Download programs for secretary clerk. Basic functionality of DeloPro. Prospects for the Russian office automation industry

Timely and fast access to information today is a necessary condition successfully solving the entire range of problems facing enterprises and organizations. Therefore, factors such as the efficiency and quality of document generation, the smooth operation of the reference and information service, the clear organization of storage, search and use of documents directly affect the quality of management and, consequently, the economic efficiency activities of the enterprise as a whole.

One of the main ways to increase the productivity of employees and the efficiency of the organization is to reduce the time that is unproductively spent searching for the necessary information, performing certain actions as part of the business document processing process.

Management of organizations and enterprises is based on the following processes:

• Receiving information and processing it;
• Analysis, preparation and decision making;
• Implementation of decisions;
• Accounting and control of decisions made.

Office work and document flow processes are considered primarily as documentary reflection and support management processes. Management documentation covers three main tasks in relation to automation software systems:

• Documentation (creation of documents supporting and recording management activities, i.e. their preparation, execution, coordination and production);
• organization of document flow (ensuring movement, search, storage and use of documents);
• systematization of archival storage of documents (definition of rules for storing information created in the organization, its search and use to support management decision-making and business procedures).

To solve these problems of documentation management, the DeloPro information system has been developed. The DeloPro system is designed to automate the traditional model of domestic office work. She provides step by step control movement and execution of the entire set of documents at the enterprise, its structural divisions and branches at all stages life cycle documents: from reception or creation to transfer to the archive or destruction.

The system supports technology that is completely consistent with the office work technologies traditionally established in Russian enterprises. It was developed in accordance with the “Standard Instructions for Office Work in Ministries and Departments of the Russian Federation” and other regulatory documents governing this area activities. As a result, a system was created that, if possible, reproduced the organization and attributes of traditional domestic technology and was fully compliant regulatory requirements in terms of document registration, distribution, execution control, etc.

The DeloPro system uses the most modern technologies working with documents. Built on client-server technology, the system supports the distributed organization of corporate document flow. The system implements a work progress management mechanism to manage the passage of documents through organization and determine the role functions of users when working on documents. Document management functions (storage, search, etc.) are implemented using modern systems enterprise-scale database management. The system also supports document exchange using tools Email, which makes it possible to build on its basis geographically distributed document management structures.

The system is ready for use. Commissioning of the system does not require programming. You just need to install it in computer network, enter parameters describing the structure of the organization and accepted rules of office work, and conduct staff training. Thus, the system can be considered as ready technology office work.

Brief Product Description

The main automation object for the DeloPro system is information flow associated with registration and control functions of office work. As a result, the main storage unit in the system database is the document registration card - an electronic analogue of the traditional registration and control card. The database itself, which stores document registration cards, by analogy with traditional document flow, is called a card index.

The functionality of the system supports maintaining a registration card at all stages of document execution and provides for the following operating procedure:

• registration of a document (institution of a registration card for a document);
• transfer (report) of documents to the manager;
• review of documents by the manager (resolution);
• entering information from the resolution (names of executors, deadlines for execution) into the registration card;
• transfer of documents to the contractor;
• control over the execution of documents;
• execution of the document;
• writing off the document for use.

However, the focus on automating office work functions does not mean that the system cannot be used for direct work with documents: each registration card can be attached unlimited amount files that form the electronic version of the document. In this case, the files can be not only text, but also any other formats (for example: graphic, audio, video, etc.) supported by the operating system and created using any Windows applications. When the user opens a document, an integrated call to the corresponding application is made.

Formation mechanisms built into the system standard reports and queries to the document database allow for operational control of the execution of documents and quick search necessary information.

Users of the DeloPro system are employees of the enterprise who are granted the right to work with the system. Wherein different users may be provided different possibilities. For example, one user may be allowed to register documents, while another may not have access to these functions. This mechanism for delineating the functional roles of users, combined with a multi-level customizable help system, allows you to flexibly adapt the program to the peculiarities of working with documents in a particular organization.

