Automation of dow processes. Criteria for selecting dhow automation systems. Sources of management information

Management documentation is the basis of the activities of a modern organization - up to 85% of the information resources of almost any management structure are concentrated in documents. In this regard, the processes of documentation and document flow have become self-sufficient and require their own automated management systems.

Over the past 10-15 years, office automation has experienced a revolution in document management. If earlier an office automation system was considered as a system for automating the activities of mainly technical personnel of offices, secretariats, archives related to the preparation, registration, movement, control of execution and search of documents, now the authors themselves are engaged in the preparation and forwarding of documents using PCs connected to the network and executors of documents. They are now direct participants in documentation support technologies - from the moment of creating documents to monitoring execution and working with the document archive. The automation system for documentation and document flow has become a decisive tool for increasing the efficiency of employees involved in decision-making, and, accordingly, the activities of the organization as a whole.

Currently, an organization that wants to receive modern solutions for creating automated technology for preschool educational institutions, has a fairly wide choice - from purchasing individually developed information systems in the case of large organizations until ready complex systems- for small and medium-sized organizations.

Organizations that have set themselves the goal of automating office work have to solve a number of problems. Here are some of them:

Organizations often do not have a clear understanding of what actually needs to be automated in office process technology. This is due to the lack of specialists who are both knowledgeable about office work and well aware of the market and opportunities. software systems in the field of automation of documentation management. Advertising information is poor in content and does not always correspond to the truth; the lack of uniform terminology hinders mutual understanding between the customer of the system and its manufacturer, etc.;

The organization will have to develop and implement a serious set of measures to streamline management processes and the office work procedures that reflect them. It is necessary to streamline the distribution of responsibilities, delegation of powers, to clearly establish who solves what tasks and at what level, to determine the procedure for approving documents, their approval and signing, etc., i.e., ultimately, to optimize the management system;

When introducing automation of preschool educational institutions, organizations need to decide on the choice of one of two approaches, which document scientists conventionally call “Russian” and “Western”.

Traditionally, Russian technology for working with documents assumes three levels of hierarchy: the head of the organization - the office management service - the executor. Western traditions are associated with the personal responsibility of the executor for the document and the corresponding decisions on it, therefore they contain two levels of hierarchy: the head of the top management - the executor (manager).

Russian tradition suggests mandatory registration each document from the moment it appears in the organization, as well as detailed regulated and centrally controlled “pre-archival” document flow. The technology of preschool educational institutions is largely enshrined in state standards, instructions and manuals. The entire range of work with documents is tracked in registration journals or typewritten filing cabinets.

The traditions of Western office work are associated with the personal responsibility of the manager for the document and its execution (typically, in English language the word “document flow” itself is missing). Registration of documents is carried out directly by the contractor; there is no centralized control over execution. The subject of regulation in traditional Western document management systems is the systematic storage of already executed documents (similar to domestic archival storage). It is on the basis of this tradition that the concept of Western electronic document management systems was formed. Hence the complexity of using technology electronic document management in Russian office work based on Western software systems. An appropriate adaptation of Western products to Russian conditions that have developed over centuries is required.

When choosing an option for automating a preschool educational institution, the customer organization must make a choice between two classes of document management systems - Workflow and Groupware.

Both classes of systems are aimed at automating teamwork in the office. At the same time, when choosing a construction methodology automated system in a particular organization, one should take into account how well it corresponds to the management style and management system adopted in it.

The fact is that Workflow type systems include systems focused on automating the work of an entire corporation (i.e., the joint work of several work groups), supporting a clear separation of business processes and routing of work in a network of performers. In relation to document flow, this means that the relevant documentation is strictly tied to management procedures based on the distribution of functions between employees of the management apparatus. In this case, document flow seems to be superimposed on technological management procedures. Systems like Workflow are more acceptable for large organizations and government agencies.

The Groupware type includes systems that do not have a strictly defined business scheme - processes and which are intended to function in a small team - a working group (5-100 people). Groupware elements are e-mail, document database, and collective organizer.

The choice by an organization of an automated document management system should ultimately be based on the necessary requirements for software products offered on the market, which can be reduced to the following characteristics:

Office technologies used;

Compliance with the main tasks of office work;

Functional characteristics systems (functional completeness, openness, etc.);

Software implementation (support for distributed mode, etc.);

Cost indicators.

The office work technologies based on Russian and Western traditions were briefly described above. Let us next briefly touch on the characteristics of software systems in the corresponding direction.

Software systems that implement Russian technology are aimed at use in government agencies and organizations; they preserve all the traditions and norms of office work adopted in a specific management structure. The task of such systems is to provide support for paper document flow and reduce the labor intensity of routine document processing operations. However, these systems can significantly expand the scope of traditional documentation and document management processes by processing documents on a personal computer. Systems in this direction are a kind of bridge for the gradual transition from paper to paperless technologies. Automation systems for preschool educational institutions using this technology include:

DELO system (product of the Electronic Office Systems company);

System "Cinderella-\\"1!\i. Official correspondence (STC IRM, Moscow).

Subclause 7.8.4 will provide more details functionality systems BUSINESS.

Western software systems are aimed at maximizing full use electronic documents and tools for collective work of users, the absence of intermediate links, which in turn predetermines changes in existing office processes in the organization, their optimization, and the development of new technologies for working with documents.

The main feature of “Western” technology is the modeling of specific real document flow processes and adjustment of software systems to these models. As a rule, the system is delivered to the customer not as an autonomous “boxed” product, alienated from the developer, but as a set software, from which a ready-made solution is assembled.

