14 main directions of development of the world SED market. World market of electronic document management systems. Main trends in the development of the global EDMS market

Many of you have been using the EDMS for a long time in your work, someone is in the process of implementation, but there are those who are still looking closely. Nevertheless, knowledge about modern document and information management systems of the company will be useful to both beginners and experienced users. EDS selection criteria

It is no secret that well-designed and optimized business processes are the key to the success of a company. One of the most important and resource-intensive processes is the process of documentation support for management. First of all, these are time costs (coordination, approval, signing, control of execution), labor (the need to have a specialist responsible for document flow on the staff), not to mention the cost of consumables and office equipment... The EDMS is designed to optimize this process, and therefore significantly reduce the costs of its provision.

Despite the complex economic conditions, EDMS in the information technology market remain among the most demanded systems, as they allow:

improve the efficiency of company management by providing the management with all the necessary information for making decisions;
optimize the work of employees with documents;
preserve critical information and intangible assets of the company (information that may be lost as a result of layoffs or layoffs of employees), i.e., ensure the continuity of business or business processes.

Naturally, information about the usefulness of modern technology for clerical professionals is not new. If you are reading these lines, then this topic is close to you. Perhaps many of you have been using the EDMS in your work for a long time, someone is in the process of implementation, but there are those who are still looking closely.

Nevertheless, knowledge about modern document and information management systems of the company will be useful to both beginners and experienced users.

The market is actively developing, there are many products, business solutions, additional options designed to solve a variety of tasks. And even if your company already has a solution for office automation and teamwork of employees, then you are probably now thinking about how to optimize it.

It is important to understand that the electronic document management systems implemented in a company are not a frozen subject, but a living organism that requires significant attention, control, and development. If the system is not developed in a timely manner, then very soon it will become outdated and no longer used by employees.

DOW service - customer EDMS

Perhaps now you are asking the question: "Why do we - clerks - need to understand the EDMS market if there are IT specialists and it is their bread to choose programs?"

It would be naive to believe that IT specialists will solve this problem for you! Most of the documents today are created, processed and stored electronically. Employees agree on many documents using ICQ, Skype, e-mail. In addition, documents are created and saved in various formats. And it is the job of the clerks to manage this information.

I know of many cases when clerks actually became developers of electronic document management systems, prescribing the requirements for the system "from scratch". From this, they began to walk through the agony and long processes of development, refinement, and implementation of the system.

At first, they acted as business analysts - describing all the workflow processes. Then in the role of testers, accepting the results. Well, and then in the role of teachers, teaching employees of their organization to work with the system. Naturally, all these processes are very long and they take a significant amount of time - at best, several months, at worst - years. Later they confessed to me that if they could take part earlier in the selection process, they would have saved themselves a lot of time and effort, and decent money for their company! But the most important thing is that they would have organized joint work in the system long ago - their own and the company's employees.

Developers of custom solutions in most cases focus on user requirements. Only they do not take into account that users often do not know what requirements to present and what methods of implementation of their tasks exist.

Acquaintance with the products on the market, understanding the principles of their operation gives an advantage when choosing and, ultimately, allows you to choose the most effective solution and save your energy, nerves and company money.

Which solution to choose?

So, you decided to understand the situation on the EDMS market and find a suitable system for solving your problems. You open the Internet, and there ...

And there are so many names, descriptions, charts of analytical companies, various comparisons that you can simply drown in this sea of information. Here are just some figures on the number of products on the Russian market.

As of February 2010, the catalog of electronic document management systems on the TAdviser website contained about 179 items, the list of the Docflow catalog includes 170 products, there are also various independent portals about document management systems, where the list of solutions includes 45 items. DSS Consulting identifies solutions from about 15-20 companies that have multiple and successful implementation projects over several periods.

As you can see, the Russian market offers a variety of solutions related to the class of electronic document management systems.

Systems can be called differently: "office automation system", " electronic office"," system operational management company "," content management system "," ECM-system ", etc.

It would seem, what is the difference? After all, all systems do almost the same thing - they provide management of electronic documents. And the workflow is a fairly formalized area and all solutions for its automation should be very similar to each other.

However, the market software products is very diverse - there are expensive systems and economy-class solutions, there are highly specialized systems and designers that allow you to implement any client's ideas. All this market diversity stems from the fact that the same functional requirements are implemented in different ways, on different platforms, using different technologies.

At present, the market has reached a certain stage of maturity, its leaders have emerged among the EDMS, new solutions continue to appear, which indicates that the process of systems development continues. Unlike the market for software accounting, where, of course, 1C is the leader, the EDMS market is not so polarized, the choice of the buyer is extremely wide: from the world's leading manufacturers to custom-made developments that take into account the specifics of a particular customer. Difficult to figure it out, isn't it?

The problem of choosing an EDMS

The abundance of offerings on the office software market creates a choice problem. But due to the lack of objective criteria and generally accepted methods for assessing the quality of the proposed EDMS and their compliance with the real needs of the organization, there is a risk of acquiring the "wrong" system: too weak or, on the contrary, redundant for solving specific problems. The risk can be exacerbated during the implementation phase, since even a good system can be set up so that it will not work efficiently.

As a result, most organizations choose software solutions in the field of electronic document management at their own peril and risk, guided by their own criteria, intuition, or trusting the promises of developers and specialists implementing the system.

Most often, the reason for the failure is not so much the quality of the software solution as its wrong choice and mistakes made during implementation due to the lack of well-formulated requirements for the EDMS.

In late 2008 - early 2009 DSS Consulting conducted a study among the companies - EDMS users who implemented EDMS in 2008. When asked: "How do companies choose EDMS?" the most popular answers were:

selected by recommendations;
analyzed information on the Internet;
chose the first available solution;
the solution was "lowered from above".

The experience of many companies shows that the consequences of an unsuccessful choice of EDMS are not only material, temporary, organizational losses, but also, most importantly, the organization's failure to achieve its goals and lag in development.

Consequently, there is a real need for information that would allow: based on the analysis of the system of documentation support for management and business processes of the organization, formulate requirements for the EDMS, on the basis of objective criteria for assessing and comparing the EDMS on the market, choose a suitable product and ensure its effective use ...

EDS selection criteria

Before embarking on a fairly extensive topic to review the current situation in the Russian and international markets for information solutions of this class, as well as to analyze specific solutions, let us dwell on the main criteria that need to be paid attention to regardless of the class of the software product and the market share it occupies.

The organization's EDMS must solve a wide range of tasks and at the same time be convenient and flexible in customization so that it can be supported by the customer. Of course, you can take an ECM platform and get a finely tuned solution that takes into account all the business processes of the company, but the implementation of such systems, as a rule, takes from several months to a year or more and requires considerable financial costs. However, you always want the implementation time to be minimal, and staff training fast and, preferably, without interrupting production activities.

