Electronic document management allows the company to optimize business processes and reduce costs. Working with paper documents often leads to errors, the papers are lost, you have to spend business resources on the solution of these and other problems. Therefore, more and more companies in Russia are thinking about how to switch to electronic document management – in our new article we will talk about this process.
Types of electronic document management
Before starting, you should figure out the terms. There are two concepts important within the framework of our topic:
- EDMS is an electronic document management system within the company. This is a tool that allows you to electronically interact the departments and individual employees within the company.
- EDO is a legal significant system of electronic document management with external contractors.
In our article we will talk about the PED – the document management system within the company.
How to switch to electronic document management
So, how to organize electronic document management? As with any implementation of IT systems, several stages will need to be passed here:
- Audit of current processes of document management – it will be necessary to understand what documents are in the company at all
- What are the processes of working with documents now – how they move between departments and employees, what are the rules of approval, etc.
- Analysis of available tools – it is likely that the task of introducing the EDMS can be simplified if the company is already using tools with partially electronic document management – for example, the reservation system OTT for Business allows you to unload the business trips in electronic forms.
- The creation of an electronic archive of all documents is necessary to ensure the continuity of the company when switching to the SED system.
What you need to remember
The answer to the question “How to configure electronic document management?” Lies in work with narrow places of the process of working with documents. It is necessary to provide such moments as:
- loss of documents
- Duplication of important papers
- Long coordinations
And think about how the ED will help eliminate these narrow places. Such an analysis will also help to understand where the situation with the workflow is the worst of all and the company is most of all losses now. In this case, it will be logical to start automation with this particular business process/department of the organization.
Documents for the implementation of EDMS
Like everything in business, the project to introduce an electronic document management system should be documented accordingly. The first document that is needed here is the technical task (TK). It describes the requirements for the system, the composition of its functional modules, etc.
On the basis of the TK, a plan for the implementation of EDMS is drawn up, which is recorded by the organization by the organization. At the same time, there is no single approved form of such an order, it can be drawn up in free form. You need to include in the order:
- terms for commissioning the SED system;
- What methodological documents are used – TK, internal regulations and instructions;
- Responsible persons on the project
- What job descriptions will need to be made in.
After the adoption of the documentation and the test implementation of the system, you can already proceed to full implementation throughout the company.
