Main trends, directions and prospects for the development of the global and Russian EDMS market. International Student Scientific Bulletin Key Drivers of EDMS Market Growth


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We also remind you that at the moment the material is very outdated and cannot be a basis for evaluating the functionality of modern versions of these systems or the relationship between them.

In a modern organization, electronic document management systems (EDMS) are becoming an indispensable element of the IT infrastructure. With their help, commercial companies and industrial enterprises increase the efficiency of their activities, and in government 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 EDMS, although CAD (Office Automation System), EDMS (Electronic Document Management System) and SADO (Document Management 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, managing access and distributing 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 are also used to solve applied problems in which work with electronic documents is an important component: managing interaction with customers, processing citizens' appeals, automating the work of a service department, organizing project workflow, etc. In fact, an electronic document management system is called 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 a nearly 50% reduction in the volume of the overall software market in Russia, this segment showed high stability. According to the data for 2009, its decline was no more than 20-25%. In numerical terms, the volume of the EDMS market today, according to CNews Analytics, is about 220-250 million dollars.

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

About EDMS Developers

When choosing an EDMS class solution, the customer considers various options: a boxed solution, a platform-based solution, or custom development. Russian developers mainly offer ready-made solutions, while Western developers act as platform providers, on the basis of which design solutions and custom developments are implemented. According to statistics, in the market structure, Russian developers account for 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, based on domestic management traditions, is still strong.

It is worth noting that a number of vendors have begun to provide EDMS to customers in SaaS (Software as a Service) mode, but so far this approach, for a number of reasons (trust in the provider, quality and reliability of communication channels), is more likely to be considered 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) class systems for working with documents.

According to the free encyclopedia (Wikipedia):
Enterprise content management (ECM) - management of enterprise information resources or corporate information management.

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

State initiatives around the "Electronic Document"

In 2009-2010, several global government initiatives began to be implemented in Russia related to the organization of 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 the provisions on the system of interdepartmental document management, which became the first important steps towards the implementation of the concept of "electronic government".

It is important to note that the issue of the legal basis of the electronic document is still open. Today, the activities of participants in electronic document management are regulated 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 defined at the state level, there are security requirements for information systems, but the legal status of an electronic document has not yet been determined in the legislation.

EDMS standards

Today, the activities of EDMS developers are practically not regulated. When 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 of January 10, 2002 No. 1-FZ "On Electronic Digital Signature" (as amended on November 8, 2007);
  • GOST R 6.30-2003. Unified system of organizational and administrative documentation. Requirements for paperwork (approved by the Decree of the State Standard of the Russian Federation of March 3, 2003 N 65-st);
  • Decree of the Government of the Russian Federation of September 22, 2009 No. 754 "On approval of the Regulations 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 the Federal Laws of July 27, 2006 N 152-FZ "On Personal Data" and of December 27, 2009 N 363-FZ "On Amendments to Articles 19 and 25 of the Federal Law "On Personal Data".

Since GOSTs are advisory in nature, the developers include maximum flexibility in their solutions so that, depending on the customer, various schemes for working with documents can be implemented on the basis of the system. Often, the architecture and logic of the system must provide different and sometimes opposite approaches to document flow automation. The lack of generally accepted standards is a problem not only for developers, but also for customers, since the choice of requirements for an 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, etc. class). The rules and regulations for working with documents may differ from enterprise to enterprise, not only within the same industry, but even within the same group of companies. A few simple examples: does the enterprise work according to GOSTs or not? How well does the work with documents correspond to GOSTs? Is senior management ready to work in the system or will assistants and secretaries work for top management? Does the enterprise use any of the Western management practices? What automation tools do employees use at 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 a modern EDMS is to offer an adequate solution 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 Management (1C), Boss Referent (BOSS - Referent, IT Group), DELO (EOS), EUFRATS (Cognitive Technologies), MOTIVE (Motive). We deliberately did not include in it the solutions of Russian developers based on the Documentum platform (EMC Documentum), since in this case it is impossible to 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 of the EDMS is an attempt to assess the capabilities and readiness of software products to solve the actual tasks of organizing electronic document management in an enterprise.