When adapting the system to specific processes of the organization on personal computers employees (role-based workplace), the necessary functional components are installed that allow solving a certain range of tasks, in accordance with the role of each employee in a particular document flow procedure of the organization. The system administrator creates business functions that determine the routes for the movement of documents through the structure of the organization, i.e., among its divisions and individual employees.

To systems of this direction in Russian Federation The following three classes of automated information systems are widely represented:

Systems developed by Russian companies based on DBMS: “Lan-Docs” - Lanit JSC; OPTIMA-WorkFlow - Optima company; "Code" - State Enterprise "Center for Computer Development"; "AquaDoc" - Aquarius Consulting company, etc.;

Systems developed by Russian companies using LotusNotes technology: СompanyMedia - Inter Trust company; "BOSS-Referent" - IT company; "Eskado" - CJSC Interprokom LAN, etc.:

Russified versions of popular Western systems: “Documentum 4i” - Documentum company; "DOCSOpen" - Hummingbird company"; "LotusDomino\Notes" - IBN Corporation; "DocuLive" - Siemens concern; "WorkExpeditor" - Compaq Corporation, etc.

For comparison, further in clause 7.8.4 and clause 7.8.5, the characteristics of two software systems are given - “DELO” and “BOSS-Referent”, oriented respectively towards Russian and Western technologies of documentation and document management.

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Topic 2. Legal and regulatory framework regulating the problems of implementation and use of information technologies in dows. International and national standards.

International legal acts. Okinawa Charter for the Global Information Society of 2000 Declaration of the World Summit on top level on issues of the information society from 2003 (with amendments and additions). International legal acts.

Legislative and by-laws of the Russian Federation. Law of the Russian Federation dated April 6, 2011 No. 63-FZ “On Electronic Signatures”. Law of the Russian Federation of July 27, 2006 No. 149-FZ “On information, information technologies and information protection.” Codes of the Russian Federation.

Decrees and orders of the Government of the Russian Federation, federal and regional programs, concepts. Decree of the Government of the Russian Federation dated September 6, 2012 No. 890 “On measures to improve electronic document management in government bodies.” Decree of the Government of the Russian Federation of September 22, 2009 No. 754 “On approval of the Regulations on the interdepartmental electronic document management system.” Decree of the Government of the Russian Federation of September 7, 2011 No. 751 “On amendments to the Rules of office work in federal executive bodies.” Decree of the Government of the Russian Federation dated June 15, 2009 No. 477 “On approval of the Rules for office work in federal executive authorities.” Decree of the Government of the Russian Federation of December 25, 2007 No. 931 “On some measures to ensure information interaction between state bodies and local governments in the provision of public services to citizens and organizations.” Decree of the Government of the Russian Federation of January 28, 2002 No. 65 “On the federal target program” Electronic Russia(2002-2010)” (as amended and supplemented, dated August 15, 2006). Order of the Government of the Russian Federation of October 20, 2010 No. 1815 “On the state program of the Russian Federation “Information Society (2011-2020)”. Order of the Government of the Russian Federation dated December 17, 2010 No. 2299-“On the plan for the transition of federal executive authorities and federal budgetary institutions to the use of free software.” Order of the Government of the Russian Federation of February 12

2011 No. 176-r “On approval of the action plan for the transition of federal executive authorities to paperless document flow when organizing internal activities.” Order of the Government of the Russian Federation dated May 6, 2008 No. 632-r “On approval of the Concept for the formation of electronic government in the Russian Federation until 2010.” Order of the Government of the Russian Federation dated July 17, 2006 No. 1024-r “On the Concept of regional informatization until 2010.” Order of the Government of the Russian Federation of September 27, 2004 No. 1244-r “On the Concept of the use of information technologies in the activities of federal government bodies until 2010.”

Strategy for the development of the information society in the Russian Federation (Approved by the President of the Russian Federation V. Putin on February 7, 2008, No. Pr - 212).

Information Security Council under the President of the Russian Federation.

Regulatory and methodological documents and standards. GOST 34.03-90. "Information technology. Set of standards for automated systems: Automated systems: Terms and definitions”, GOST 34.601-90. "Information technology. A set of standards for automated systems: Automated systems: Stages of creation." National standards developed on the basis of international ISO standards (GOST R ISO 15489-1-2007 “SIBID. Document management. General requirements”; GOST R ISO 23081-1-2008 “SIBID. Document management processes. Metadata for documents. Part 1. Principles"), GOST R ISO/IEC 26300-2010 "Information technology. Open Document format for office applications (OpenDocument) v. 1.0" etc.

International standards ISO and IEC. (ISO 26300, ISO 29500, ISO 19005, ISO 16175, ISO 13008, ISO 13028, ISO 30300 series, IEC 82045, etc.); MoReq 2, MoReq 10, etc.

TOMSK STATE UNIVERSITY (TSU)

History department

UDC 005.92

ADMISSION TO PROTECTION IN THE GAK

Head department history and

Documentation

Doctor ist. sciences, prof.

N.S.Larkov

"____"___________2010

GRADUATE WORK

AUTOMATION OF DOCUMENTATION SUPPORT OF MANAGEMENT IN THE ADMINISTRATION OF THE TOMSK DISTRICT

Tatyanenko Ekaterina Viktorovna

Scientific director

Art. lecturer, candidate of history sciences

E.V.Tatyanenko

Tomsk 2010

Ministry of Education and Science of the Russian Federation

^ TOMSK STATE UNIVERSITY (TSU)

History department

Department of History and Documentation

I APPROVED

Head department history and documentation

Doctor of Historical Sciences, Professor

N.S. Larkov

"___"___________ 2010

EXERCISE

By preparation thesis student Tatyanenko Ekaterina Viktorovna

1. Topic of the thesis: “Automation of preschool educational institutions in the Administration of the Tomsk region”

2. Deadline for the student to submit the completed thesis:

^ 3. Initial data for work:

Purpose of the study: analysis of the process of implementation of automated preschool educational institutions in the Administration of the Tomsk region.