Most often, the choice of EDMS is made based on the following criteria:

the cost of EDMS licenses and other necessary components (hardware, DBMS);
cost of implementation and support of EDMS;
the possibility of expanding the system through additional modules and integration with other products;
Information Security;
platform and technology used;
reputation of the developer and supplier (organization implementing the system);
functional completeness.

Consider the meaning of the above criteria.

The cost of licenses has always been one of the main criteria when choosing a system. EDMS customers have known for a long time that cheap product not always good.

The system must be accessible so that the customer can make some system settings by himself, for example, independently connect and configure dictionaries, reference books, standard routes for documents passage, etc., without having to once again resort to the services of developers or system integrators. The cost of operating the system will be lower.

The system should be a solution that provides for its further expansion by adding new modules and capabilities.

The range of possibilities, extended by additional modules, can include both integration with certain applications and the expansion of the functionality of the system.

When choosing a system, special attention is paid to its information security, how the principles of protecting confidential data are implemented, how the access control system is organized, whether the system supports the use of electronic signature and encryption.

When choosing a system, as a rule, it is taken into account what platform it is built on and what technologies are used. And here the priority is rather not novelty, but stability and reliability. The used database management system (DBMS) and development tools play an important role in the choice.

If the organization already has a corporate standard for a DBMS, then it is more logical if the EDMS will follow it. It is undesirable to expand the list of supported DBMS unless absolutely necessary. The same is true for development tools. The more famous and widespread they are, the more specialists who own them and will be able to develop additional components for the EDMS and the less the risk of project failure due to the lack of such specialists.

When choosing an EDMS developer, as a rule, factors such as the period of work in the EDMS market, reputation among users and competitors, quality technical support, the frequency with which system updates are released. It is equally important to choose a reliable company - an EDMS supplier, if the developer company does not work directly with customers.

At the stage of selection, it is necessary to assess in detail the experience of successful projects and implementations, the level of qualifications of personnel. It is on the supplier firm that the possibility of finalizing the information system within a reasonable time frame (with acceptable price conditions) depends on the specifics of the enterprise.

Perhaps the most important criterion is the completeness of the system. No matter how good the system is in all other indicators, its main task is to ensure the implementation of management functions electronic documents.

Until now, customers have rarely used a systematic approach to assessing the functional completeness of the EDMS, relying on their subjective opinion based on the study of marketing materials or, at best, on a cursory acquaintance with the product at an experienced stand. This is not enough for the successful practical use of the EDMS.

Do right choice Without a comprehensive assessment and comparison of systems, primarily in terms of functional parameters, without taking into account the strategic goals and current tasks of the customer, it is practically impossible.

A preliminary analysis of the market can help in solving this problem: initial acquaintance with its main participants, products on the market, key technologies and systematization according to the main parameters.

Dear Readers! Due to the fact that when collecting material for this study, the functionality of the MOTIV system presented in the review was incorrectly assessed, the editors, at their discretion, made adjustments to the diagrams to more accurately reflect the functionality of the specified product. The corrected diagrams indicate the functionality of the MOTIV system version 1.1, which existed at the time of selection of test participants (March 2010). It is possible that some parameters of other systems are also estimated incorrectly.

We also remind you that at the moment the material is very outdated and cannot serve as a basis for assessing the functionality of modern versions of these systems or the relationship between them.

V modern organization electronic document management systems (EDMS) are becoming an indispensable element of the IT infrastructure. With their help, the efficiency of activities is increased. commercial companies and industrial enterprises, and in state institutions on the basis of electronic document management technologies, the tasks of internal management, interdepartmental interaction and interaction with the population are solved. The generally accepted abbreviation is SED, although SAD (office automation system), SEDO (electronic document management system) and SADO (document flow automation system) are also used along with it.

An electronic document management system (EDMS) is an organizational and technical system that provides the process of creating, access control and distribution of electronic documents in computer networks, as well as providing control over the flow of documents in an organization.

Initially, systems of this class were considered only as a tool for automating the tasks of classical office work, but over time they began to cover an ever wider range of tasks. Today, EDMS developers orient their products to work not only with correspondence and ORD (organizational and administrative documents), but also with various internal documents (contracts, regulatory, reference and project documentation, documents on personnel activities, etc.). EDMS is also used to solve applied problems in which an important component is work with electronic documents: management of interaction with clients, processing of citizens' requests, automation of the work of the service department, organization of project document flow, etc. In fact, any information system that provides work with electronic documents.

The EDMS market in recent years has been one of the most dynamically developing segments of the domestic IT industry. In 2009, according to IDC, against the background of an almost 50% reduction in the total software market in Russia, this segment showed high resilience. According to the data for 2009, its decline was no more than 20-25%. In numerical terms, the EDMS market today, according to CNews Analytics, is about $ 220-250 million.

Consumers of electronic document management technologies are organizations of various scale and specifics. Traditionally, the public sector remains the key consumer of EDMS. According to experts, about 30% of projects for the implementation of electronic document management technologies fall on state institutions... At the same time, it is important that it was the interest of the state that became the basis for the stability of the EDMS market, which, even during the crisis, received a significant impetus for development. Electronic document management was named as a key element of the concept of "electronic government", the implementation of which should contribute to the elimination of bureaucratic obstacles in the interaction of the state, population and business, as well as to reduce corruption. As a feature of the implementation of projects in government bodies and large state institutions, it is worth noting increased requirements for information security. We are talking about the construction (development) of secure electronic document management systems based on replicated software products.

About EDMS developers

Choosing solutions of the EDMS class, the customer considers various options: a box-based solution, a solution based on a platform or custom development. Russian developers mainly offer ready-made solutions, while Western developers act as platform suppliers on the basis of which design solutions and custom developments are implemented. According to statistics, in the structure of the market, the share of Russian developers is about 95% of the total number of projects for the implementation of EDMS. One of the explanations is that in Russia the specificity of working with documents is still strong, based on domestic traditions of management.

It is worth noting that a number of suppliers have begun to provide EDMS to customers in the SaaS (Software as a Service) mode, but so far this approach, due to a number of reasons (trust in the provider, the quality and reliability of communication channels), is rather viewed as a form of acquaintance with the capabilities of the system, and not as a real approach to workflow automation.

One of the emerging trends is the use of ECM (Enterprise content management) systems for working with documents.

Based on the materials of the free encyclopedia (Wikipedia):
Enterprise content management (ECM) - enterprise content management or corporate information management.

Within the framework of the ECM concept, workflow is considered as one of the tasks of ensuring work with corporate information. This approach is mainly supported by Western developers. And although in Russia the demand for such technologies is still at the stage of formation, many domestic EDMS have already implemented various ECM components: document management, document image management, long-term storage of documents, workflow management, collective work with documents. Fundamentally ECM technologies differ from EDMS by deeper elaboration of issues of web content and multimedia content management.