The criteria highlighted in the review will help you analyze the possibilities of the solutions under consideration 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 settings.

The general characteristics of the systems were placed in a separate table.

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

If we analyze new versions of systems that occupy leading positions in the market, it is worth noting 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, 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 for the EDMS is not mandatory, and most importantly, the demand for it in Russia has not been fully formed.

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

  • "+" - the opportunity is implemented;
  • «+/−» - the feature is available with limited functionality or additional software needs to be purchased;
  • "−" - the possibility is not 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. Working 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 setup tools




Rice. 8. Standard setup tools

Table 9. ERMS functionality summary




Rice. 9. Final Evaluation of ERMS Functionality

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

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 Gartner Magic Quadrant principle, in which systems located in Quadrant I have the optimal ratio according to the “optimum price/functionality” criterion. In 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 makes it possible 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 Directum, DocsVision, MOTIV and EUFRATS systems. The remaining systems are located in the II and IV quadrants. The only exception was the DELO system, which also fell into the first quadrant of the diagram for an EDMS for 20 users. The results obtained by the EDMS Globus Professional, PayDox, 1C: Document Management, Boss Referent, DELO show that these systems do not offer an integrated approach for automating work with documents, but are niche offerings focused on solving only a certain class of electronic document management tasks. 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 the presented overview will be useful to you when choosing a system. I would like to note that by implementing the 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 management.

P.S. For the preparation of the review, only publicly available materials from the official websites of 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.

Many of you have been using EDMS for a long time in your work, some are in the process of implementation, but there are those who are still eyeing. Nevertheless, knowledge of modern company records and information management systems will be useful for both novice and experienced users. EDMS selection criteria

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

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

  • increase the efficiency of company management by providing management with all the necessary information for decision-making;
  • 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 dismissal or layoffs of employees), i.e. ensure the continuity of business or business processes.

Naturally, information about the usefulness of modern technologies 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 EDMS in your work for a long time, someone is in the process of implementation, but there are those who are still eyeing.

Nevertheless, knowledge of modern company records and information management systems will be useful for both novice and experienced users.

The market is actively developing, there are many products, business solutions, additional options designed to solve a variety of problems. 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 the 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 obsolete and will no longer be used by employees.

DOW service - EDMS customer

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

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

I know many cases when clerks actually became developers of electronic document management systems, prescribing the requirements for the system from scratch. This was the beginning of their journey through the throes and the long processes of development, refinement, and implementation of the system.

At first they acted as business analysts - describing all the processes of document circulation. Then in the role of testers, accepting the results. Well, and then in the role of teachers, teaching employees of their organization how to work with the system. Naturally, all these processes are very lengthy and take a significant amount of time - at best, several months, at worst, years. Later, they confessed to me that if they could have participated earlier in the selection process, they would have saved themselves a lot of effort and time, 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 are guided by the requirements of users. Only they do not take into account that users often do not know what requirements to present and what are the ways to implement their tasks.

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

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.

For February, 2010 in the catalog of electronic document management systems on the website of TAdviser there were about 179 names, the list of the Docflow catalog contains 170 products, also there are various independent portals about document management systems where the list of solutions contains 45 names. DSS Consulting highlights the solutions of about 15-20 companies that have multiple and successful implementation projects over several periods.

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

Systems can be called in different ways: "office automation system", "electronic office", "company operational management system", "content management system", "ECM system", etc.

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

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

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

The problem of choosing an EDMS

The abundance of offers 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, because even a good system can be set up so that it does not work effectively.

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

At the end of 2008 - beginning of 2009. DSS Consulting conducted a study among companies - users of the EDMS that implemented the EDMS in 2008. To the question: "How do companies choose the EDMS?" the most popular responses were:

  • chosen according to the recommendations;
  • analyzed information on the Internet;
  • chose the first available solution;
  • decision "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 failure of the organization to achieve its goals and lagging behind in development.

Therefore, 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, to formulate requirements for the EDMS, based on objective criteria for evaluating and comparing the EDMS presented on the market, to select the appropriate product and ensure its effective use .

EDMS selection criteria

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

The EDMS of an organization 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 company's business processes, 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 to be fast and preferably without interruption from 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;
  • the platform and technologies used;
  • reputation of the developer and supplier (the 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. EDS customers have long known that a cheap product is not always a good one.