Objectives of the study: familiarize yourself with the regulatory and methodological package of documents of the preschool educational institution service of the Administration of the Tomsk District Administration; assess the state of current paperwork; consistently study the stages of automation of preschool educational institutions and the problems that arise during this; to study the opportunities acquired as a result of the implementation of the program and further prospects for the development of AS preschool educational institutions in the TR Administration.

Object of study: automated preschool education system.

Subject of research: implementation of automated preschool educational institutions, problems and prospects for automation of preschool educational institutions in the Administration of the Tomsk region.

Research methods: analysis, synthesis, comparison, generalization, classification, induction, observation, survey, graphical, statistical, description, forecasting.

^ 4. Summary of the work:

Thesis supervisor

Ph.D., senior teacher ________________V.V.Mirkin

The task was accepted for execution on February 26, 2010 ________________ E.V. Tatyanenko

ANNOTATION

The thesis examines the functions, stages, and problems in the implementation of automated management documentation systems. The theoretical and applied aspect of automation of preschool educational institutions has been studied using the example of the Tomsk District Administration. Dana overall rating results of implementation of automated preschool education systems, a forecast for the development of electronic document management is given.

Introduction 6

Functions, stages, problems of implementation of AS DOU 15

1.1 Functions of documentation automation systems

management support 15

1.2 Stages of automation 21

1.3 Problems of automation of preschool educational institution 28

2 Automation of preschool educational institutions in the Administration of the Tomsk region 47

2.1 Stages of automation of preschool educational institutions.

Study of the implementation process of AS DOU 59

2.2 The result of the implementation of AS “Kodeks” and prospects for the development of automation of preschool educational institutions in the Administration of the Tomsk region 68

Conclusion 73

List of used sources and literature 77

APPENDIX A List of legislative and regulatory framework for preschool educational institution 86

APPENDIX B Quantitative composition of documents 92

APPENDIX B Official correspondence regarding

Correspondence questions 96

APPENDIX D Types of documents 97

APPENDIX E Schedule “Citizens' Appeals” 98

APPENDIX E Correlation of documents

For the period 2008 and 2009 (from January to November) 99

APPENDIX G Route map

Documents 100

APPENDIX 3 Terms of reference for the development of software for an electronic document management and office management system 101

INTRODUCTION

Currently, it is difficult to imagine your activities, any institution, or organization without information technology (IT). Information technology (IT) is a wide class of disciplines and areas of activity related to technologies for managing and processing data, including the use of computer technology. Recently, information technology is most often understood as computer technology. Specifically, IT deals with the use of computers and software to store, transform, protect, process, transmit and receive information 1 . Thanks to computer technologies the load associated with information processing has significantly decreased. Management documentation is no exception. To improve work in the field of office work, many automated systems have been developed.

According to the New Illustrated Dictionary, automation is the use of machines, automatic and automated systems in production, scientific, management and other areas of human activity. The main goal of automation is to increase labor efficiency, optimize management, improve quality, and eliminate people from working in conditions hazardous to health 2 .

Today the market offers a great variety of synonyms for the concept of “preschool educational institution automation”: document automation system, computer system automation of document flow and office work, office management system, distributed document management system, document flow system, industrial office automation technology, electronic document management system, etc. Researchers at VNIIDAD propose to combine all the various available software products under the code name automated document management systems (AS DOU). In their opinion, this definition most fully reflects the current state of affairs 1.

Automation of office work processes is the rational organization of operations taking into account latest technologies with information and documents: compilation and registration, transfer (delivery), accounting, creation of an information and reference apparatus based on registration, organization of control over the implementation of decisions made, current storage, possibility of destruction (examination of value), creation and maintenance of an archive 2 .

Modern activities any organization occurs through the automation of certain processes. So, in turn, local governments need a reliable foundation for organizing management processes, cooperation and fulfilling orders of the executive branch. The activities of the Administrations are carried out on the basis of preschool educational institutions. Consequently, there is a need to optimize this area through automated systems. The implementation of AS is a complex job that requires an integrated approach.

In recent years, more and more organizations have come to the need to automate work with documents in general. This circumstance was facilitated by the adoption of:

1. Federal Law of January 10, 2002 No. 1-FZ “On Electronic Digital Signature”. This law significantly expanded the scope of application of documents in electronic form.

2. Decree of the Government of the Russian Federation dated January 28, 2002 No. 65 “On the federal target program “Electronic Russia (2002-2010)”, providing for “translation into electronic digital form of most of the document flow carried out between business entities, government bodies and local government bodies" 1 .

In this work we will talk about the implementation of modern technical means in the field of documentation management, both in the Russian Federation and directly in the Administration of the Tomsk region.

Any research involves the study of theoretical material on a given topic. The main stages of the research include: studying literature and other sources; study of regulatory and methodological documentation in the Administration, other documents used in the work; office operations research; studying the compliance of the work performed with rules and standards; interviewing employees of the Office of Affairs; study of the stages of implementation of an automated system (AS); analysis of the results of AS implementation; forecasting further work on the development of electronic document management.

However, it is worth noting that, despite the high demand for domestic literature on this issue, there is still a shortage of sources, a lack of work aimed at studying office automation. This can be explained by the relative novelty and extremely rapid development of computer and information technologies. Consequently, many textbooks, works, articles, etc. quickly lose relevance.

