Standard office management software

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 by the personnel 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. In this case, “business” means a collection of business papers of the same type or focus.

Nomenclature is a system that allows you to analyze the documentary activities of an enterprise. To compile it, you need to determine a list of all available types of documents. Then combine them according to directions. Each type is assigned a number - a code; it can consist of several numbers or letters, for example, the number, year or even month of publication, if the volume of documents is significant.

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 other legal entities, as well as to 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. This is just an auxiliary tool for the secretary's work.

Description of the software package “Office Management 3.0”,v.3.2

The software package “Office Management 3.0” is designed to automate standard office work processes at an enterprise in accordance with GOST R 6.30-2003 “Unified documentation systems. Requirements for document preparation", as well as GOST R 51141-98 "Office management and archiving".

The program uses terms and definitions according to GOST R51141-98.

The program runs on the platform of modern MS SQL Server 2005 Express Edition and makes maximum use of its performance and scalability, implementing such key performance indicators as high performance and flexibility of customization to suit the specifics of the enterprise.

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 800 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, an ordinary, inexperienced PC user learns to work independently with the program in about 1 hour.

Along with the main function of record keeping, the program provides ample opportunities for organizing collective work to carry out instructions and orders from management and improving performance 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

The 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.

All notifications to Contractors are generated in the Office Work 3.0 program and duplicated using the organization’s mail systems. If the Contractor does not have the “Office Management 3.0” application installed, then he will receive a reminder by email through the enterprise LAN mail server.

As can be seen from the description, we actively use such a form as “Order”. This significantly expands the functionality and effectiveness of the program and provides the manager and clerk with broad control functions. In general, we receive such an important management effect from the program as an increase in executive discipline.

If the organization is small, then maintaining “Order” cards is not necessary. You can limit yourself to only registering correspondence and orders.

Main accounting objects "Office work" 3.0

Incoming documents

Outgoing documents

• Orders

Additional (component “Secretary-referent”)

Meetings

Manager's schedule

Auxiliary services

Envelope printing;

Formation of the “List of Postal Items”

Scanning documents (in-line)

Templates and STP;

In total, the system provides 4 categories of users:

Clerk;

Supervisor;

Executor;

Secretary-referent.

Main menu of the program

Fig.1

When launched, the program informs the clerk about the status of work with documents and about the employees’ birthday. By opening the “Log of Executable Documents” we receive more detailed information about the status of the work. The status of the document as “new”, “on execution” and “expired” is underlined in the appropriate color. If necessary, the clerk can highlight “overdue” ones and send a notification to the executors by e- mail.

Fig.2

Registration of documents. Incoming document

For each document, an accounting card is created in which information about the document is entered.

The form of the “Incoming document” card is shown in Fig. 3

Fig.3

The presence of the “category” field allows you to perform analytical queries within the “Inbox” nomenclature file and select documents of interest by topic, for example, “complaints”, commercial proposals, etc. The addressee field indicates not only the sender's address, but, if necessary, the person who signed the document. The program provides for accounting of Contractors and persons who have read the document. After registering on the original entry. document, you can print a standard secretariat stamp (top menu button “print stamp”). It is possible to print the “input” accounting card itself. document." For control, the incoming document has 3 statuses: “new”, “on execution” and “executed”.

Electronic files of any format can be attached to the electronic registration card (the “Electronic Documents” tab). If this information about the document is not enough for you, you can add any other fields in the “Additional” tab. information" (fields are created in the "Settings" directory). You can also search for a document using new fields.

Considering that different organizations have their own registration number template, we suggest pre-configuring the template Fig. 4:

Fig.4

The incoming and outgoing document numbers are generated automatically or manually.

Outgoing document

The form of the “Outgoing Document” card is shown in Fig. 5

Fig.5

All linked documents are easily tracked: it is possible to link to a link to an incoming document, i.e. We take into account all responses to incoming messages. The registration card records who prepared and signed the document and to whom the document was personally sent.

Orders

The form of the “Orders” card is shown in Fig. 6

Rice. 6

The card contains data on orders and instructions from managers who have the right to issue internal regulatory and administrative documents.