The system should be accessible so that the customer can carry out some system settings himself, for example, independently connect and configure dictionaries, directories, standard document routes, etc., without resorting once again 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 extension 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 takes into account what platform it is built on and what technologies are used. And here the priority is given rather not to novelty, but to stability and reliability. Not the last role in the choice is played by the used database management system (DBMS) and development tools.

If the organization already has a corporate standard for the DBMS, then it is more logical if the EDMS follows 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 disruption 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, the quality of technical support, and the frequency of release of system updates are evaluated. Equally important is the choice of a reliable company - the supplier of EDMS, if the developer company does not work directly with customers.

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

Perhaps the most important criterion is the functional completeness of the system. No matter how good the system is in all other respects, its main task is to ensure the performance of electronic document management functions.

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 on an experimental stand. This is not enough for the successful practical use of EDMS.

It is practically impossible to make the right choice without conducting 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.

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

Market of electronic document management systems

Currently, in the domestic IT industry, one of the most dynamic areas is the market for electronic document management systems (EDMS).

With a general dynamics of the IT market of 6% (according to IDC), in 2013 its growth was about 23%, which, in addition, exceeds twice the global indicators of this segment, as well as the growth rate of the software market (15%). archive document management program electronic

According to Denis Vladimirovich Morozov, Deputy Head of the Center for Analytical Systems and Developments, the reason for this state of affairs is related to the implementation of large-scale informatization programs in the public sector and the active construction of e-government.

It is the electronic document management that is, in fact, the circulatory system of a state or commercial enterprise.

The size of the EDMS market in Russia, according to various estimates, is about 26 billion rubles, of which about 75% falls on implementation services and about 25% - directly on the sale of licenses.

In the structure of the market, most of the sales are accounted for by large enterprises (about 45-50%). The public sector almost completely occupies the other half of the market (about 40-45%), leaving SMB no more than 10-15%.

The competition in the EDMS market today is quite dense. At the same time, five companies control more than 60% of the market: EMC, Cognitive Technologies, 1C, Directum and Microsoft (according to IDC data for 2013) in terms of turnover. At the same time, it is known that EMC and Microsoft are represented on the EDMS market by replicated solutions of partner companies.

Among the participants in the study, we chose EDMS that are actively developing and have proven themselves in the user environment: 1C: Document Management, CompanyMedia from InterTrust, DocsVision, SharePoint and Delo from EOS, Directum, Thesis from a Russian developer "Holemont" and software development "E1 EUFRAT" from Cognitive Technologies.

It is worth noting that, in addition to the products participating in the review, there are several dozen more systems on the EDMS market, most of which have not received large-scale distribution.

Market leader products have a roughly equal set of key functions (document registration, life cycle control, routing, reporting, etc.).

Therefore, it makes no practical sense to compare systems according to these criteria.

On the other hand, when choosing a system, of increased interest are the features that are among the market trends and are an essential addition to the EDMS functionality (for a number of developers, along with the main features, they are included in the basic functionality) when working with documents in organizations of different levels. These include services for maintaining contracts, a web client, work management, integration with 1C, maintaining a client base and an archive of documents, entering and recognizing documents (OCR), as well as citizens' appeals.

Looking ahead, we can say that in the near future, innovations such as the possibility of gamification and socialization of solutions can easily enter this list.

This is a kind of new stage in the development of the EDMS, which allows the presentation of information in a playful way, as well as communication between users of the system according to the principles of organization, close to social networks.

One of the determining criteria for choosing an EDMS buyer has been and remains the price of the product.

For the greatest representation of the price offers of the research participants, we chose two comparative cuts for the maximum configuration (based on the sale of a license for 200 users) and the minimum configuration (based on the sale of a license for 10 users).

When preparing the study, information from open sources was used (the Internet, information sites of the considered software products and development companies, demo versions of the EDMS).

Thus, the functional criteria of the study included the presence of options in the EDMS:

  • - web client
  • - managing contracts,
  • - work management,
  • - integration with "1C",
  • - maintenance of the client base,
  • - archive of documents (automatic import of documents),
  • - document recognition (OCR),
  • - appeals of citizens.