Today, most sources offer information on the practical use of certain software products. Analyze and become familiar with possible problems and the stages of automation of documentation support for management are helped by such magazines as: “Secretary Affairs”, “Office Work”, “Directory of the Secretary and Office Manager”, and others.

The authors of articles and other works are specialists in the field of document management and archival science, dealing with the problems of electronic documents, AS preschool educational institutions, as well as employees of various organizations. Among them the following specialists can be distinguished: O.I. Ryskov 1 - senior researcher at VNIIDAD, participant in annual scientific and practical conferences; S.L. Kuznetsov 2 – Ph.D., Head of the Scientific Information Center of the Gorbachev Foundation; T.V. Kuznetsova 3, head. Department of Document Management, IAI RSUH, professor; G.A. Serova 4 - Ph.D.

Serova G. A. reveals in her articles the main objects and principles of automation of preschool educational institutions. A significant contribution to solving the automation problem was made by T.V. Kuznetsova. Help in getting to know the stages and functions of automation was provided by articles by S.L. Kuznetsov, as well as by Polina Kochetkova 5 (leading specialist of InterTrust Company CJSC).

Marina Tarasova highlights a practical approach to the implementation of electronic document management systems (EDMS) 6 .

ABOUT. Podolina, company employee "Inter T rust" , consultant of the Center for Consulting Services and Implementations reviews the life cycles of documents within the framework of the EDMS and explains the significant differences from traditional office work 1 .

Zhuravleva N. in her articles focuses on document scanning and the need for recognition using various software tools. Pays attention to training employees when working with EDMS and problems arising during selection, implementation and operation 2 .

Belaya T.R., researcher at the preschool educational institution department of VNIIDAD, examines in detail the process of creating and organizing the implementation of automated preschool educational institutions 3 .

The data provided by scientists, researchers and specialists in the field of office work and process automation of preschool educational institutions can be divided into two types. The first type of work represents a regulatory and methodological framework, an analysis of legislative initiatives. Works of the second type offer examples practical application, analysis of the capabilities of AS preschool educational institutions.

The source base for the study was the legislative acts of the Russian Federation, as well as State Standards (GOSTs), the charter of the Tomsk District Administration, Regulations, Regulations on the service of preschool educational institutions, instructions for preschool educational institutions, job descriptions specialists, as well as rules that directly or indirectly regulate the use and creation of automated preschool educational institutions. From the accounting and reference documentation we used: the database (DB) of the automated system "Kodeks", the DB of AS "KORD", the nomenclature of cases for 2009. As well as document forms and the documents themselves, instructions and guides for users and administrators on working with the automated Codex system.

Among the significant, main sources, it should be noted the Federal target program"Electronic Russia". Chairman of the Government of Russia V.V. Putin signed Resolution of the Government of the Russian Federation No. 721 of September 10, 2009, which approved amendments to the Federal Target Program "Electronic Russia (2002-2010)" 1.

The main goals of the program are to create conditions for the development of democracy, increase the efficiency of the economy, government controlled and local self-government through the introduction and mass dissemination of ICT (information and communication technologies), ensuring the rights to freely search, receive, transmit, produce and disseminate information, expanding the training of ICT specialists and qualified users.

During the course of the program, several important Federal laws were prepared that directly regulate the field of information technology. On July 27, 2006, Federal Law No. 149 “On Information, Information Technologies and Information Protection” was approved, effectively introducing a unified system of record keeping in state bodies and local governments 2.

The Federal Law “On Personal Data” established requirements for the protection of personnel databases. The law imposes a number of restrictions on office automation systems. For example, in accordance with Article 19, “when processing personal data, the operator is obliged to take the necessary organizational and technical measures, including the use of encryption (cryptographic) means, to protect personal data from unauthorized or accidental access, destruction, modification, blocking , copying, distribution of personal data, as well as from other unlawful actions” 1.

A document is inextricably associated with authenticity, and as a result, with legal force. Currently, a document is not only a material medium containing information, but also electronic documents. In order to protect an electronic document from corrections, falsification and addition of information, the Law “On Electronic Digital Signature” 2 was developed, which introduces the concept of “electronic digital signature” as a requisite electronic document, to protect it from counterfeiting.

The issues of creation and operation of automated systems are regulated by GOST 34.601-90 3. GOST identifies eight stages in the creation of automated systems used in various fields of activity. In the management sphere: formation of requirements for automatic systems(AS), development of AS concepts, technical specifications, preliminary design, technical design, working documentation, commissioning, AS support. GOST 34.602-89 4 establishes the composition, content, rules for drawing up the document “Technical specifications for the creation (development or modernization) of a system”, as well as the procedure for its development, coordination and approval. This standard notes that the requirements included in the technical specifications must “not be inferior to similar requirements for the best modern domestic and foreign analogues.”

The studied material demonstrates the inconsistency of the legislative framework in the field of regulating the work of electronic documentation. At the same time, the experience of legislative regulation is not great, and the problem has not been disclosed from the point of view of document management, which is why there is reason to consider the topic of the proposed work relevant.

This thesis project also has practical significance. The analyzed information is presented in a concise and convenient form for use in work. This is a kind of practical guide for anyone who wants to master the basics of automation of preschool educational institutions. Theoretical part allows you to form a general idea of automation processes, and the practical one provides confirmation or refutation of accepted concepts. In each specific case, when it comes to automation, a dilemma arises - which document management automation system to choose, what to guide the choice, how to draw up an “action plan”, limit yourself to solving pressing automation problems or create a system “for growth” 1 .

The object of the study is the all-Russian principles of automation of preschool educational institutions, automation of the preschool educational institution's Office of Affairs Management service in the TR Administration and the introduction of electronic document management in the Administration as a whole.