When automating the office work process using the DeloPro system, various approaches to distribution can be implemented custom functions, which provide for varying degrees of involvement of enterprise employees as users of the system. Thus, if a procedure is envisaged in which performers continue to work with paper documents, and registration and control functions are subject to automation, then a limited number of employees can be involved as users of the system. If the goal of automation is the transition to paperless technology, i.e. If executors are provided for working only with electronic copies of documents, then all participants in the paperwork process, including managers and executors, should become users of the system.

The office automation and document flow system "DeloPro" belongs to a number of software products, developed taking into account domestic specifics and the regulatory framework, and intended for implementation specifically at domestic enterprises. Emphasize again this feature This is due to the fact that the traditional rules of office work in Russia and abroad differ significantly from each other. And therefore Western software systems, aimed at automating office work, often cannot be used directly, i.e. without changing (adjusting) the workflow scheme and office work rules to Western standards.

Main functionality of DeloPro:

• registration and storage in the database various types documents;
• formation of instructions and resolutions to the document;
• generating a list of documents related to the current one and searching for documents using the connectivity list;
• putting resolutions and instructions under control;
• maintaining registration and control files with the ability to set complex document search criteria, create own species reports, etc.;
• distribution and receipt of documents between divisions of the organization (by local network) and to other organizations (by email);
• creating an archive of documents at the end of the calendar year;
• setting permissions to enter, edit and other actions on documents for each user.

To operate the system you need:

• Computer with i486 processor or higher, RAM at least 8 MB and free space at least 4 MB on your hard drive.
• Operating system Windows 95/98/Me/NT/2000/XP.
• SQL FireBird server 1.5.
• To obtain reporting output forms, the user's computer must have any text editor that supports RTF format(MS Word 6.0 or higher recommended).

This program is intended for training secretaries (computer office work) on the basis of Taksimov secondary school No. 1

The qualification characteristics included in the program are compiled in accordance with the qualification directory of positions for managers, specialists and employees.

The basis of professional training is training, during which a certain amount of theoretical and practical material is provided, ensuring the training of qualified employees in the organizational and managerial sphere of activity who are able to professionally prepare, edit, format materials using a PC; conduct business correspondence; navigate the choice of office equipment to equip the office and be able to use them, ensure rational organization of labor in production and management activities, enter into business contacts with economic and commercial partners.

The current level of development of information tools and technologies provides new opportunities for organizing secretarial work, and places new demands on specialists in this profile - the ability to organize computer office work. This program allows you to prepare a qualified specialist in accordance with the modern level of development of technology and information technology.

The program is designed for 204 hours (3 hours per week, two-year training in grades 8,9,10,11), student knowledge basic course computer science and includes the following subjects:

1) typewriting (Russian and Latin keyboard);

2) office work;

3) organizational and technical support for the office;

4) business communication culture

Students who have successfully completed the program, at the end of the second year of study, must pass qualifying exams in the prescribed manner, obtain the qualification of a secretary-typist, and a clerk certificate of the established form.

The secretary must know:

• regulations and instructions for record keeping;
• structure of the management team of the enterprise;
• typewriting, spelling and punctuation rules;
• the procedure for distributing material when preparing documents;
• the procedure for creating an electronic document and organizing its storage and use;
• rules for operating a computer, voice recorder, tape recorder and other office equipment;
• rules for using intercoms;
• standards for a unified system of organizational and administrative documentation;
• internal labor regulations, rules and regulations of labor protection, safety and fire protection.