The results of comparing the functionality of the EDMS according to the specified criteria are presented in the table below.

Scoring according to these criteria was carried out according to a three-point system:

  • 2 points - if the function is present in the software product and included in the basic package of the system declared by the developer (there is no need to purchase it additionally);
  • 1 point - the function is declared by the developer, but is not included in the basic package (it is necessary to purchase it additionally);
  • 0 points - the function is not declared.

Table of results of comparing the functionality of the EDMS according to the criteria: “Availability of a web client”, “Contract management”, “Work management”, “Integration with 1C”, “Maintaining a client base”, “Archive of documents (automatic import of documents)”, “Recognition documents (OCR)”, “Appeals of citizens”

The following are the results of comparing the cost of EDMS in their declared minimum configuration. The minimum configuration should be understood as the minimum available set of system functionality, which includes the possibilities considered in the study. The calculation used the prices declared by the developers for user licenses, which allow using all the minimum functionality of the system.

To assess the EDS for this criterion, the system cost scale was divided into seven equal intervals with a distance of 20,200 rubles (the difference between the highest and the lowest cost of the EDS, divided by the number of intervals), within which it was believed that the participants in the study were of equal cost and received the same points. .

At the same time, the minimum score (1) was assigned to the EDMS with the highest price, and the maximum score (in this case, 7) was given to the lowest.

Table of comparison of EDMS according to the criterion "The cost of the system in the minimum configuration"


Below are the results of comparing the EDMS according to the criterion "The cost of the system in the maximum configuration."

As in the case of assessing the SED by the criterion of the cost of the minimum configuration, the scale was divided into seven equal intervals with a distance of 141,298.6 rubles (the difference between the highest and lowest cost of the SED, divided by the number of intervals), within which it was considered that the study participants have the same value and received the same points. At the same time, the minimum score (1) was assigned to the EDMS with the highest price in this configuration, and the maximum score (in this case 7) was given to the lowest.

Table of comparison of EDMS according to the criterion "The cost of the system in the maximum configuration"


Then the criteria were ranked according to their level of significance for a potential user. The ranking was based on the data of a sociological survey of 7563 representatives of the IT service of medium and large enterprises in Moscow and 21 cities from the subjects of the Russian Federation. The most important for the respondents was the price criterion of the EDS in the maximum configuration. He was given the highest score of -1. Other criteria received values ​​in the range from 0 to 1 in proportion to the level of their significance for users.

Table of coefficients of significance of criteria

The final score for each SEC was calculated as the sum of the scores obtained for each criterion, multiplied by the weight of each criterion. The final table of the research results is given below.


Thus, the E1 EUFRATS system from Cognitive Technologies became the winner of our rating. The system has the most complete functionality at the lowest cost. The absence of additionally purchased modules makes the system attractive for customers of different status and rank. In second place is the EDMS DocsVision. Despite the need to purchase the necessary functionality using plug-in modules, the price of the basic system configuration remains quite profitable, although it is inferior to the E1 EUFRATS EDMS.

And, finally, the Thesis system took the third place in the ranking. EDMS is more suitable for small and medium-sized businesses - with a small number of licenses, the basic functionality declared by the developer is quite sufficient for work. However, the system begins to noticeably lose with an increase in the number of user licenses.

September 15, 2015 2:04 pm

QuestionsPCWeek is answered by Istomin Konstantin, Executive Director of the companyDIRECTUM. The questions were asked as part of the PC Week/RE 20th Anniversary Review.

When the EDMS/ECM-systems segment began to form in Russia, what are the key points and stages in its development?

The beginning of the formation of the segment can be called 1995, when the first circulation systems focused on office work became noticeable. Euphrates and Delo are examples of such systems. The Russian tradition of vertical workflow, in which the document, before reaching the executor, must go through the manual, determined the features of the first automation systems. The main tasks of automation were the registration and control of the execution of documents, the preparation of reports. Work in such systems was based on registration cards. It is too early to talk about enterprise content management at this stage, but this is how the very beginning of the segment development was indicated.