Government initiatives around the "Electronic Document"

In 2009-2010, Russia began to implement several global government initiatives related to the organization of an official electronic interaction between the state, the population and business, aimed at increasing the level of penetration of information technologies into various aspects of state and public life. These include the approval of the list of public services provided to the population via the Internet, and the approval of provisions on the interdepartmental document management system, which were the first important steps towards the implementation of the concept of "electronic government".

It is important to note that the question of the legal basis of an electronic document is still open. Today, the activities of participants in electronic document management are governed by laws and regulations on the use of electronic digital signature(EDS), GOST and instructions for office work and archiving, laws and regulations on information technology... It turns out that the rules and procedures for working with documents are determined at the state level, there are security requirements for information systems, but the legislation has not yet been defined legal status electronic document.

EDMS standards

Today, the activities of EDMS developers are practically not regulated. Developing software products and implementing implementation projects, developers and suppliers, to one degree or another, are guided by the following regulatory and legal documents:

GOST R 51141-98. Office work and archiving. Terms and definitions (approved by the decree of the State Standard of the Russian Federation of February 27, 1998 No. 28);
Federal Law No. 1-FZ of January 10, 2002 “On Electronic Digital Signatures” (as amended on November 8, 2007);
GOST R 6.30-2003. Unified system of organizational and administrative documentation. Requirements for paperwork (approved by the resolution of the State Standard of the Russian Federation of March 3, 2003 N 65-st);
Resolution of the Government of the Russian Federation of September 22, 2009 No. 754 "On approval of the Regulation on the system of interdepartmental electronic document management";
Federal Law of July 27, 2006 No. 149-FZ "On Information, Information Technologies and Information Protection".

When implementing projects for the implementation of EDMS, in the case of working with personal data, it is necessary to be guided by the requirements of Federal Laws dated July 27, 2006 N 152-FZ "On Personal Data" and dated December 27, 2009 N 363-FZ "On Amendments to Articles 19 and 25 Federal law"About personal data".

Since GOSTs are of a recommendatory nature, the developers include maximum flexibility in their solutions, so that on the basis of the system it would be possible, depending on the customer, to implement various schemes for working with documents. Often, the architecture and logic of the system should provide different and, at times, opposite approaches to document automation. The lack of generally accepted standards is a problem not only for developers, but also for customers, since the choice of requirements for the EDMS becomes too subjective. Enterprises often cannot even focus on industry practices (this approach has proven itself well when choosing a supplier of IT systems of the ERP, CRM, HRM class, etc.). The rules and regulations for working with documents may differ from company to company, not only within the same industry, but even within the same group of companies. A few simple examples: does the enterprise work in accordance with GOSTs or not? How clearly work with documents corresponds to GOSTs? Is the top management ready to work in the system or will assistants and secretaries work for the top management? Does the company use any of the Western management practices? What automation tools do employees use in their work? And although in general the complex of tasks of electronic document management is quite clear, the methods of their implementation vary greatly. It turns out that one of the main requirements for the developers of modern EDMS is to offer a solution that is adequate in terms of price, quality and implementation time, regardless of the specifics of the customer's work (in other words, satisfying any specifics).

Technical capabilities of modern electronic document management systems

The review considers the nine most common EDMS in Russia: Directum (Directum), DocsVision (DocsVision), Globus Professional (Prominfosystems), PayDox (Paybot), 1C: Document flow (1C), Boss-referent (BOSS-Referent, IT Group), BUSINESS (EOS), EVFRAT (Cognitive Technologies), MOTIV (Motive). We deliberately did not include in it the solutions of Russian developers based on the Documentum platform (EMC Documentum), since in this case we cannot talk about any specific functionality and replicability. To prepare the review, information from open sources was used: information materials and demo versions of software products. The presented view on the EDMS is an attempt to assess the capabilities and readiness of software products to solve urgent problems of organizing electronic document management in an enterprise.

The criteria highlighted in the review will help you analyze the possibilities of the considered solutions from the point of view of the technical implementation of certain EDMS tasks. All possibilities are divided into seven functional circuits:

registration and entry of documents;
work with documents;
workflow management and control;
search and analysis of information;
Information Security;
support for paper workflow;
standard customization tools.

General characteristics of the systems were presented in a separate table.

The review provides a number of obvious criteria inherent in all the systems under consideration (and all systems of the EDMS class, in principle), and the criteria that make it possible to distinguish solutions from each other. In general, the functional capabilities of the systems coincide, and only a detailed elaboration of some of the fundamental tasks of document flow and the peculiarities of their implementation allow us to compare various solutions. It should be noted that there is a fairly large implementation practice for all the systems presented in the review. These systems are used by hundreds of organizations to automate their workflow. In addition to these solutions, there are more than 50 software products on the market that are not widely used.

If we analyze the new versions of systems that hold leading positions in the market, then it should be noted that over the past three years their development has been mainly aimed at improving service capabilities, since the basic capabilities in one form or another have already been implemented earlier. If we talk about new technical capabilities, then we can note the potential for the development of EDMS in the direction of managing various types of content (multimedia), the use of auto-processing technologies and parsing the content of the document. But so far such functionality is not mandatory for EDMS, and most importantly, the demand for it in Russia has not yet been fully formed.

When comparing the functionality of the EDMS, the following designations are adopted:

"+" - the opportunity has been implemented;
"+/−" - the opportunity is available within the limited functionality or additional software is required;
"-" - the opportunity has not been implemented.

Table 1. General characteristics of the most popular EDMS

Rice. 1. General characteristics of the most popular EDMS

Table 2. Registration and entry of documents

Rice. 2. Registration and entry of documents

Table 3. Working with documents

Rice. 3. Work with documents

Table 4. Workflow management and control

Rice. 4. Workflow management and control

Table 5. Search and analysis of information

Rice. 5. Search and analysis of information

Table 6. Information security

Rice. 6. Information security

Table 7. Support for paper workflow

Rice. 7. Support for paper workflow

Table 8. Standard configuration tools

Rice. 8. Standard customization tools

Table 9. Final assessment of the ERMS functionality

Rice. 9. Final assessment of the ERMS functionality

To conduct a comprehensive assessment, we will consider the presented EDMS according to the price / functionality ratio that is clear to everyone. We do not consider the third important criterion - "Implementation period", since it strongly depends not only on the customization tools provided by the system, but also on the qualifications and motivation of the project team. Below is the position of the systems in terms of the "optimal price / functionality" ratio for small projects (for 20 users) and for fairly large projects (for 100 users).

Diagram 1. "Optimal price / functionality" EDMS (20 users)

Rice. 10. "Optimal price / functionality" EDMS (20 users)

Diagram 2. "Optimal price / functionality" EDMS (100 users)

Rice. 11. "Optimal price / functionality" EDMS (100 users)

These diagrams are built according to the principle of the "magic quadrant of Gartner", in which the systems located in the I quadrant have the optimal ratio according to the criterion "optimal price / functionality". In the II and IV quadrants of the diagram, there are systems that do not have balanced indicators of price and functionality.