We have not limited ourselves to only registering an order, but also allow us to record all instructions under this order (as a rule, these are points in the administrative part of the order, which indicate who, by what date and what actions must be performed). Thus, we allow you to control the execution of the order. Employees to whom instructions have been given receive appropriate notifications.

Orders

The form of the “Orders” card is shown in Fig. 5

Rice. 7

The order card can be filled out by both the clerk and other authorized employees (assistant director, assistant secretary, etc.). The order is recorded as a derivative of the manager’s instructions in the form of a resolution on the input. document or administrative part of the order.

In some cases, data from the Protocols based on the results of working meetings can be entered into the Instructions card. This method will increase the efficiency of meetings and executive discipline in the enterprise.

Directories

The “Employees” directory has a dual purpose, the first is for assigning the Contractor in the account card, the second is “informational” because informs employees of the enterprise about the birthdays of colleagues, their telephone numbers and e: mail. Typically, the relevance and accessibility of such information is always a big problem.

The appearance of the directory is shown in Fig. 8

Rice. 8

The directories implement the output of information “as is, in tabular form”, and export to the formatExcel. Organized data search by filter. The directory also stores information about dismissed employees.

Movement of documents

The clerk is responsible for the registration and movement of documents. The fact that the original document was issued to the responsible executor is recorded on the card. The card indicates the employees who received copies of documents (familiarized). The procedure for registering an outgoing document occurs only after it has been approved and signed by the manager. In nomenclature files we see all the documents that have been registered (Fig. 9). At the same time, you can view any of the documents in the case, select nomenclature files by year, transfer the case to the archive, and print out the inventory of the case.

Rice. 9

Reference and analytical work

The clerk, assistant secretary and director have full access to the document database and can instantly find all the necessary materials in the corresponding category. A flexible search system developed in accordance with Russian office management standards allows you to independently determine the necessary parameters of documents, and the search can be carried out using all user-specified attributes, including in attached files . The system has introduced such a concept as a “category” of a document. You can filter complaints, statements, commercial proposals and other documents by category. The number of concepts in the “category” directory is not limited.

The search for a document is carried out by clicking the “document search” button Fig. 10

Rice. 10

Regulation of access rights

User rights in the system are determined by the database administrator (clerk). In the “Employees” tab, the access level is indicated (2 levels in total, administrator and user). Users have limited rights, they can view cards (and electronic files for them) for which they are Executors, enter the result of execution into them, search for letters and orders related to them, view Journals (only their letters are displayed), but are not able to enter changes to cards (except for “execution result”), directories, settings.

Basically, users have the opportunity to view documents to which they are related as an executor, see their status and receive notifications about the status of work with the document.

The complex's compatibility with e-mail allows you to inform employees about events in the system.

and in the “Office Management 3.0” system:

Execution control

The accounting system monitors the progress of document execution by all executors. When the program starts, all users receive a notification on the screen about the status of work with the execution of documents and orders.

When you start the program, information is provided about the arrival of the deadline for the execution of documents (orders). When you click “Yes,” the “Executable Documents” Journal opens, which reflects this document for viewing.

When opening the corresponding Journals, the clerk, secretary-assistant and the head of the organization see the result of work with documents and instructions. The contractor sees only his instructions and documents. Fig.11

Fig.11

The program will remind the employee about the approaching response deadline and summarizes information about the progress and results of working with documents. The search (selection) system is implemented through a filter. Provides information output in Excel.

Document flow analysis.

In the system, it is possible to obtain a set of standard reporting forms that determine the volume of the organization’s document flow and the progress of document execution.

Rice. 9

Reports

Incoming correspondence

Outgoing correspondence

Orders and instructions from management

Management instructions

About the status of work:

from input documents

on preparation of ref. documents

to carry out orders from management

to carry out instructions from management

Fig.9

The appearance of the “Register of incoming correspondence” report is shown in Fig. 12

Fig.12
The system provides (Fig. 13) printing of cards of all types of documents

Fig.13

Allows you to organize the work of the archive in accordance with the legislation of the Russian Federation on archival matters. The clerk can view any document from the nomenclature file of the archive. At the same time, the program has created a convenient mechanism for searching documents in the archive. The search time for documents in an array of 10,000 units is about 3 seconds.