At the next stage, which lasted approximately from 1997 to 2000, electronic archives of documents appeared on the Russian market. One of the representatives is the DOCS Open system. At that time, this direction did not receive special development in Russia, again due to the specific tradition of record keeping and document management.

Around the same period, the first workflow systems appeared, they were aimed purely at automating interaction and worked in isolation from document management processes. An example is the Russian OPTIMA WorkFlow system and Western Staffware.

Integrated systems appeared in 2002-2003. They combined workflow mechanisms and the possibility of organizing electronic archives of documents. Just at this stage, we can talk about the emergence of full-fledged electronic document management systems, which made it possible to work, among other things, with the content of documents. A technological milestone at this time is the creation of their own development platforms based on the capabilities of the Microsoft SQL Server and / or Oracle DBMS. A good illustration of that period was the DOCFLOW 2004 exhibition-conference. At that time, the event was more like an exhibition: the participants gathered to see Jukeboxes and powerful industrial scanners that were widespread abroad ... After a couple of years, the conference acquired a more there is a practical interest in using solutions. Docsvision and DIRECTUM have become prominent representatives of complex Russian systems, and the western Documentum system has begun active promotion in Russia. In addition, domestic systems based on Lotus Notes were actively developed as a separate branch.

2006 can be called the year of the formation of modern ECM-systems, combining the functionality of document management and interaction. At the same time, the research company Gartner formulated the criteria that ECM systems must meet. The new versions of Russian complex systems also reflect the new concept of ECM. Also during this period, various business solutions began to be actively developed, designed to cover a variety of tasks for companies based on a single ECM platform.

From 2011 to the present, in ECM, as in the entire field of IT, the trend towards user orientation has clearly stood out: systems become more convenient, there is an emphasis on creating intuitive interfaces. Mobile solutions are being developed everywhere, which have become in recent years no longer a trend, but a necessary condition for the existence of modern ECM systems. The trend of development of cloud products is developing, the market is signaling the readiness of customers for SaaS solutions in the field of document management. Although here Russia lags behind Western markets by sensations of 2-3 years.

How did this segment of the IT market survive the crises of 1998 and 2008?

In 1998, the Russian EDMS/ECM market as such did not yet exist (it was very small). The main characteristic of the crisis can be called the refusal of users of Western systems - the default has affected with all its consequences.

In 2008 there was an active growth of the EDMS/ECM segment, a great interest of customers. Therefore, with the general economic downturn in the IT industry, this segment suffered the least. Sales decreased, but there were no serious shocks, the recovery took about a year.

How is the situation different from that observed during the crises of 1998 and 2008? What are the prospects for this market segment in the near future?

The present situation is similar to the 2008 crisis in terms of “usual” crisis manifestations. There is a general decline in business activity, the dynamics of sales has decreased.

In general, the current situation is markedly different from 2008.

First, the current crisis is seen as a protracted one. fundamental reasons for Russia - oil prices and sanctions - are unlikely to change quickly, it will take 2-3 years to recover.

Secondly, today the ECM market has reached its maturity: customers know what they need from systems, and quite clear requirements are put forward for solutions. In general, the approach to the issue of automation has changed: efficiency has become a tangible indicator. And if the customer sees “in numbers” the benefits of implementing an ECM system, he makes a completely conscious, balanced decision.

As before, large companies have a real need for automation, for which economies of scale allow them to better appreciate the benefits of implementing ECM solutions. The main stimulators of the market are representatives of the oil and gas industry, the defense industry and state corporations, as well as export-oriented enterprises.

Support is also provided by the active position of the state in relation to the IT sector: barriers to the use of electronic documents have been significantly reduced, the trend of import substitution against the background of the growth of the dollar and Western sanctions increases the chances of domestic developers.

In the future, further growth of the EDMS/ECM market is expected to be much larger than the IT market as a whole, while the growth rate during the crisis period will depend on the state of the economy. Mainly, the growth trend will continue in large enterprises, medium-sized companies will give preference to lighter, ready-made, inexpensive solutions. This is where cloud technology comes into play. A larger decline is expected in public authorities due to severe budget cuts. The inter-corporate workflow market, which is a bit apart from ECM, but related to it, is now in its infancy and is expected to grow sharply, which creates new opportunities.

 

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