The criterion chosen for the study allows us to evaluate various EDMS from the point of view of their readiness to solve real problems of electronic document management in a modern enterprise. The group of leaders, both in the case of small projects (Diagram 1) and large projects (Diagram 2), included the Directum, DocsVision, MOTIV and EVFRAT systems. The rest of the systems are located in the II and IV quadrants. The only exception was the DELO system, which also fell into the I quadrant of the diagram for the SED for 20 users. The results obtained by the EDMS Globus Professional, PayDox, 1C: Document Flow, Boss Referent, BUSINESS, show that these systems do not offer an integrated approach to automate work with documents, but are niche proposals focused on solving only a certain class of electronic document flow problems. The absence of systems in the III quadrant is explained by the fact that the review considered the most common EDMS in Russia, and not all systems currently offered to customers.

We hope that this overview will be useful for you when choosing a system. I would like to note that by introducing EDMS today, the organization not only increases the efficiency of its activities, but also, which is very important, gains valuable experience and practice in new conditions - in the conditions of electronic document circulation.

P. S. For the preparation of the review, only publicly available materials from the official websites of the EDMS manufacturers were used. After the publication of the article, it turned out that due to the incomplete description of the products by the "Industrial Information Systems" company, the information about their solution is inaccurate. We will study this issue in detail and describe the results in the next article.

The information and analytical center TAdviser has published the traditional annual report on the market of electronic document management systems (EDMS) and content management (ECM). This time it covers projects started and completed in 2016 and 2017.

Assessment of the Russian EDMS market in monetary terms

According to TAdviser, in 2016 the volume of the domestic market of EDMS / ECM systems amounted to about 41.6 billion rubles... The market has grown over the year on 10%... The same dynamics ( 10% ) experts expect the results of 2017 as well.

The maximum profit from sales, implementation and maintenance of electronic document management systems in 2016 was received by the 1C franchisee network. The aggregate income of the vendor and partners was 2.75 billion rubles... Wherein more than 2 billion rubles 1C and its franchisees earned money on the services of implementation and maintenance of EDMS, while the sale of licenses attracted all 650.5 million rubles... However, the results of the affiliate network were presented outside the rating, since it is not one, but a huge number of market players.

The first line of the official ranking was taken by the company "Business Logic" with annual revenue 1.86 billion rubles, the second - "Croc" with 1.38 billion rubles, third TerraLink with 964 million rubles... Our partner EOS for the sale, implementation and maintenance of the EDMS "DELO" and EOS for SharePoint in 2016 earned 793.5 million rubles and secured the 4th place in the overall table.

The rating compilers note that most of the EDMS / ECM rating participants showed positive dynamics of revenue in 2016. Only 2 out of 16 companies worsened their financial performance- and these are integrators, not vendors. All EDMS developers remained in the black.

EDMS rating by number of projects

In terms of the number of projects started and completed in 2016, Directum ( 739 ). Our partners EOS ( 593 public projects for the year) and 1C ( 178 projects) occupy the 2nd and 4th lines, respectively.

Sectoral distribution of projects

This year TAdviser did not display statistics on the distribution of EDMS projects by industry. However, the international research company IDC did it for him. According to her calculations, in 2016 Russian enterprises of the industrial, state and financial sectors invested most of all in ECM. But they approached the problem differently. Industrialists with the largest market share ( 25% ) focused on the automation of internal workflow: expanding the functionality of the EDMS in terms of project management, automating standard enterprise scenarios and integrating EDMS with transactional systems (, CPM, BI). Occupying 23% market, the public sector in 2016 mainly solved the problems of developing MEDO and connecting new participants to interdepartmental cooperation. Financial institutions with a share 16% were focused on automating external document flow: creating client electronic dossiers, mobile applications, automating the process of issuing loans.

Key drivers of the EDMS market growth

The EDMS / ECM market in Russia is growing annually on 10%... This is facilitated by a number of factors:

Difficult economic situation... The protracted crisis has forced enterprises to think more seriously about reducing investment and tightening financial control. Many, due to the tense economic situation, first thought about evaluating and optimizing their business processes. And we found an effective solution - EDMS / ECM systems.

Import substitution process... In 2016, the Government of the Russian Federation issued order No. 1588-r, obliging federal bodies the executive branch and state extra-budgetary funds to switch to Russian software. Since then, manufacturers of domestic electronic document management systems have seen a steady demand for their solutions. It is possible that, following state organizations and government bodies, large industry companies with state participation. And this is the main segment of customers for EDMS and ECM systems. However, as in the current situation, the transition will not be abrupt. Replacing large-scale information systems is always associated with high costs and risks, so the modernization must be smooth. You can start by upgrading your database and moving to open source software such as PostgreSQL.

Heading for the digital economy... The state systematically launches electronic services ("Gosuslugi", "Tax.ru"), commercial companies, etc. Transfer of business processes to an electronic environment is an effective way to reduce the cost of goods and services, optimize labor, time and financial costs.
Rapid development of new technologies... With the development of new tools for processing and storing data (blockchain, big data, artificial intelligence), electronic document management systems are also evolving. Their functionality is expanding, new tools for standardization, visualization and information analysis (BI) appear. EDMS are increasingly used as corporate data warehouses.
The need for automation YuZEDO... In 2016–2017, in organizations of various sizes and industries, there was an urgent need to automate legally significant document flow (YuZEDO). Moreover, we are talking not only about the use of a qualified electronic signature and the online exchange of certified documents, but also about the needs at the level of full-fledged integration mechanisms that minimize manual operations and ensure the continuity of end-to-end processes.
Total mobilization... Currently, not only managers, but also ordinary performers need access to work programs from mobile devices. The ability to connect to a corporate EDMS from a personal phone or tablet allows an employee to quickly learn about new tasks and complete them more quickly. The total transition of corporate communications to a mobile environment has led to the emergence of an entire industry serving mobile for business. It includes content-providing, services for the development of corporate data protection tools, design and creation of mobile applications.
Distribution of cloud services... Cloud EDMS technologies are actively used at the state level. It is possible to apply for a change of a driver's license or passport, pay taxes, get housing and communal services certificates today in the digital environment - through the websites of public services. As for the commercial sphere, for small and medium-sized businesses, the ECM platform must certainly be cloud-based. It is economically unprofitable for organizations of the SMB segment to buy a boxed version of the EDMS. The use of cloud-based content management systems is very convenient for large enterprises. Such ECMs are not limited in terms of scalability, are centralized, and provide ubiquitous access to employees from any type of device 24/7.
Increased viral attacks... The recent wave of virus attacks provoked a surge of interest in EDMS as a centralized storage system for corporate information.

Forecasts for the near future

Experts associate the further growth of the market with the development of YuZEDO, the financial archive and the improvement of mechanisms for integrating the EDMS with other information systems of the enterprise. Today EDMS is seamlessly integrated with analytical services and accounting programs. In the near future, electronic document management systems will integrate even more closely into the IT landscape of organizations. Experts even allow the release of converged solutions for complex work with all types of data and content of the company.