Use of common templates and enterprise standards by personnel

The use of the “Templates and STP” component of the “Office Management 3.0” software package is designed to organize the work of performers with uniform forms (blanks) of documents, as well as to use in practice enterprise standards (STP) that determine the order of organizing and conducting production and management processes.

Component "Secretary assistant"

Architecture of the software package:

“Office Management 3.0” is an interconnected Automated Workplace (AWP): AWP “Clerk”, AWP “Manager”, AWP “Secretary-Referent” and AWP “Executor”. Below are their main functionalities:

AWS "CASE PRODUCER"(with database administrator rights)

Organization and maintenance of the office management system in full (registration, accounting, control, storage, statistical analysis);

Formation of nomenclature affairs;

Maintaining directories, distribution of access rights;

Copy\restore database.

Generating reports from the database.

AWP "Secretary-referent"

Create and keep up to date the Manager’s Schedule;

Schedule meetings. Formulate the meeting agenda, appoint participants and speakers. At the same time, the program automatically sends an invitation and reminders to participants.

Keep minutes of the meeting and track the results of decisions.

Assign assignments to performers and track the progress of their execution;

Keep records of your own tasks;

AWS "Manager"

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).

Workstation "CONTRACTOR"

Receiving notifications of the receipt of correspondence or instructions addressed to him;

View your correspondence and instructions;

Filling out the Order card (filling out the fields execution result, execution date...)

Generating reports on your documents;

Using the “Employees” directory as a telephone directory and a directory of full names, positions and email addresses of company employees.

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), students’ knowledge of a basic computer science course 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:

• perform 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 of the manager, receive and transmit telephone messages, information on transceiver devices, record received messages and bring their contents 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

An essential element of a successful business The software package “Office Management 3.0” is designed to automate standard office work processes at an 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 the modern database platform MS SQL Server 2005 and makes maximum use 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.

Along with the main function of record keeping, the program provides ample opportunities for organizing collective work to carry out instructions and orders from management and improving performance 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" The 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 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 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 runs on the platform of the free version of the 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.

There is a permanent 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 "Urengoygidromekhanizatsiya"
• "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"
• Department of Labor and Social Protection of the Population of the Administration of the Municipal Formation of the City of Salekhard
• FGOU SPO "Ekaterinburg College of Economics and Technology"
• Gazpromavia
• Group of companies "Stomus"
• LLC "NTMK-Energo"

Timely and quick access to information today is a necessary condition for successfully solving the entire range of problems facing enterprises and organizations. Therefore, factors such as the efficiency and quality of document generation, the smooth functioning 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 of the enterprise as a whole.

One of the main ways to increase employee productivity and organizational efficiency is to reduce the time that is unproductively spent searching for the necessary information and 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.

The processes of office work and document flow are considered primarily as a documentary reflection and support of 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. It provides step-by-step management of the movement and execution of the entire set of documents at the enterprise, its structural divisions and branches at all stages of the document life cycle: 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 regulating this area of ​​activity. As a result, a system was created that, if possible, reproduced the organization and attributes of traditional domestic technology and fully complied with regulatory requirements in terms of document registration, distribution, execution control, etc.

The DeloPro system uses the most modern technologies for 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 enterprise-scale database management systems. The system also supports the exchange of documents using e-mail, which makes it possible to build on its basis a geographically distributed document management structure.

The system is ready for use. Commissioning of the system does not require programming. It is enough just to install it on a 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 a ready-made office technology.

Brief Product Description

The main object of automation for the DeloPro system is the information flow associated with the 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 to directly work with documents: an unlimited number of files can be attached to each registration card, forming an 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.

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

Users of the DeloPro system are employees of the enterprise who are granted the right to work with the system. In this case, different users may be provided with different capabilities. 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 the distribution of user functions can be implemented, which provide for varying degrees of involvement of enterprise employees as system users. 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. This feature has to be emphasized once again because the traditional rules of office work in Russia and abroad differ significantly from each other. And, consequently, Western software systems aimed at automating office work activities 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 of various types of documents in the database;
• 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 search criteria for documents, create your own types of reports, etc.;
• sending and receiving documents between departments of the organization (via local network) and to other organizations (via 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:

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