The subject of this study is problems that may arise at all stages of work with the automation of preschool educational institutions, stages of the process of introducing automated preschool educational institutions, problems and possible prospects for automation of preschool educational institutions in the Administration of the Tomsk region.

Research methods: analysis, synthesis, comparison, generalization, study of documents, direct observation, survey, graphical, statistical, forecasting.

The purpose of the study is to analyze the process of introducing automated preschool educational institutions in the Administration of the Tomsk region.

Tasks that realize the goal of the thesis: consider the functions of the AS preschool educational institution; study the stages of automation and problems arising during the implementation of optimization tools for preschool educational institutions; familiarize yourself with the regulatory and methodological package of documents for the preschool educational institution service of the Administration of the Tomsk District Administration; assess the state of current paperwork; investigate problems encountered during the automation process; to study the opportunities acquired as a result of the implementation of the program and further prospects for the development of AS preschool educational institutions in the TR Administration.

The diploma project consists of an introduction, a main part, which includes two chapters, a conclusion, a list of sources and literature used, and an appendix.

^ 1. Functions, stages, problems of implementation of automated preschool educational institutions

1.1 Functions of automation systems for document management support

When examining the main functions of office automation systems, it is necessary to highlight the required set of characteristics that a full-fledged automated preschool educational institution must meet.

First of all, this is the ability to create a document. The document can be created either independently in the appropriate editor (text, graphic), or based on prepared templates.

The program provides automatic document registration. For each accounting document, a registration and control card is generated, in which information about the document is entered. The system can register both documents created directly in it and imported from outside.

AS allows you to work with correspondence. This function, as a rule, is characterized by the fact that the connecting beginning of the package of documents is the addressee - the sender, even if he writes on different issues.

The system supports technologies for registration, processing and control of administrative documents.

Documents combined according to certain characteristics are formed into the user’s working folders. Moreover, often they store not the document itself, but a link to it.

The system allows you to implement control over the execution of documents. Control of the execution of documents is carried out, both at the level of the author of the resolution, and centralized control with the ability to generate reports on the execution of control documents.

Processing and storage of documents. The registration card offers the possibility of attaching files containing the document itself in computer representation (for example, text, audio or video material, etc.). The system must have the ability to merge documents, allowing you to bring together separate files texts and graphics, forming a complete document.

Working with interrelated documents. The ability to establish links between registration cards of documents that are thematically related, canceling or complementing each other, repeated, etc. is supported. When working with a document, you can always view all correspondence on an issue, its history, copies of cards sent to other departments, having instant access to each card of interest.

Movement of documents, entering resolutions and comments. The document movement mechanism ensures the processing and transfer of documents between system users. The basis for the automatic transfer of documents can be the introduction of a resolution. The routing of document movement can be hard-coded or user-defined. The path of the document from the moment it is transferred to the head for initial consideration until it is written off for the file is recorded.

Support for nested subsystems. The organization's office management system includes subsystems of departments with their own functions (accounting, control, movement of documents, etc.)

Track versions of one document. When several users work together on one document, the problem of “versions” and the problem of “copies and originals” takes up a lot of time and effort.

Registration of license plates, reporting.

Distributed processing, sending documents by mail. The document processing process must be uniform for all system users. To exchange information between users, the system provides e-mail, the functions of which include: official and personal correspondence; automatic mailing messages and notifications. The system allows you to create mailing lists.

Work via the Internet. The system implements a web-server for office work, providing access to data about documents and the documents themselves from any local or remote computer through Internet network. The user is given the opportunity to create a search request for a document or group of documents registered in the system.

The search system allows you to find a document using several criteria: document name, addressee, sender, date of the document, words contained in the text of the document, etc.

The system allows you to archive documents. After processing, signed documents are placed in the archive. The archive administration workstation allows you to configure modes for archiving and restoring documents, and set access rights to archives.

Writing off the document for use. When a corresponding entry is made in the registration card in the automated system, the document is written off for the file.

Maintaining and automatic update dictionaries and reference books. The system directories include: users, departments, organizations, citizens, thematic document rubricators, standard texts, case nomenclatures, access marks, mailing lists. In some systems, you can create new lookup tables yourself.

Providing automation of reference and analytical work. The system generates standard reports and charts (certificates, summaries, journals, lists of documents). It is also possible to download a report and graph generator. During operation, system actions and user actions are recorded.

Regulation of access rights. User rights in the system regulate both access rights to file cabinets and documents in accordance with their classifications, and the set of functions available to this user(registration, editing, writing off a document for filing, removal from control, etc.). If necessary, department employees can be given the opportunity to work only with documents of their department. Documents from other departments will be inaccessible to them at all or available only for viewing.

Delegation of signature rights. The system provides electronic signature documents and resolutions on documents. If necessary, it is possible to delegate the right to sign one document or set up automatic delegation for all documents received for signature by the manager.

Data protection. Each workplace can be protected with a password from attempts of unauthorized access to information and performance of actions on behalf of the user. At the same time, the system must comply with existing office work practices and support full life cycle document in the organization: from its initial registration to write-off. The system must undergo state certification for compliance with GOST standards for office management.

The creation of records management systems for organizations with special requirements for information security is carried out taking into account the fact that it is necessary to ensure compatibility of the system with any special information security tools, including certified ones, which will allow its use to be harmonized with existing security standards 1 .

So, summing up the above, the following should be noted. Automated preschool educational systems serve the following functions: creation and registration of documents, transmission of correspondence, control, entry of executors and subsequent control over the execution of documents, removal from control, write-off, reference work and archival storage. As well as protecting information from unauthorized use, copying, modification, transfer and granting access rights.

Thus, we can identify the main tasks of the automated preschool educational institution and automated processes.