Chatbots and artificial intelligence mechanisms will become more widespread in electronic document management systems. From a document registration service, the EDMS will turn into a multifunctional system for documenting all business activities of an enterprise, an information dispatch center, taking into account the data of a variety of information systems. Plus, EDMS will become the main provider of data for deep comprehensive analytics in BI systems.

Constraints

Experts name among the main barriers to the development of the EDMS market:

Limitations of the legal framework... Electronic document flow is still used not as the main one, but as a duplicate paper one.
Insufficient unification of EDMS, lack of a single standard and regulations... For example, employees of industrial enterprises work not only with standard reports, but also with specialized engineering documentation (drawings from AutoCAD). The absence of such documents in standard forms prevents many from implementing the EDMS.

Experience of implementation of EDMS "SoftExpert"

The development of human civilization is accompanied by an amazing increase in the volume of information created, processed and stored. For example, according to the magazine ASAP, about 6 billion new documents appear in the world every year. According to the Delphi Consulting Group, currently in the United States alone, more than 1 billion pages of documents are created every day, and more than 1.3 trillion are stored in the archives. various documents.

It should be noted that the streams of corporate information are extremely diverse in terms of sources and forms of its presentation. However, they can be conditionally classified according to the form of storage: into electronic and paper documents. It is estimated that currently only about 30% of all corporate information is stored electronically (both structured ”in databases and unstructured). All the rest of the information (about 70%) is stored on paper, making it difficult to find it. Nevertheless, this ratio is gradually changing in favor of the electronic form of storage (in particular, through the development of electronic archiving systems). According to Delphi Consulting Group, the volume of corporate electronic text information doubles every 3 years. According to the forecast of the same magazine ASAP, by 2004 only about 30% of corporate information will remain in paper form, and 70% of information will be stored in electronic form. It is unlikely, of course, that someday all documents will only become electronic, but there is no doubt that the electronic form of document storage will prevail in the future.

These impressive figures and data only indicate that for any enterprise or organization, the issues of workflow optimization and control over information processing are of key importance. This statement can be confirmed by the following data. According to Siemens Business Services, a manager spends up to 80% of his working time on working with information, up to 30% of employees' time is spent on creating, searching, agreeing and sending documents, each internal document is copied, on average, up to 20 times and up to 15 % of corporate documents are irretrievably lost (while, according to ASAP magazine, the average employee spends annually up to 150 hours of his working time looking for lost information). There are also estimates that work with documents accounts for up to 40% of labor resources and up to 15% of corporate income.

That's why efficient management of enterprises and organizations not least of all depends on the correct solution of the problems of the prompt and high-quality formation of electronic documents, control of their execution, as well as the thoughtful organization of their storage, search and use. Need in good governance electronic documents and led to the creation electronic document management systems (EDMS), to which this article is devoted. The main purpose of the article is to present a retrospective for Jet Info readers. state of the art the global EDMS market, the prospects for its development, as well as a fairly large number of examples of EDMS application in the world. You can get acquainted in more detail with all the issues related to EDMS using a fairly large number of specialized Web resources (both Russian and English), for example, www.document.ru, www.docflow.ru, sites of EDMS developers, etc. ...

Basic concepts of electronic document management systems

The purpose of the EDMS

According to industry analysts, electronic document management includes: the creation of documents, their processing, transmission, storage, output of information circulating in an organization or enterprise, based on the use of computer networks. In general, it is customary to understand the management of electronic document flow as the organization of the movement of documents between departments of an enterprise or organization, groups of users or individual users. At the same time, the movement of documents does not mean their physical movement, but the transfer of rights to their use with the notification of specific users and control over their execution.

IDC defines the concept of EDMS as follows (meaning EDMS ”Electronic Document Management Systems): “EDMS provide the process of creation, access control and distribution of large volumes of documents in computer networks, as well as provide control over the flow of documents in the organization. Often these documents are stored in special repositories or in the file system hierarchy. The file types that EDMS typically support include: text documents, images, spreadsheets, audio data, video data, and Web documents. The general capabilities of the EDMS include: document creation, access control, data conversion and data security ”.

The main purpose of the EDMS "is the organization of storage of electronic documents, as well as work with them.(in particular, their search both by attributes and by content). The EDMS should automatically track changes in documents, deadlines for the execution of documents, the movement of documents, and also control all their versions and subversions. An integrated EDMS should cover the entire business cycle of an enterprise or organization ”from setting a task to create a document to writing it off to the archive, provide centralized storage of documents in any format, including complex compositional documents. EDMS should combine disparate document flows of geographically remote enterprises into a single system. They must provide flexible document management both by rigidly defining traffic routes and by freely routing documents. In the EDMS, a strict delimitation of users' access to various documents should be implemented, depending on their competence, the position held and the powers assigned to them. In addition, the EDMS should be adjusted to the existing organizational and staff structure and the system of office work of the enterprise, as well as integrate with existing corporate systems.

The main users of the EDMS are large government organizations, enterprises, banks, large industrial enterprises and all other structures, whose activities are accompanied by a large volume of created, processed and stored documents.

Basic properties of EDMS

Openness

All EDMS are built on a modular basis, and their APIs are open. This allows you to add new functions to the EDMS or improve existing ones. Currently, the development of applications integrated with EDMS has become a separate type of business in the industry. industrial production Software, and many third parties are ready to offer their services in this market segment. The possibility of relatively simple addition to the EDMS of many modules from third parties significantly expands their functionality. For example, for the EDMS, modules have been developed for inputting documents from a scanner, communication with by e-mail, with fax forwarding programs, etc.

High degree of integration with application software

The key feature of the EDMS is a high degree of integration with various software applications through the use of technologies OLE Automation, DDE, ActiveX, ODMA, MAPI and others. And directly when working with documents, there is no need to use the EDMS utilities. Users deal only with ordinary application programs: at the time of installation of the client part of the EDMS, application programs are supplemented with new functions and menu items. For example, a user of the MS Word word processor, opening a file, immediately sees libraries and folders with EDMS documents (from where he selects the document he needs). When saving, the document is automatically placed in the EDMS database. The same applies to other office and specialized programs.

It should also be noted that in most of the common EDMS, integration with the most famous ERP systems is implemented (in particular, with SAP R / 3, Oracle Applications, etc.). It is the ability to integrate with various applications that is one of the characteristic features of the EDMS. Thanks to him, the EDMS can act as a link between various corporate applications, thereby creating the basis for organizing office work in an enterprise. Some industry analysts even believe that EDMS may well become the basis of the corporate information system of an enterprise or organization (there are other opinions).