The secretary must be able to:

• fulfill technical functions to ensure and maintain the work of the manager or his department;
• receive the information necessary for the manager from departments or performers, call employees on his instructions;
• organize telephone conversations manager, receive and transmit telephone messages, information via transceiver devices, record received messages and bring their content to the attention of managers;
• carry out work on preparing meetings and conferences held by the manager, keep and draw up minutes;
• provide the manager’s workplace with office supplies, organizational equipment, and create conditions conducive to his effective work;
• print various materials as directed by the manager: use modern types of office equipment;
• conduct office work; accept, systematize information received by the manager, send it for execution, control deadlines;
• accept documents for signature by the manager and personal statements of workers;
• organize the reception of visitors, showing attention and facilitating the prompt consideration of requests and proposals;
• formulate files in accordance with the approved nomenclature, ensure their safety and submit them to the archives within the established time frame.

PC keyboard skills training 102 hours

Secretarial work 102 hours

Conducting exams

The responsibility for record keeping usually rests with the secretary. This position does not require special education, and applicants with minimal work experience are often accepted for it. But document management is a responsible and important matter; the successful operation of an enterprise largely depends on its accuracy and correctness.

• Office work can be:
• general - relating to the main activities of the company, personnel - for documentation on personnel, maintained,
• HR department secret - found in some government agencies
• and has standards of conduct,

electronic - when part of the information is transmitted in digital format.

It is not difficult to master the basics of office work on your own. It’s better to start with the most important and fundamental document - the list of cases.

Nomenclature of cases This is a document with a list of all the “to-dos” in the organization. Under "case" in in this case

refers to a collection of business papers of the same type or focus.

For example: 01/BU/2017, where 01 is the sequential number, BU is accounting, 2017 is the year. The storage period and place in the archive when the file will be submitted there are also indicated. The nomenclature can be approved for a certain period - for a year, 3 years or 5 years, if no changes are expected. Before approval, the contents of the nomenclature must be checked by the heads of departments insofar as they relate to their work.

A nomenclature is compiled for the purpose of convenient archiving of papers, as well as for bringing cases into the system. It helps to outline the basics of office work briefly, reflects the main types of business papers, taking into account the characteristics of the enterprise. Usually it is compiled in the form of a table - name of the case, code (number), place in the archive, storage period. It is better to group cases by type and department of their publication.

Types of documents in an organization

The number of cases and types of documents is directly related to the specifics of the company’s activities. Often the document flow is divided into blocks, which are carried out by specialists in the areas of work. But there is a list that is typical for any company, be it commercial or state-owned:

Incoming - everything entering the organization from the outside - everything that came by mail, with couriers, personally delivered by representatives of other organizations.

Outgoing - sent from the organization - everything addressed to others legal entities, and individuals(responses, letters, decisions).

Internal - not beyond the boundaries of the organization, regulating the work of the enterprise (orders, instructions, regulations, regulations, etc.).

As a rule, a separate registration journal is kept for each type, which records the serial number, date, name, where the document came from or where it was sent, and the name of the person responsible.

If documents handed out to employees are recorded in the journal, a field is left for signature on receipt. Also, a note can be made in the journal in which file, according to the nomenclature, a copy is filed for storage.

The organization may also keep logs of internal business trips, records of keys being returned, time of arrival at the workplace, and even telephone calls. Sometimes the number of ledgers leads to the establishment of a journal of ledgers. It all depends on the need and the current practice at the enterprise.

Magazines need to be numbered, stitched and sealed; this is done to eliminate the possibility of replacing a sheet.

Record keeping is the basics of office work and document flow. The number of journals and files depends on the company’s needs and desire to record all available papers.

Regulations on document flow

After developing a nomenclature of cases and a list of necessary journals, it is reasonable to draw up a Regulation on the organization’s document flow. This is a regulation that explains the rules for compiling, transmitting, and archiving all existing papers. It describes the procedure for each flow of documentation and sets the deadline for its transfer from one department to another.

Sample Regulations

The provision will help avoid confusion, shifting responsibility and loss of important business papers. For each stream, a route is prescribed - for example: publication, approval, registration, sending to the recipient, filing in an archive.

Seals and stamps

Often newcomers, and not only them, cannot figure out in which cases an organization’s seal is needed and in which cases it is not. The answer is very simple: outgoing forms are certified with a seal, because the presence of a seal certifies the origin of the letter. Internal papers do not require printing, because The signature of the management in this case is quite sufficient.