The main tasks of office automation are:

Organizing order in working with documents without increasing the staff;
Reduction of staff if necessary;
Improving customer service and management of the company, enterprise, organization;
Reducing the processing time, registration and transmission of documents;
Elimination of loss of documents;
Centralized tracking of the progress of office processes;
Improving control over execution;
Improving the quality of document processing;
Ensuring document storage;
Reducing time for reference work.

The following processes can be automated in a preschool educational institution:

Reception, registration, processing and distribution of incoming correspondence;
Preparation, signing, registration and distribution of outgoing correspondence;
Preparation, signing, registration and sending of internal and organizational and administrative documents;
Creation of instructions, resolutions for all types of documents and the ability to register responses to them;
Monitoring the execution of documents and resolutions;
Scanning a large number of documents, creating and maintaining electronic archives of documents.
Maintaining business correspondence between organizations, individual departments and employees 1.
Restricting or expanding access to sources of information.

The implementation of an office automation system is a complex and responsible process. An incorrectly chosen system, at best, leads to unnecessary costs, and at worst, it can significantly complicate the work of employees and ultimately compromise the very idea of automation. In some cases, the process of implementing an automated system that has dragged on for several years leads to the fact that the organization is forced to abandon the software package, in which a lot of effort and money has already been invested, and look for something else on the market of automated systems designed for working with documents.

In addition, it is necessary to take into account that office automation is only a reflection of the document management system operating in an organization (institution, enterprise, firm, holding, corporation). Therefore, any automation to achieve the best results should begin with optimizing the existing document management schemes in the organization, and only on the basis of this optimized model should an automated office work system be built. Otherwise, the transfer to a computerized basis of an imperfect, contradictory and confusing scheme for working with documents will lead to the creation of the same contradictory and imperfect automated system. For successful automation of preschool educational institutions, this process should be divided into several stages.

^ 1.2 Stages of automation

The first stage Automation of preschool educational institutions is the creation of a package of legislative, normative and methodological documents describing and regulating the conduct of office work in the organization 1.

The formation of a regulatory and methodological package of documents should begin with a selection of GOSTs regulating the office work industry. This package should also include various Federal laws that control the processes of working with documents depending on the type, type of enterprise, organization of the institution, Regulatory acts of the President and Government of the Russian Federation, documents of federal executive authorities. (APPENDIX A (reference))

I consider it advisable to highlight a separate section within the package of normative and methodological documents - manuals on office work and periodicals examining office work processes. Among other documents, it may be necessary to: Standard for interaction of automation systems for management documentation support 2 .

According to Dubrovin S., a professional view of the activities being carried out, development of methods and means to achieve the goal, development of requirements for software.

The first step on this path is the nomenclature of cases. It’s good if it exists; if it doesn’t, it needs to be done. Existing recommendations for working with the nomenclature of files are general, but they do not take into account all types of documents that a modern secretary or office has to work with. These include films, photographic documents, sound recordings, raster and vector images. A special section is occupied by documents received in the form of a report from databases. All this diversity must be considered from the point of view of document flow. The easiest way to organize your workplace is to create a list of folders on your computer that corresponds to the nomenclature of cases, with the corresponding numbering in the name. In this case, the order of folders will not change when new ones are added, and operating system will always give the opportunity to sort them by ascending numbers. But at the same time, it is necessary to create the opportunity to take into account other types of documents that are traditionally not included in the nomenclature of files 1.

^ Second stage– preparation of technical specifications containing a detailed description of what and how the organization plans to automate, what should change after the implementation of the automated system, how this system should work.

When starting automation, it is necessary to formulate detailed requirements for the system or, in other words, technical specifications for automation. Taking into account this technical specification (TOR) in cooperation with I The organization's T-service will select and configure a program for use in office work. The success of implementation largely depends on how detailed such a list of requirements is formulated. modern technologies and ease of work for employees with the installed computer office management software 2 .

To prepare technical specifications, the following GOSTs may be useful: GOST 19.201-78 Unified system of program documentation. Technical task. Requirements for content and design , GOST 34.602-89 Information technology. Set of standards for automated systems. Terms of reference for the creation of an automated system 1 . Today, the European specification MoReq-2 can be used in Russia. The document presents detailed recommendations on the formation of technical requirements for building full-fledged automation systems for preschool educational institutions. 2

Thus, we can say that the package of normative and methodological documentation for the effective work of preschool education service employees is quite complete.

^ Second stage is a study of current office work. In order to give an objective assessment of the state of office work, its study is required. The study of the preschool education system includes two main parts:

Study of the composition and movement of documentation. IN this section characteristics of the quantitative and qualitative composition of documents and their movement routes are given.
Study of basic office processes.

Study of the composition and movement of documentation

To study the characteristics of the quantitative composition of documents, the period from 01/01/2009 to 11/31/2009 was taken. The total number of all groups of documents registered in the Administration of Affairs (AD) was 11,795.

The entire set of documents in the Tomsk District Administration consists of 3 groups.

Incoming (incoming) – total 4897 1;
Outgoing (sent) – total 2596 2;
Internal documents – 4302 3.

The main layer consists of incoming and outgoing documents.

Analyzing the graph (APPENDIX B (reference)), we can say the following: the relatively small number of documents at the beginning of the year is associated with a large number of days off and holidays. The increase in the mass of internal documents in the spring is apparently associated with a large number of approvals of resolutions on land issues. It can be assumed that it is the weather conditions that set this trend, since all construction and land work takes place during this period. The general decrease in the summer months is associated with the vacation period, including the vacation of the Head of TR. The decrease in incoming documentation at the end of the year is due to changes in the rules for registering duplicate documents. Until September, all incoming duplicate documents were registered as duplicates and the program assigned them an additional end-to-end number. For example, if you already have 01-01-2365, additionally 01-01-2365/1, 01-01-2365/2, etc. Next, only the first document arrived was registered; if the original document arrived (with a blue stamp by mail, brought in with your own hand), it was attached without registration to the document with the Chapter’s resolution.