Features of document storage

EDMS operate mainly on the basis of distributed architectures and use various combinations of technologies for collecting, indexing, storing, searching and viewing electronic documents. In most of the EDMS, a hierarchical document storage system is implemented (according to the “cabinet / shelf / folder” principle). Each document is placed in a folder, which, in turn, is on the shelf, etc. The number of levels of nesting when storing documents is not limited. One and the same document can be included in several folders and shelves due to the use of the link mechanism (the original document in this case remains unchanged and is stored in a place determined by the ERMS administrator). In a number of EDMS, even more powerful storage capabilities are implemented by organizing links between documents (these links can be established and edited graphically).

Any document in the EDMS has a certain set of attributes (for example, its name, the author of the document, the time of its creation, etc.). The set of attributes can change from one type of document to another (it remains unchanged within one type of document). In the EDMS, document attributes are stored in a relational database. For each type of document, using visual tools, a card template is created, where the names of document attributes are presented in a clear graphical form. When a document is entered into the EDMS, the required template is taken and the card is filled in (attribute values are entered). After filling out, the card is associated with the document itself.

In most cases, the server part of the EDMS consists of the following logical components (which can be located both on one or on several servers):

Storage of attributes of documents (cards);
Document storages;
Full-text indexing services.

Document storage usually refers to the storage of document content. Attribute store and document store are often collectively referred to as “document archive”. To store attributes in most EDMS, Oracle, Sybase, MS SQL Server and Informix DBMS are used, which provide a search for documents by attributes.

To store the content of documents directly in most EDMS file servers are used MS Windows NT, Novell NetWare, UNIX, etc. In this case, heterogeneous combinations of network environments can also be implemented. For example, a database with document attributes can run under UNIX on a TCP / IP network, and the documents themselves can be stored under Novell NetWare over an IPX / SPX network. It should be noted that great advantages EDMS are the storage of documents in their original format and the automatic recognition of many file formats.

Recently, it has become increasingly popular to store documents along with attributes in a database. This approach has advantages and disadvantages. The advantage is a significant increase in the security of access to documents, and the main disadvantage is "low efficiency of working with documents with a large amount of stored information. This approach also requires the use of powerful servers with large amounts of RAM and hard drives. In addition, in the event of a database failure, it will be very difficult to recover the documents stored in it. It is also necessary to be strictly tied to a specific DBMS.

Features of document routing

EDMS modules responsible for document flow are usually called document routing modules. In general, the concepts of “free” and “rigid” document routing are used. With “free” routing, any user participating in the workflow can, at his discretion, change the existing route of passage of documents (or set new route). In the case of “hard” routing, the routes for passing documents are strictly regulated, and users are not entitled to change them. However, with "hard" routing, logical operations can be processed when the route changes when some predefined conditions are met (for example, sending a document to the management when a particular user exceeds his official authority). In most EDMS, the routing module is included in the delivery set, in some EDMS it must be purchased separately. Full-featured routing modules are developed and supplied by third parties.

Access control

The EDMS implements reliable means of delineation of powers and control over access to documents. In most cases, they are used to define the following types of access (the set of assigned powers depends on the specific EDMS):

Full control over the document;
The right to edit but not destroy the document;
The right to create new versions of a document, but not edit it;
The right to annotate a document, but not edit it or create new versions;
The right to read the document, but not edit it;
The right to access the card, but not the content of the document;
Complete lack of access rights to the document (while working with the EDMS, every user action is logged, and, thus, the entire history of his work with documents can be easily monitored).

Track versions and subversions of documents

When several users work with a document at the same time (especially when it needs to be coordinated in various instances), a very convenient function of the EDMS is the use of versions and subversions of the document. Suppose the contractor created the first version of the document and submitted it to the next user for review. The second user has changed the document and created on its basis already new version... Then he passed his version of the document to the next instance to the third user, who created the third version. After a certain time, having read the comments and corrections, the first executor of the document decides to modify the original version and, on its basis, creates a subversion of the first version of the document. The advantage of the EDMS is the ability to automatically track versions and subversions of documents implemented in them (users can always determine which version / subversion of a document is most relevant in terms of the order or time of their creation).

Availability of utilities for viewing documents of different formats

The majority of EDMS includes utilities for viewing documents (the so-called "viewers"), which understand many dozens of file formats. With their help it is very convenient to work, in particular, with graphic files (for example, with drawing files in CAD systems). In addition to the basic set of viewing utilities (included in each EDMS), you can purchase additional utilities from third parties that are well integrated with the EDMS.

Annotating documents

When organizing group work on documents, the ability to annotate them is usually very useful. Since in some cases users are deprived of the rights to make any changes to the document in the process of its approval, they can use the opportunity to annotate it. In most EDMS, annotation is implemented by including an attribute for annotation in the document card and giving users the rights to edit such a card field. But this solution is not always acceptable (especially when annotating a graphic document). In this regard, in some EDMS there is a so-called “red pencil” function, with which you can graphically indicate the flaws in the image itself. Software tools that implement the "red pencil" function are widely offered by third parties.

Support for various client programs

The clients of most EDMS can be PCs with MS Windows, Windows NT. Some EDMS also use UNIX and Macintosh platforms. In addition, all modern EDMS allow you to work with documents through standard Web-navigators. Since Web browsers can be hosted on a variety of client platforms, this makes it easier to solve the problem of ensuring the operation of the EDMS in heterogeneous network environments. When using Internet technologies, the EDMS has another server component, which is responsible for accessing documents through Web-navigators.

General classification of EDMS

ECM concept

The issue of EDMS classification is rather complicated due to the rapid development of the market for these systems. Moreover, since 2001, the concept of "Enterprise Content Management (ECM)", not electronic document management (according to Forrester TechRankings). Term ECM appeared with the light hand of the trade association AIIM International and covers all corporate information management systems.

At the same time, if Forrester Research defines ECM as an integrated approach to document and web content management then, for consultancy Doculabs, ECM Enterprise Content Management is "a category that combines the capabilities of enterprise document management systems and content management systems with the ability to manage the entire lifecycle of enterprise content (with the continued growth in the number of types)."

From the perspective of industry analysts, the ECM concept offers many business benefits. An ECM system that integrates all content and process-oriented technologies within an enterprise provides a common infrastructure for managing its workflow, minimizing the need to deploy and support multiple technologies to implement various business functions. The essence of this approach (also called infrastructure) is that corporate content should not belong to only one application or system. It should be available for many applications and freely redistributed between them. An important property of the ECM infrastructure (including the corresponding applications of most vendors in the industry) is its independence from a single universal content store... The ECM infrastructure integrates many specialized (or legacy) data repositories (even from competing vendors), including but not limited to electronic product document repositories, e-mail, Web content repositories, file systems, and even database management systems. Thus, ECM infrastructure provides a common integration (or virtualization) layer for each data repository(allowing you to query them from anywhere throughout the enterprise), thereby minimizing the need to integrate electronic document management systems and content management systems from multiple vendors. In addition, with the help of the ECM infrastructure, such corporate content management services are implemented as personalization, access control, user rights management, etc. (which simplifies the administration and maintenance of the ECM system).