Incoming documents, after their registration, are transferred to the manager for making a decision and appointing someone responsible for execution or response. They also don't need a stamp. Seal and stamp should not be confused. Stamps can be very different, from “Incoming No...” to “Copy is correct,” and they have no legal force. It's simple auxiliary tool for secretary work.

Required item successful business

The software package "Office Management 3.0" is designed for automation standard processes office work at the enterprise in accordance with GOST R 6.30-2003 “Unified documentation systems. Requirements for document preparation", as well as GOST R 51141-98 “Office work and archiving”. The program uses terms and definitions according to GOST R51141-98.

The program runs on a modern MS database platform SQL Server 2005 and takes full advantage of its performance and scalability.

The development technology we have chosen allows us to avoid additional costs for purchasing licenses and upgrading computers. The PC you have is sufficient, for example, with a Pentium IV processor and 256 MB of RAM. All office work processes can be organized both on a local network and on one clerk’s computer.

The complex is designed using an intuitive interface and does not require special training for employees. Based on our experience, the average, inexperienced PC user learns independent work with the program in about 1 hour.

Along with the main function of record keeping, the program provides ample opportunities to organize collective work to carry out instructions and orders from management and improve executive discipline. Thus, from simple office work it is possible to move to the level of formation and automatic sending of instructions to executors and ensure control of their execution.

Application components "Templates and STP" software package“Office Management 3.0” is designed to organize the work of performers with uniform document forms approved in the organization, as well as to use in practical activities enterprise standards (STP) that determine the procedure for organizing and conducting production and management processes.

Along with the clerk, the program can be successfully used by assistants and assistant directors, employees of the general's office. director and secretariat. Additional component "Referent Secretary" allows you to organize meetings, the director’s schedule, organize control over the implementation of meeting activities, record the current tasks of the secretary, etc.

Main accounting objects "Office work 3.0"

The main accounting objects in the program are:

• Incoming documents
• Outgoing documents
• Orders
• Orders

Additional (component “Secretary-referent”)

Auxiliary services

There are 4 categories of users in the system:

Advantages of the software package "Office Management 3.0"

• Automation of office work in a short time and with minimal costs;
• Availability of procedures to strengthen executive discipline and take control over the execution of instructions and orders;
• The presence in a single software package of functions of office work and management of the process of implementing orders;
• Ability to store large volumes of current cards and archives;
• High speed in searching documents;
• Availability of standard report forms;
• Low cost of ownership, because the complex operates on the platform free version MS SQL Server 2014 database.

Architecture of the software package:

“Office Management 3.0” is two interconnected Automated Workplaces (AWS): AWP “Clerk” and AWP “Executor”. Below are their main functionalities:

• Convenient viewing of the Schedule (per day, week, month);
• Schedule meetings;
• Monitor the progress of execution of decisions and instructions;
• If necessary, view the Minutes of any meeting and its history (a card showing participants, questions, speakers);
• View correspondence.

The basic kit includes a server part and 3 client licenses.

The work of the software package can be organized:

• on a local network with several dozen users
• on one computer (for example, a clerk)

Important:

The developers of the software package were guided by the principle of “practicality and accessibility”, therefore it is made using an intuitive interface and does not require special training for employees- based on our experience, an ordinary inexperienced PC user learns to work independently with the program approximately in 1 hour. Constantly working " hotline

" for clients. In addition, the kit includes clear and comprehensive user instructions.