It should be noted that letters sent by fax and by e-mail, are not re-registered, but delivery reports are retained.

For the most complete description, you should provide a table and graph on correspondence issues (APPENDIX B (reference)).

The diagram shows the amounts of incoming and outgoing official correspondence regarding activities. The numbers in the legend correspond to the data in the table (item no.).

The pie chart shows which questions are most often encountered in correspondence. The largest segment is occupied by correspondence on law enforcement issues with organizations (internal affairs department, prosecutor's office, courts, justice). This is due to frequent requests from the prosecutor’s office, participation in trials, etc. Correspondence on issues of land resources and land management – segment 11% of the total number of incoming and outgoing documents. The third most important place is occupied by the share allocated to documents of public authorities sent for information (laws, decrees, resolutions, decisions, protocols). The work of the Administration is also based on financial activities, which is confirmed by the 7% division.

The diagram by types of documents (APPENDIX D (reference)) demonstrates all the names of documents registered in the Office of Affairs in the Code system (outgoing, incoming, internal). Among the general mass, such types of documents as letters, resolutions and orders stand out. These groups are determined by the activities of the organization.

Citizens' requests (only incoming letters) are registered in a separate module of the automated Codex system. Outgoing correspondence regarding citizens' requests is registered in the traditional way in the journal of outgoing letters. To construct the table and graph, two sources were used (APPENDIX E (reference))

The number of requests from citizens is not large, but they are given special attention. All of them are under the control of the Head of Administration. A large number of appeals, both oral and written, are sent from the Administration of the Tomsk Region.

With a comparative analysis of the volume of documents for 2008 and 2009 according to the graph and table (APPENDIX E (reference)), we can see an increase in incoming, internal and a small increase in citizen requests in 2009 compared to the previous year. The number of outgoing documentation has decreased slightly. Thanks to the histogram, it can be assumed that the volume of documents increases every year in the TR Administration.

^ Document movement routes.

The route diagram for groups of documents (APPENDIX G (reference)) allows you to identify and eliminate repeated passages of documentation. This saves time and labor resources.

Absolutely all incoming documentation (official correspondence, citizens’ appeals, emails, faxes, etc.) passes through the DOU Office of Affairs Management service. Documents can be received by mail, delivered by courier or visitor, received by fax, or email. Upon receipt of documents, first of all, the correctness of their delivery is checked. Erroneously received correspondence is returned to the sender or forwarded to the addressee. After opening the envelopes, the correctness of the contents and its integrity are checked, i.e. availability of all document pages and all attachments. For faxing, both the total number of pages received, their correspondence to the number indicated on the first sheet of the fax, and their readability are also checked. If a fax message is received incompletely or the quality of individual pages is poor, the sender will be notified.

If documents are received by mail, all envelopes are opened, with the exception of those marked “personally”. Once opened, envelopes are destroyed, with the exception of letters from private citizens, since the return address can only be indicated on the envelope. Envelopes from documents received already overdue are also saved. In this case, the stamp on the envelope can serve as proof of the day the document was received. Envelopes regarding law enforcement issues with organizations (internal affairs department, prosecutor's office, courts, justice) are also kept.

Sorting is carried out into non-registered documents - advertising and information letters, invitations and many others, citizens' appeals - they are registered by another employee (senior specialist) of the Office of Affairs in a separate module of the Code system, therefore, in a separate automated workstation (AWS). Unregistered letters, in turn, are also sorted by executor for subsequent transmission (put into cells or folders).

Letters are registered only in the name of the Head and his deputies.

Letters subject to registration are opened. The employee responsible for registration familiarizes himself with the contents and sorts them into urgent ones (response period up to 3 days). Next, urgent documents are registered first and a route is assigned to them, and then others. The route is set in several directions: letters without registration are transferred directly to the executors (for example, to the heads of departments, if the letter is addressed to them), registered letters are transferred to the head of the Administration Department for review and verification. This makes the work of the Head of Administration easier. If the issue is within the competence of the head of the department, the document is returned with a resolution for control. Others are submitted to the Head for consideration. Documents from the head are returned with a resolution for control, indicating the executors. Next, the document is transferred to the user for review and/or execution of the order later. This is where the mechanism for outgoing documents starts. Upon completion of execution, the document is checked and, if necessary, given to the Head for review and personally removed from control. If the response is prepared on the letterhead of any Department, and not on the Administration’s letterhead, the signature of the head of the relevant department is sufficient (exceptions are documents submitted personally by the Head for control - they require mandatory signature by the Head, and must be prepared on the Administration’s letterhead). The completed signed documents are returned to the UD for registration and dispatch. The last step of the documents in the chain of events is writing them off and placing them in storage areas. The document can then be subsequently used, then transferred to the archive or destroyed.

The passage of internal documents has the following route. After preparation, the document goes for approval, then the manager gets acquainted with it, signs it and submits it for registration. Next, the document is sent to the executors and put under control. Once completed, it is written off, used in the future, transferred to the archive or destroyed.

Documents addressed to the Head of the district (Head of the Administration), as well as without specifying a specific person or body of the Administration, are first considered by the Deputy Head of the Administration - Business Manager. We can say that additional passage of documents through the head of the department is justified. A preliminary review of documents is carried out with the aim of distributing received documents into those requiring mandatory consideration by the Head of the district (Head of the Administration) and those not requiring and sent to the deputy Heads of the Administration, as well as those directly sent to the Administration bodies.