The capabilities of ECM systems can be divided into several main categories:

General content management features, which is understood as the ability to manage a variety of electronic objects (images, office documents, graphics, drawings, Web-content, e-mail, video, audio and multimedia). The ECM system provides a repository for all these types of electronic objects with various library services (content profiling, check-in / check-out functions, version control, revision history, document access security, etc.), as well as the ability to manage data objects throughout their entire life cycle.

Process control functions, which are understood as the ability to automate and manage business processes and workflows.

Integration with other ECM systems, implying the ability to integrate ECM systems with external ERP systems, office applications, content repositories, and other EDMS. Integration can be done using a variety of approaches, including the use of object-oriented interfaces (such as EJB), connectors, APIs, enterprise application integration technologies EAI (Enterprise Application Integration) and etc.

It should be noted that ECM has existed until now only as a concept, and ECM infrastructure today heavily is only a look at the prospects for the development of the EDMS market... For example, some industry vendors talk a lot about content management, but their systems only focus on managing Web content or office documents. In addition, they lack clear vision on how to create an open ECM infrastructure that integrates specialized repositories across the enterprise. According to analysts from Doculabs (which researched solutions from leading EDMS developers), although vendors recognize the importance of the ECM concept, they are still far from fully implementing it in their systems.

EDS classification

According to IDC analysts, currently there are the following main types of EDMS (while some of the EDMS can simultaneously belong to several types, since they have the corresponding functions for them):

EDM focused on business processes (business-process EDM). They are at the heart of the ECM concept. Systems of this type (EDMS) are designed for specific vertical and horizontal applications (sometimes they also have industry applications). EDMS systems provide the full lifecycle of working with documents, including working with images, management of records and workflows, content management, etc. EDMS systems provide storage and retrieval of 2-D documents in original formats (images, CAD files, spreadsheets and others) with the ability to group them into folders. It is believed by some industry analysts that (depending on the indexing scheme and applications used) this document-oriented approach can provide up to 80% of the functionality of a PDM system in a number of EDMS systems at a lower cost of implementation. The most famous developers of EDMS systems are Documentum (Documentum system), FileNet (Panagon and Watermark systems), Hummingbird (PC DOCS system), etc. its activities in the implementation of such functions in the EDMS as template management, dynamic presentation management and Web content publishing. It should be noted that while almost all EDMS systems provide a good level of implementation of repositories and library services for managing electronic content (for example, images and office documents), each of them is strongest in its own field. For example, in systems from companies Open Text and iManage, office document management is most well developed. In turn, systems from Tower Technology, FileNet, IBM, and Identitech are particularly strong in managing high-volume product images.

Corporate EDM (enterprise-centric EDM). Systems of this type provide corporate infrastructure(available to all corporate users) to create documents, collaborate on them and publish them. Basic functions corporate EDMS are similar to the functions of the EDMS focused on business processes. As a rule, corporate EDMS is not focused on use only in any specific industry or on solving a narrow problem. They are being introduced as company-wide technologies. The development and promotion of corporate EDMS is carried out by Lotus (Domino.Doc system), Novell (Novell GroupWise), Open Text (LiveLink system), Keyfile, Oracle (Context system), iManage, etc. project documents for external and internal users, conducting online discussions, distributed planning and document routing, etc.

Content management systems. Systems of this type provide content creation, content access and management, content delivery (down to the level of sections of documents and objects for their subsequent reuse and compilation). The availability of information not in the form of documents, but in the form of smaller objects makes it easier to exchange information between applications. Web content management requires the ability to manage various content objects that can be included in a Web presentation (for example, HTML pages and Web graphics). In addition, Web content management requires the ability to create presentation templates that enable dynamic content to be presented and personalized (based on user preferences, user profiles, etc.). Content management systems from Adobe, Excalibur, BroadVision, Documentum, Stellent, Microsoft, Divine, Vignette and others are well known in the world market. FileNet, Tower and Identitech also offer a certain level of Web content management. In turn, IBM is delivering Web content management functionality through partnerships from Interwoven and Open Market, and Tower has integrated its e-document management software with Stellent's Web content management solutions. ...

Information management systems ”portals. Such systems provide information aggregation, information management and delivery over the Internet / intranet / extranet. With their help, it is possible to accumulate (and apply) experience in a distributed corporate environment based on the use of business rules, context and metadata. Portals also provide standard Web browser access to a range of e-commerce applications (typically through an ERP system interface). Examples of portals are Excalibur, Oracle Context, PC DOCS / Fulcrum, Verity, Lotus (Domino / Notes, K-Station).

Imaging systems. With their help, the information scanned from paper carriers is converted into electronic form (usually in TIFF format). This technology is at the heart of the translation into electronic form of information from all legacy paper documents and microfilms. The basic functions of a standard image processing system include: scanning, storage, a number of image search capabilities, and more.

Workflow management systems. Systems of this type are designed to provide routing of workflows of any type (definition of file routing paths) within corporate structured and unstructured business processes. They are used to improve efficiency and controllability. corporate business processes... Workflow management systems are usually purchased as part of a solution (for example, EDMS systems or PDM systems). Here we can mention such developers as Lotus (Domino / Notes and Domino Workflow systems), Jetform, FileNet, Action Technologies, Staffware, etc. A good level of workflow management is also provided in their solutions by FileNet, IBM (through integration with MQ software Series Workflow), Identitech, Tower (through integration with Plexus and Staffware software), Gauss (through integration with Staffware software), etc.

The classification of EDMS proposed by IDC can be supplemented See also corporate electronic records management systems... The corporate records management software market segment is about 5 years old. Corporate records are fixed in time and immutable. They are evidence of business transactions, various rights and obligations, etc. Enterprise users must determine for themselves what content needs to be made a corporate record (such a decision requires an assessment of the future needs of their business). Enterprise solutions requiring content preservation include major business systems including ERP and accounting systems, mail systems (e.g. MS Exchange), reporting and output management systems, e-commerce systems, software teamwork (project management systems, online conferencing, etc.). Examples of records management systems include software Capture from Tower Software, iRIMS from OpenText and Foremost from TrueArc.

Many important functions for managing records in the ERMS were not previously available (for example, classification functions). Methods for physically deleting records and indexes at the end of their life cycle (if necessary) were also not implemented. According to the Gartner Group, enterprise users need to complement their Web sites with records management systems. A number of Web content management system developers are already extending their functionality with Web site records to support Web site records. Works in this direction became particularly noticeable in 2002. For example, Stellent integrated its content management software with TrueArc's Foremost records management system (it should be noted that integrating records management software with EDMS is not easy, as there is a need to solve the problems of duplication of functions and repositories). With this integration, it became possible to take “snapshots” of the Web site and manage them like records. Interesting features such as the recording of screens encountered during an online transaction are also implemented (for example, in the WebCapture software from Tower Technology). Open Text has acquired PS Software, a records management company, and has integrated its iRIMS software as a module into its LiveLink software. Documentum, IBM and Interwoven (among other content management software vendors) complement their content management software with the functionality of records management systems.