• PC Users Club "Office Management 3.0"
• OJSC Dairy Plant Yuzhno-Sakhalinsky
• Department of the Ministry of Justice of the Russian Federation for the Republic of Bashkortostan
• Office of the Federal Service for Supervision of Natural Resources (Rosprirodnadzor) for the Oryol Region Closed Joint-Stock Company
• "Urengoyhydromechanization"
• "MUP Energy of Novosibirsk"
• Agro-Industrial Union of Russia
• LLC SoyuzMash of Russia
• Department of the State Employment Service of the Republic of Adygea
• "Chkalov Shipyards"
• MU "Department of Finance of the City Administration of Labytnangi" (75 users)
• OJSC "Volzhsky Electromechanical Plant"
• "First Border Cadet Corps of the Federal Security Service of the Russian Federation
• FGU "Far Eastern OUMT and Armed Forces of the Ministry of Internal Affairs of Russia"
• UBEP GUVD for the Volgograd region.
• StroyAtlant LLC
• Management Company "Kalmneft"
• "Urangeo"
• Secretariat of the Council of the Interparliamentary Assembly of the CIS Member States
• Association of Russian Banks
• "Yamal Multidisciplinary College"
• "Nizhnekamsk Agro-Industrial College"
• Municipal Enterprise "Vsevolozhsk Electric Networks Enterprise" Labor Department and social protection Administration population municipality
• Salekhard city
• FGOU SPO "Ekaterinburg College of Economics and Technology"
• Gazpromavia
• LLC "NTMK-Energo"
• GDOU kindergarten №68
• and others...

Automation of office work and document flow confidently occupies its niche in the field of enterprise automation systems. But, before making a decision about office automation, it is necessary to correctly understand the terminology. Sometimes, for purely clerical tasks, they turn to programs that are not intended for this purpose.

If we talk about things that distinguish us from the rest of the world, then the first things that come to mind are ballet, vodka, gas, flax, hemp and the first satellite. Almost all of the above is no longer only the prerogative of Russia, only in the field of language and culture no one seeks to compete with us. The area of ​​working with documents was no exception. Office work in modern form born in Russia in 1811, it was and still remains so original that it is quite possible to talk about its national characteristics.

What is the difference between office work, document flow and business procedures?

From manufacturers software in the field of working with documents, you often hear the words “office work”, “document flow”, “electronic document archive”, “business procedures”, etc. As a rule, they use all these concepts as synonyms to promote their solutions and technologies.

As a result, a significant difference arose in the opinions of manufacturers and users on everything, even the most simple questions. Sometimes, for purely clerical tasks, they turn to solutions that are not intended for this purpose. This, of course, harms the market, confuses users and slows down the development of the Russian office management industry. Perhaps we are already ripe for the creation of some kind of professional association designed to carry out educational work, bring terms and definitions to a common denominator and set standards for the automation of Russian office work.

But this is a topic for a separate discussion, and we will not touch on it in detail below. The purpose of this article is to attempt to classify the basic concepts found within office work and document flow at the enterprise, as well as documentation support for management, give basic definitions and describe the main features of national office work. We will also look very briefly at some products designed to automate work with documents on Russian market, and we will try to consider them from the point of view of these definitions and the essence of the decisions themselves. This may be useful, for example, for those who consider an OCR system to be the most important component in automating corporate document flow. In conclusion, we will try to assess the prospects for the development of the Russian office automation and document management industry.

To begin with, let us briefly dwell on the concepts, terms and our vision of the place of office work in ensuring the management of Russian enterprises. Let us immediately make a reservation that these definitions are components of such a science as document management.

How does office work differ from document flow?

For many, these two concepts are synonymous. In our opinion, they need to be distinguished.

Documentation support for management (DOU) covers issues of documentation, organization of work with documents in the process of management and systematization of their archival storage.

Documentation represents the creation of documents, i.e. their preparation, execution, approval and production.

Office work: a set of measures to provide preschool education for an enterprise or organization. It is sometimes said that the preschool educational institution is the main function of office work.

Organization of work with documents- ensuring the movement, search, storage and use of documents.

Systematization of archival storage of documents- determination of rules for storing information created in the organization, its retrieval and use to support management decisions and business procedures.

Document flow- movement of documents within the preschool educational institution.

Business procedure- a sequence of certain operations (work, tasks, procedures) performed by employees of organizations to solve any task or goal within the framework of the activities of an enterprise or organization.