^ Research of basic clerical operations

Specialists of the preschool educational institution service are regulated by instructions for office work, regulations, the Federal Law on Citizens' Appeals, as well as job descriptions.

The main office work stages are:

Registration;
Organization of execution control;
Operational and archival storage;
Setting up reference work.

Registration

All documents received by the UD are processed by a specialist of the first category. According to the list in the documentation instructions, non-registered documents are highlighted:

The following documents are not subject to registration:

A) letters of congratulations, invitations, notices;

B) reports;

D) price lists, copies thereof;

D) material consumption standards;

E) accounting documents;

G) anonymous requests;

H) statistical reports, bulletins, collections sent for information.

The documents listed in paragraphs: c, d, e, f, h are subject to special registration in the relevant authorities of the Administration.

An important feature is that official correspondence must be registered on the day of receipt, and citizens’ appeals must be registered within 3 days from the date of receipt in accordance with Federal Law No. 59-FZ of May 2, 2006 “On the procedure for considering appeals from citizens of the Russian Federation” 1

All registration is carried out in the Code system. This system is divided into several modules. In the “Office Correspondence” module the following are registered: incoming, outgoing initiative, responses to incoming documents. Registration is carried out by a specialist of the first category.

The “Citizen Appeals” module is used to register only incoming requests and complaints from citizens. The subsystem does not have a section for registering outgoing documents.

^ Organization of control over the execution of documents

Document execution control is a set of actions that ensure timely execution of documents.

Control is carried out in accordance with the instructions for office work.

The main tasks of the execution control group (the employee exercising control) are:

Tracking the progress and recording the actual execution of incoming, outgoing and internal documents that have recorded instructions from management;
Summarizing the information obtained during monitoring the process and results of execution, bringing this information to management in a convenient formalized form;
Development of proposals to speed up document flows and strengthen performance discipline

Control (over the timing) of document execution includes several successive stages:

Submission of documents for control;
Verifying the timeliness of delivery of documents to specific executors;
Preliminary check and regulation of the progress of execution;
Removal of documents from control;
Accounting and summarizing the results of control over the execution of documents

Automation level technological processes working with documents today acts as an important evaluation criterion associated with priority areas for improving documentation support for management (DOU). The presence or absence of automated technology in an organization, and in the near future - a corporate document automation system, can be considered as a formal indicator that allows us to judge the quality and efficiency of work.

The needs of document automation and advances in the field of new information technologies lead to a constant increase in offers on the software market. Nowadays there are software products on the market that provide the ability not only to perform the traditional functions of registration, control of execution and search of documents, but also to provide various functions document management, and use elements of electronic document management. Unlike the systems introduced in the 80s of the last century, which were aimed at minimizing labor costs when performing specific operations in office work (for example, when registering and monitoring the execution of documents), modern tools make it possible to create an automated system for working with documents throughout the institution or enterprises.

Currently, development companies offer not only custom developments, but also “boxed” options, i.e., replicable developments that take into account typical needs for document automation. Accordingly, the choice software product to automate document flow is becoming an urgent task for many organizations in various industries.

To automate office work processes in the UDOiV, it is necessary to formulate the basic requirements for the system, taking into account the specifics of the institution, and identify from the existing systems the one that will satisfy the following requirements.

First of all, an automated document management system (ADMS) must perform all the tasks of document management support in full: preparation of documents, their registration, execution control, search for documents, their storage and reference work on an array of documents. The system must 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. The automated control system must ensure the full use (integration) of the accumulated information resource and implement the principle of one-time input of information and its repeated use, both documented and actually. The system should also help select routes for the movement of documentation within the organization, providing the necessary degree of information protection from unauthorized access.

So, a corporate document management system for parole and B must satisfy the following functional and system-technical requirements.

A. Functional requirements

Focused on compliance of the proposed technology with state regulations and corporate standards of preschool educational institutions, ensuring ease of use of the system.

1. Office work

· Creating documents (using templates)

· Registration of documents

· Control of document execution

· Information and reference work (search for registration card)

· Maintaining a list of cases

· Preparation of statistical data on document flow

· Automatic entry of information from paper media

2. Organization of electronic archive

· Document archiving

· Fully functional search

Security of document storage

· Organizing access to archive documents

3. Ensuring electronic document management tasks

· Electronic digital signature technology (EDS)

· Work with electronic files

· Cryptoprotection tools

· Registration of documents received via electronic communication channels

4. Document management

· Managing document flows within the organization

· Transfer of documents for execution

· Control of movement (transfer) of documents

· Control of user actions

Document routing

· Coordination of documents

· Regulating access to registration cards and document files

5. Management business processes

· Collaborate on documents in real time

· Work with remote offices and departments

· Creation of reporting using any details and in any sections

· Receiving notifications from the electronic document management system

· Working with reference books

B. System and technical requirements

System technical requirements must take into account the compliance of the products being assessed with the system technical platform used.

1. Software implementation

· Client-server technology

Internet technology

· Standards support open systems

Availability of application development tools

· Availability of document scanning tools

· User-friendly interface

2. Network OS for the server part

Windows Server 2008

3. Network OS for the client part

4. Operational requirements

· Reliability of the automated system

· System security

· System administration

· Number of concurrent users - up to 100

5. Adaptive capabilities

· Simplicity and convenience when implementing the system

· Ease of system setup

· Possibility of system development

Thus, choosing a software product can be considered the first step towards creating a corporate document automation system. Clearly defined tasks and requirements for the system allow you to make this choice more balanced and consistent. This creates the most important prerequisites for the successful implementation of the system and for users to work with it.

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