE «North-Caucasus
Federal University», 2019
Copyright ОАО «ЦКБ «БИБКОМ» & ООО «Aгентство Kнига-Cервис»
CONTENT
Introduction ..........................................................................................................4
LABORATORY WORKS
1. Purpose and basic concepts of the system.
Modules and main functions of the system.
Main functions of the «Documents» module ..................................7
2. Registration of documents. Details of RC ......................................21
3. Work with assignments. Control over execution
of orders (documents) .......................................................................43
4. Execution of orders. Removal of orders from control ..................58
5. The work in the Cabinet ...................................................................62
6. Work with draft documents. Details of the registration
card of the project document ...........................................................69
7. Writing off documents in the case ..................................................83
8. Search for documents, assignments and draft documents ..........88
9. The form of reporting module ..........................................................96
Bibliography .....................................................................................................102
Copyright ОАО «ЦКБ «БИБКОМ» & ООО «Aгентство Kнига-Cервис»
СИСТЕМЫ ЭЛЕКТРОННОГО ДОКУМЕНТООБОРОТА
Introduction
The purpose of the development of the discipline «electronic
document management Systems/Electronic document management
systems» is the formation of a future master of professional com-
petences in the field of training 09.04.02 Information systems and
technologies, orientation (profile) «Data Management» and the ac-
quisition of knowledge, practical skills and skills for working with
electronic document management system.
Objectives of the discipline: to study the features:
• electronic document management;
• organization of search, routing and administration of elec-
tronic document flow;
• application of office information technology tools when
working with electronic documents.
Academic discipline «Electronic document management sys-
tems» is included in the variable part of Block B 1 of the «Discipline
on the choice» of the working curriculum and is studied in the 2nd
semester.
Students for the successful development of the discipline it is
necessary to use knowledge, skills, formed during the study of the
curriculum discipline such as: «Mathematical support of decision
support systems».
The development of this discipline is the necessary basis for the
preparation for the protection of the final qualifying work and the
protection of the final qualifying work. The theoretical knowledge,
skills and practical skills obtained by master’s students in the study
of this discipline can be used both in the preparation of final quali-
fying work, and for solving applied problems in the field of profes-
sional activity.
In the course of studying the discipline students should form the
following professional competences:
PC-5 – the ability to organize the interaction of teams of the de-
veloper and the customer, management decision-making in a vari-
ety of opinions; PC-8 – ability to develop and research theoretical
and experimental models of objects of professional activity in the
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Copyright ОАО «ЦКБ «БИБКОМ» & ООО «Aгентство Kнига-Cервис»
ELECTRONIC DOCUMENT MANAGEMENT SYSTEMS
areas of: engineering, instrumentation, science, technology, educa-
tion, medicine, administrative management, law, business, business,
Commerce, management, banking systems, information systems se-
curity, process control, mechanics, technical physics, construction,
transport, rail, communications, telecommunications, information
and communication management, postal services, chemical indus-
try, agriculture, textile and light industry, food industry, medical and
biotechnology, security of underground enterprises and industries,
Geology, oil and gas industry, geodesy and cartography, geographic
information systems, ecology, service sector, media systems, design,
media industry, as well as enterprises of various profiles and all ac-
tivities in the information society economy.
In the process of formation of these competencies should be ob-
tained relevant knowledge, skills and (or) experience, characterizing
the stages of formation of competencies.
The planned results of training in the discipline (module), charac-
terizing the stages of formation of competencies in accordance with
the formed competence have the form:
PC-5:
To know: methods of organization of electronic document man-
agement; the basic requirements of standardization and unification of
documents that contribute to improving the efficiency of the organi-
zation’s management system; features of modern technologies used
to automate document management and records management.
To be able to: organize the interaction of teams of the develop-
er and the customer, to conduct a survey of enterprises in order to
identify the features of office work to develop rules for setting up the
system of electronic document management and office work «Delo»;
to use in practice the system of electronic document management
and office work.
To own: skills of working with documents in the system of elec-
tronic document management and record keeping «Delo».
PC-8:
Know: the properties of documents, as well as the types and char-
acteristics of their classifications; rules of configuration and adminis-
tration of systems; rules of automation of document flow and office
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Copyright ОАО «ЦКБ «БИБКОМ» & ООО «Aгентство Kнига-Cервис»
СИСТЕМЫ ЭЛЕКТРОННОГО ДОКУМЕНТООБОРОТА
management; features of setting up systems on the existing workflow
scheme of the organization; and the main characteristics of document
processing systems on the Russian market, and their classification.
Be able to: use electronic document management and office man-
agement systems to solve control automation problems.
To own: basic methods, methods and means of development and
research of document processing systems used in various organiza-
tions and enterprises in all spheres of activity.
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Copyright ОАО «ЦКБ «БИБКОМ» & ООО «Aгентство Kнига-Cервис»
ELECTRONIC DOCUMENT MANAGEMENT SYSTEMS
1. Purpose and basic concepts of the system.
Modules and main functions of the system.
Main functions of the «Documents» module
Purpose and content: to get an idea of the purpose and basic
concepts of the system of electronic document management and re-
cord keeping «Delo». Get acquainted with the main functions of the
modules of the «Delo» system.
In the course of laboratory work, within the framework of the
formed competencies, the student must:
To know: the purpose and basic concepts of the system; modules
and main functions of the electronic document management system
and records management «Delo»; the main functions of the module
«Documents».