Electronic archive solves the problems of systematizing the archival storage of electronic documents within the preschool educational institution.

Office work is responsible for documentation support for enterprise management.

Business procedures are responsible for the conduct of business or performance objective function and are a way of implementing practical management of enterprises and institutions.

What is an electronic archive?

The popularity of the term “electronic archive” in Russia is, in our opinion, one of the national features of the Russian electronic office management(as well as the triumph of the ideas of OCR scanning). In the West, the term “datawarehouse” is more popular. In our country, apparently, data is mainly understood as the contents of documents and records in the database. Hence the popularity of the office work term “archive”.

In office work, the archive is responsible for systematizing the storage of documents and is one of the three main office work tasks (creation, processing technology and systematization of documents). One often hears that a certain “ archival system ideally solves the problems of organizing document flow.” This, based on our definitions, cannot happen in principle, since in fact documents are moved (the essence of document flow) as part of solving all three problems, and not just as part of systematizing archival storage.

Record keeping and business procedures

The difference between office work and business procedures is most easily illustrated using an example from real life. So, a simple business procedure for selling a product to a client might look like this:

1. the customer calls the company to place an order;
2. the order is registered in the customer database;
3. an invoice for the goods is issued;
4. the invoice is transferred to the accounting department;
5. The accounting department receives money for the goods, which is recorded in accounting system;
6. the goods are shipped from the warehouse, which is noted in the warehouse database;
7. an invoice and delivery note for the goods are issued;
8. the goods are shipped to the client;
9. the invoice and delivery note are transferred to the accounting department.

Rice. 1. Difference between office work and business procedures

In this business procedure, items 3 (invoice creation), 4 (invoice transfer), 7 (invoice and delivery note creation) and 9 (invoice and delivery note transmission) are relevant to office work. If sales are more complex, for example, if there are formal internal relationships between the sales department, warehouse and accounting, then additional procedures may appear in office work.

Thus, office work operations are, as it were, woven into business procedures where they need to be accompanied by documents. In some cases, this is especially typical for government organizations, business procedures may consist solely of clerical operations. From here follows the main difference between office work and business procedures, which consists in their functional difference: office work is responsible for document support for enterprise management; business procedures - for conducting business or performing a target function and are a way of implementing practical management of enterprises and institutions.

In all cases, office work includes documentation support for business procedures.

Another, no less important national specific feature is the long-standing and clear separation of the concepts of “office work” and “business procedures”. Perhaps this is due to the fact that document science as a science that studies documents was born at the beginning of the 19th century. in the depths of the Russian state apparatus. In addition, both then and now we have much stricter legislation, unlike most Western countries, requiring clear documentary evidence of all steps in almost any area of ​​enterprise activity. For example, contracts must have a seal, information in databases is not official, electronic documents are not considered legally competent, etc.

Accordingly, an additional difference between automation products and technologies in the West and in Russia is that solutions for Russian enterprises should take into account the presence of paper documents in office work to a much greater extent and, paradoxically, offer a less rigid scheme for automating business procedures. This thesis probably requires a more detailed explanation.

Western office automation systems in Russia

Basic computer programs for office work and business procedures can be divided into four main categories (not including tools for creating documents and data warehouses):

1. workflow systems (automation of business procedures);
2. groupware systems (teamwork);
3. document management systems (mainly provide registration, storage and retrieval of documents);
4. email systems (used for exchanging documents).

This division emerged in the market approximately three years ago. Now it is quite conditional due to the fact that latest versions most popular applications are trying to combine all these and many other technologies, for example Lotus Domino. In addition, each of these technologies (with the exception, of course, of e-mail, the popularity of which in business from the very beginning was approximately the same as that of document creation tools), fashionable in the West 2-3 years ago, has given way to new concept collaboration&messaging (“collaboration and messaging”).

The reasons for this, in our opinion, are approximately the same for them and for us (if we do not take into account purely linguistic, linguistic and technical problems localization, support for code tables, search, recognition, etc.)