Many corporate users want to collect data from different applications running in a heterogeneous environment and generate reports electronically. This capability is especially necessary for companies using ERP systems (in which a lot of information is always collected and stored, but there is not always the ability to flexibly generate all the necessary reports).

That is why the so-called output management systems ”OMS, the main purpose of which is to generate output documents. In some OMS systems, the capabilities of archiving and long-term storage of output reports and documents are additionally implemented. Due to this, many of the OMS systems are classified by the Gartner Group as integrated document archive and retrieval systems (IDARS)... However, the main reason for the popularity of OMS systems is still the market niche they occupy, ”the generation of documents and reports in the information systems of enterprises and organizations, built using ERP systems. According to Gartner Group analysts, one of the weaknesses of modern ERP systems is precisely the poor management of the generation of output documents (ERP systems developers are more focused on increasing the functionality of key modules of their software than on “secondary” issues of ensuring the generation of output reports that do not have, in their opinion, good market prospects). This lack of ERP systems was the main factor in the emergence and rapid development of the OMS systems market. A number of OMS systems are only responsible for the distribution and delivery of the output documents (electronically ”in HTML, XML and PDF formats). OMS systems are often integrated with document and image scanning software packages. A useful feature of some OMS systems is interaction with legacy corporate systems.

You can also note special modules for managing electronic documents embedded in ERP systems (SAP R / 3, Baan, etc.). However, the capabilities of these modules are rather limited, since it is almost impossible to create a universal and fully functional ERP system.

Benefits of using the EDMS

According to Forrester Research, 38% of Fortune 500 companies believe that acquiring a modern EDMS is critical to the success of their business. In accordance with the opinion of industry analysts (there are quite a lot of such opinions, differing at certain points from each other), the benefits for corporate users when implementing an EDMS are quite diverse. For example, according to Siemens Business Services, when using the EDMS:

Personnel labor productivity increases by 20-25%;
The cost of archiving electronic documents is 80% lower than the cost of storing paper archives.

It is also generally accepted that tactical and strategic benefits are acquired with the implementation of the EDMS. Tactical benefits are determined by the cost reduction in the implementation of the EDMS associated with: freeing up physical space for storing documents; reducing the cost of copying and delivering paper documents; reduction of personnel and equipment costs, etc. strategic refers to the benefits associated with improving the efficiency of an enterprise or organization. These benefits include:

The emergence of the possibility of collective work on the

The political situation with the introduction of sanctions and the unstable macroeconomic development of the regions slowed down the rapid growth in the development of electronic document management systems observed in the past years. Analytical data on the market of available software make it possible to identify the main applicants for the EDMS / ESM and show a stable positive trend in the implementation of electronic document management systems in all spheres of the economy. The ECM system is understood as the management of corporate information content - this is the management of electronic documents and other types of documentation (dictionaries, reference books, regulatory documents, etc.), as well as their storage, processing, and delivery across the enterprise. Companies are moving to scaling and expanding functionality, customizing systems for specific needs. The customizability of the EDMS according to the needs of the consumer allows you to add functionality or disable unclaimed functionality, providing flexibility and mobility. The slowdown in the development of EDMS / ECM systems is associated with the import substitution of software (SW). Domestic software manufacturers are obliged to ensure the level of software compliance with the international requirements of the European MOREG-2 specification. The current economic situation is forcing software developers to find new opportunities to save costs and improve work efficiency.

The stability of the implementation of electronic document management systems is ensured by the need for the functioning of systems in such industries as finance, trade, energy, mechanical engineering, telecommunications, state and municipal administration, interdepartmental interaction, and government. The development of the Russian market for electronic document management systems is not inferior to the general trends in the development of the global EDMS / ESM market. The global market for ESM systems grew by 8.6% to $ 5.1 billion, and a comparable increase is forecast by the end of 2017. The fastest growing market for ECM systems is in Eastern Europe, the Middle East and Africa; in Western Europe, there is a moderate slowdown in demand. According to the international company IDC, the world market of ECM systems at the end of 2013 was $ 5.8 billion, which is an increase of 8.7%, while in Western

In Europe, the growth is observed only by 2-3%. According to Forrest Wave 2013 research, the most demanded suppliers of ECM systems are IBM, OpenText, ECM, HP, Oracle. The forecast for the growth of the world market of ECM systems is expected by 2017. The dynamics of the Russian market of EDMS / ECM systems, according to research by "Tadviser", shows an increase, which is 20-35% in relation to the previous year. The demanded suppliers of EDMS / ECM systems in the Russian market are: Business logic; DocVision; EOS; Directrum; 1C and others. According to the analytical review of the TAdviser company, the market of electronic document management systems as of 2013. showed a surge in demand and grew by 20% in total, reaching 30.72 billion rubles. As of 2017, in percentage terms, it will grow by 1.7%. Data for statistical analysis of the cost of implementing electronic document management systems were provided by the leading integrators: 1C, Business Logic, Krok. The largest projects for the implementation of electronic document management systems in the public sector are presented in Table 5. The number of automated workstations (AWS) in the implementation of an electronic document management system is important for assessing the scale of the project, since shows the coverage of the number of users in the system. Table 8 shows the regions of the Russian Federation in decreasing order of the number of users, since the number of AWPs makes it possible to assess the significance and scale of the implementation of projects of electronic document management systems in the public sector.

Table 8

Major implementation projects SED in the public sector

The geography of implementation of EDMS / ESM-systems projects covers by relevance: Moscow, St. Petersburg, Yekaterinburg, Samara, Novosibirsk, by districts - Central Federal District, Siberian, North-West, Privolzhsky, Uralsky, Far Eastern, South, North Caucasian, Crimean ...

A modern EDMS is, first of all, new functions, new processes, new consumers. An example of specialized processes based on the Docsvision system is presented in Table 9.

Specialized processes for various sectors of the economy

Table 9

Specialized Processes	branch
Control of the course of execution of programs, control of the course	state
projects, registration of citizens' appeals, etc.	control
Power of attorney management, claim handling,	state
meeting management, etc.	control
Management of invoices and delivery notes
Power connection process control	energetics
User depository account management
Management of the personal profile of users, the process of currency control, the process of issuing a loan	banking
Management of design documentation, the process of forming a project plan, preparation of estimates	construction

New classes of tasks for electronic document management systems are presented in Table 7 for new classes of users.

New classes of EDMS tasks

Table 10

New classes of users have the ability to analyze documentation, have access to the electronic document management system, while using modern ways access: from a review of diverse documentation on portals to an individual viewing of documents on-line communication. The new classes of users include: clerks, Top-management, process owners, counterparties, analysts, working groups, final executors. Methods for the implementation of a full-fledged modern document flow are reduced to the coverage of new demanded functions, new classes of users and the solution of new classes of problems of the electronic document flow system.

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