To be able to: install the system of electronic document manage-
ment and record keeping «Delo», change the settings of the demo
version of the system, run the modules of the system.
To own: the terminology of the system of electronic document circu-
lation and office work «Delo», the principles of the Russian office.
Theoretical part
The system of electronic document management and record keep-
ing «Delo» is the development of the company «Electronic office
systems» and is used to automate office work in organizations of dif-
ferent levels. To organize the work you need to combine computers,
employees involved in the document flow of the organization in the
local area network.
The main participant in the office – work process in the organiza-
tion, as a rule, is the document management service. Its forces are:
reception, creation, registration, and transfer for execution control of
the execution and cancellation of the documents in the case.
In case of paper document circulation, the document must be reg-
istered in the registration card, and then the original or a copy of the
document is transferred for execution.
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Copyright ОАО «ЦКБ «БИБКОМ» & ООО «Aгентство Kнига-Cервис»
СИСТЕМЫ ЭЛЕКТРОННОГО ДОКУМЕНТООБОРОТА
To obtain a certificate of the degree of execution of documents it
is necessary to perform the following sequence of actions:
• find registration cards of documents in the corresponding file
Cabinet;
• to study and analyze the submitted information;
• to control the execution of documents based on the analysis
of this information;
• to make a conclusion about their performance.
The document execution process is characterized by two infor-
mation flows. The first is characterized by the movement of a paper
document, the second characterizes the actions associated with the
registration card.
When moving a paper document, the following steps must be per-
formed:
• the registration of a document in the office;
• transfer of the document from the office to the head, who
appoints the executors and issues the instruction, by imposing
the resolution;
• newsletter performers after their appointment and issuance of
orders, the document and or copies;
• write-off in the case of the document after its execution.
The second information flow reflects the nature of the work with
the registration card (RC) of the document and is as follows:
• a registration card is created during the registration of the
document, the following details are entered into it:
• registration number (each document is given a number);
• information about the correspondents of the registered
document;
• a short summary and other data, for example, its composition,
review, etc.;
• recorded the fact of issuing orders by recorded document
(specify the author of the resolution, if the document contains
a resolution, the text of the order, the names of the performers,
the period of execution of the order, the name of the employee
supervising the execution of the document, if there is a mark
that the instruction control);
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Copyright ОАО «ЦКБ «БИБКОМ» & ООО «Aгентство Kнига-Cервис»
ELECTRONIC DOCUMENT MANAGEMENT SYSTEMS
• reports are added to all the performers and recorded the actual
date of the execution of the document in the registration card
after completing all instructions in the executable document;
• added to the RK numbers (names) of the cases in which is
stored an original copy of the executed document and the copy
of the document when the cancellation document in case.
Thus, the two above-described information flows reflect the spe-
cific feature of the Russian office work, the essence of which is that
in which some officials directly work with documents, and others on
formal grounds control the progress of execution of documents.
The workflow scheme is not strictly fixed, it can be changed.
Most often this happens when the organization units are independent
office. In this case, each of the departments creates its own card file,
and it may turn out that in the performance of one document, several
duplicates of the RC are created.
For the electronic document management system «Delo» as the
object of automation is the second information flow, which is associ-
ated with such functions as registration and control. However, when
working directly with documents, you can use this system, for which
it is necessary to attach a file with an electronic copy of the document
to the RC. In this case, the process of working with an electronic
copy of the document will consist of two stages:
• search in the card file of the registration card of the document
which can be carried out or on registration number of the
document, or on any other detail, for example, a surname of
the contractor;
• view the information contained in the file attached to the RC
document after the RC document is found. To do this, you
need to open the file in the appropriate program, which is
determined by this type of file, since it is possible to attach
not only text files, but also graphics, sound or video files to
the document RC. To view multimedia information, you must
have the appropriate software installed on your computer.
• If the scanning stage is included in the scheme of working
with documents to obtain an electronic copy of a paper
document when working with documents in the «Delo»
system, then this system can be used as the core of paperless
office technology [1].
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Copyright ОАО «ЦКБ «БИБКОМ» & ООО «Aгентство Kнига-Cервис»
СИСТЕМЫ ЭЛЕКТРОННОГО ДОКУМЕНТООБОРОТА
It is possible to allocate the following main functions of domestic
office-work, requiring automation:
• registration of all documents (letters, applications of citizens,
etc.) entering the organization;
• sending them after registration for consideration to the
management or directly to the structural units of the
organization;
• registration of all internal documents circulating in the
organization (applications, memos, etc.), as well as documents
originating from the organization;
• work with draft documents:
• approval (sight) of the draft document;
• signing (approval) of the draft document;
• the registration of a document created on the basis of the
project;
• organization of the process of movement within the
organization of documents (document flow);
• control over the execution of documents (orders), taking into
account the quality and timeliness of execution;
• the cancellation, in accordance with the adopted in the
organization classification, documents in the case;
• search for documents using different criteria;
• formation of statistical reports on the organization of work
with documents.
To get acquainted with the main functions of the electronic doc-
ument management system «Delo» use the basic concepts that are
accepted in the system.
The basic concepts used in the system include: the concept of
«Official», this term in the system means an employee of the orga-
nization who is directly involved in the work with documents. The
rights of an official, which may be one or more include: the creation
of resolutions; execution of orders (resolutions); coordination (sight-
ing) of draft documents; signing (approval) of documents. An official
may or may not work with the system. If an official works in the
system, his / her mandatory registration in the system is required, in
this case he / she is a user of the system.
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