The thing is that automating business procedures and teamwork is, in principle, very difficult. Firstly, no one has yet come up with universal rules for running a successful business. Each organization is completely unique in this regard. In addition, within the framework of an automated procedure, it is not always possible to adequately respond to emergency situations, from the occurrence of which no one is, of course, immune. Sometimes automation only harms business; often a number of employees ideally solve their problems in informal relationships, and the framework of the automated system only constrains them. However, counter examples not at all rare.

As a result, at the moment, it is reasonable to recognize the following as the most rational way to automate business procedures: “Do not try to program employee behavior for every possible situation, but instead create a common one for them.” information environment, in which they can collaborate (i.e. jointly solve business problems) and exchange messages.” In our opinion, this calls into question a cloudless future existing systems workflow, in which the emphasis is on creating complete chains of automation of business procedures.

In addition to those listed above, there are also whole line circumstances that until recently seriously hampered the implementation of these technologies in Russia:

1. lack of completed Russian programs automation of document flow and office work;
2. lack of active demand for automation of business procedures;
3. confusion in the positioning of programs from Western manufacturers for office automation purposes, etc.

Today the situation has improved significantly. Complete Russian products have appeared, and confusion in terminology and positioning is gradually being overcome.

To increase demand for office management programs, two major challenges must be addressed. Firstly, explain the importance of improving and automating documentation support for management (office work), and, secondly, improving and automating business procedures.

While the second task is more or less clear, the first one should be discussed in more detail.

Three sources and three components of the preschool educational institution

Organization of work with documents is an important part of management processes and management decision-making, which significantly affects the efficiency and quality of management.

The management decision-making process includes obtaining information; its processing; analysis, preparation and decision making.

These components are closely related to documentation support for management. To obtain an economic effect, first of all, the quality of information is important, which is determined not only by its quantity, but also by its efficiency, degree of complexity and cost. If the enterprise does not have efficient work with documents, then, as a result, management itself deteriorates, since it depends on the quality and reliability, efficiency of receiving and transmitting information, the correct organization of a reference and information service, and the clear organization of search, storage and use of documents.

It is customary to distinguish three main tasks solved in office work (DOW).

1. Documentation (drafting, execution, coordination and production of documents).
2. Organization of work with documents in the process of management (ensuring movement, control of execution, storage and use of documents).
3. Systematization of the document archive.

Why is it vital for organizations to improve preschool education?

Because management documentation has a direct impact on the quality of management decision-making. Unfortunately, at present, documentation support for the activities of Russian enterprises is carried out mainly spontaneously, without taking into account the existing regulatory framework and rich experience in improving preschool educational institutions accumulated in Russia over the past 175 years.

Rice. 2. Components of enterprise management

With the growth of the scale of the enterprise and the number of its employees, the question of the effectiveness of documentation support for management becomes increasingly relevant. The main problems that arise in this case look something like this.

1. Management loses the holistic picture of what is happening.
2. Structural divisions, lacking information about each other’s activities, cease to carry out their activities in a coherent manner. The quality of customer service and the organization's ability to maintain external contacts inevitably decline.
3. The consequence of this is a drop in labor productivity; there is a feeling of lack of resources: human, technical, communication, etc.
4. We have to expand our staff, invest money in equipment for new workplaces, premises, communications, and employee training.
5. For manufacturing enterprises, an increase in staff may entail a change in production technology, which will require additional investment.
6. In a situation of unjustified staff growth, falling productivity, and the need to invest in production, there is a need to increase working capital, which, in turn, can lead to new loans and reduce planned profits.

Eventually further expansion the enterprise occurs in a purely extensive way due to previously accumulated profits or an increase in the budget deficit.

Having realized the importance of improving the preschool educational system, organizations often make a lot of mistakes when trying to automate it, and the determining factor in this situation is the problem of choosing automation methods.

The most common solution is the automation of individual workstations (AWS): secretary-assistant, manager, accountant or executive. The main disadvantages of this approach, as a rule, are: the lack of ways to organize electronic information exchange between employees and departments of enterprises; absence functional connection automation of application procedures with office automation.

As noted above, one of the most important factors successful development of an enterprise is its quality management. The consequence of this will invariably be an increase in turnover, profits and employee well-being.

If you try to identify the main functional parts (components) in the management of enterprises and organizations, they will look like this.

An office automation program should include tools and rules for creating documents, maintaining their electronic archive, supporting document flow, and at the same time be based on the software and hardware platforms of the enterprise. To provide efficient use information, all other management components must be based on the records management program; only in this case can the problems facing the organization be solved. From point of view complex automation activities of enterprises and their applied Information Systems must rely on software and hardware platforms and a program for automation of office work and document flow.

Thus, an enterprise seeking to create an effective information processing environment to improve the quality of management faces serious challenges.

1. Improving all work on the preparation and processing of documentary information by creating a mechanism for document support of the enterprise (DOU).
2. Choosing the right automation strategy, including choosing the right products.

How to automate office work, business procedures and document flow in an enterprise?

This may seem incredible, but to automate this, it would seem simple object When working with documents, you have to use the latest technological advances:

1. database management systems;
2. document search and text analysis systems;
3. systems for scanning and recognizing documents (printed and handwritten);
4. client-server environment;
5. Internet/intranet.

It should be noted that in modern world Very few solution developers use all of these technologies at once. As a result, users often receive eclectic solutions from different manufacturers, and this significantly increases the cost of purchase, implementation and operation, and also reduces the quality of the operated system. When choosing an office automation program and business procedures, pay attention to their quality and suitability for your tasks individually and as a whole (i.e. integration). It is also necessary to take into account the positioning of the versions of the offered products.

Main categories of users of office automation and document management systems

A feature of the Russian computer market is its increasingly clear division into two large areas, one of which covers home users and small offices (1-25 computers), while the other - corporate clients, medium and large companies and institutions (25 or more computers).

If home users prefer to install the best software for free, then medium and large companies are mainly concerned with increasing the efficiency of using existing computer systems and are willing to pay for products and related services.

It is clear that a solution for home users should not be expensive and should take into account the growing popularity of working on the Internet to a greater extent than the problems of office work.

Office solution for corporate users must be based on modern methodology for record keeping in Russia, client-server technologies, Internet/intranet, e-mail, scanning and recognition of paper documents, mass and online document entry, search and retrieval of documents, as well as be able to use various DBMSs and be easy to use and administration.

TO corporate system automation of business procedures and document flow has similar requirements: it must be based on the concept of “collaboration and messaging”, use e-mail technologies, client-server, Internet/intranet, planning and event registration, be able to work with various DBMSs and be easy to use and administration.

Prospects for the Russian office automation industry

With the development of market relations and changes in forms of ownership in Russia, there is a steady demand for solutions in the field of automation of work with documents and business organization. The huge potential demand for office automation programs and services is due to a number of reasons.

1. Absolutely all organizations work with documents and a large number of individuals.
2. Almost every organization faces problems in office work, even if we are not talking about its automation: documents are lost, not controlled, not executed, etc.
3. By improving record keeping, enterprises and organizations get a real chance to improve the quality of their management, which is one of the most pressing tasks of the modern Russian economy.
4. The qualifications of secretaries and persons responsible for office work in organizations are insufficient and require an increase in their level.
5. User requests for improvement of office automation programs and their integration with numerous automated workstations, information and application systems are extremely high.

A number of national peculiarities in record keeping, language and culture do not allow the use of Western ready-made applied solutions. Fortunately, there is an increasing number of Russian manufacturers offering inexpensive, high-quality solutions in this area. This gives hope that the prospects for the development of the industry are quite favorable, and the need for specialized events aimed at promoting solutions, developing standards and creating professional associations of subjects of this market is already visible.