Electronic document management system (EDMS): nws yog dab tsi, nta thiab cov lus pom zoo

2024 Tus sau: Howard Calhoun | [email protected]. Kawg hloov kho: 2023-12-17 10:28

Ntau xyoo dhau los, kev tswj cov ntaub ntawv hluav taws xob tau hais txog yav tom ntej. Niaj hnub no lawv tau nquag siv hauv kev lag luam ntiag tug thiab pej xeem. Tab sis qhov tseem ceeb tshaj plaws yog qhov kev thov rau EDMS tau nce mus tas li. Dab tsi yog qhov kev tswj xyuas cov ntaub ntawv hluav taws xob thiab nws ua haujlwm li cas, cia peb xav txog cov piv txwv ntawm cov tshuab ua haujlwm hauv Lavxias Federation.

Background

Txhawm rau nkag siab zoo dua li cas EDMS txoj haujlwm ua haujlwm, nws yog qhov tsim nyog los tshuaj xyuas cov ntsiab lus thiab cov haujlwm. Cov ntsiab lus tseem ceeb yog cov uas txiav txim siab xaiv ntawm ib qho system.

Yog tias ib lub koom haum tuaj yeem ua haujlwm raws li kev tswj hwm tsis raws cai, ces tsis tas yuav muaj kev tswj cov ntaub ntawv. Nrog rau kev tshwm sim ntawm cov txheej txheem kev lag luam, yuav tsum tau tswj cov txheej txheem nrog kev pab ntawm cov ntaub ntawv kom zoo. Yog tias koj tsis kam nrog cov ntaub ntawv raws sijhawm, lawv yuav pib sau thiab ploj.

Ib lub tswv yim khaws cia tshwj xeeb yog siv los ua lwm txoj hauv kev tshaj tawm cov ntawvntawm server. Tab sis nws tsis ua haujlwm ntev. Raws li lub ntim ntawm lub tuam txhab loj hlob, qhov xav tau khaws cia thiab synchronizing cov ntaub ntawv nce.

Muaj qhov teeb meem: seb puas yuav siv cov ntawv xov xwm qub lossis EDMS los khaws cov ntaub ntawv. Dab tsi yog qhov tseem ceeb uas koj tuaj yeem tau txais ua tsaug rau lub tshuab hluav taws xob? Ua kom lub koom haum ua haujlwm tau zoo.

Economic effect

Kev ua haujlwm tau zoo tuaj yeem nce hauv ob txoj hauv kev: txo cov nqi lossis nce cov txiaj ntsig. Cov ntaub ntawv EDMS tso cai rau koj ua tiav ob lub hom phiaj ib zaug. Ntawd yog, kev siv lub kaw lus tso cai rau lub koom haum siv nyiaj tsawg, tab sis khwv tau ntau dua.

Kev txo nqi los ntawm kev txo cov nqi ntawv, nkim sij hawm, kev sib txuas lus nrawm, hloov tuam txhab kab lis kev cai.

Txhawm rau ntsuas qhov ua tau zoo ntawm EDMS qhov kev pab cuam, koj yuav tsum xam lub sijhawm siv rau cov ntaub ntawv. Cov tuam txhab sab laj kwv yees tias cov haujlwm zoo li no siv 20% ntawm lub sijhawm ua haujlwm. Nyob rau hauv lub system ntawm Lavxias teb sab bureaucracy, qhov no yuav siv sij hawm ntau tshaj - 60% ntawm lub sij hawm. Kev taw qhia ntawm EDMS yuav txo cov nqi no tsawg kawg 10 zaug.

Chaw ua haujlwm thiab cov ntaub ntawv ntws

Ob nqe lus muaj feem cuam tshuam. Kev khaws cov ntaub ntawv yog ib lo lus uas hais txog cov txheej txheem ntawm kev ua haujlwm nrog cov ntaub ntawv. Qee lub tshuab EDMS tuaj yeem hloov kho raws li cov cai ntawm kev ua haujlwm hauv chaw ua haujlwm, tab sis kuj tseem muaj cov tshuab ua haujlwm raws li qhov chaw ua haujlwm tau tsim.

Ib daim ntawv yog ib chav tsev ntawm cov ntaub ntawv khaws cia hauv EDMS. Cov ntaub ntawv ntws yog tsim los ntawmntau qhov chaw: lwm lub tshuab, kev siv, e-mail, tab sis qhov tseem ceeb tshaj plaws - los ntawm cov ntawv luam tawm. Yog li ntawd, scanners thiab lwm yam khoom siv yog ib feem tseem ceeb ntawm EDMS. Lub kaw lus khaws tag nrho cov ntaub ntawv, tswj lawv cov keeb kwm, xyuas kom muaj kev txav mus los ntawm lub koom haum, thiab ua cov txheej txheem kev lag luam nrog lawv.

Hauv cov ntaub ntawv zoo li no muaj kev txiav txim siab, kev qhia thiab kev txiav txim ntawm SED. Los ntawm lawv, lub koom haum tswj hwm. Txhua daim ntawv yog muab nrog "pab". Cov kab lus hauv daim ntawv yog nyob ntawm hom ntawv. Cov ntaub ntawv khaws cia rau hauv qhov system hauv daim ntawv ntawm cov ntaub ntawv ntawm txhua daim teb ntawm daim npav zoo li no.

Functions and tasks of EDMS

Kev tswj cov ntaub ntawv yog tsim los daws cov haujlwm hauv qab no:

• kev ua haujlwm nrog cov ntaub ntawv.
• tsim cov ntaub ntawv raws li cov qauv, lawv cov npe cia;
• accounting automation;
• document classification.

Cia peb saib ze dua ntawm cov haujlwm ntawm SED. Txoj haujlwm ua haujlwm yog siv rau:

• creating cards.
• forming the text of the document;
• khaws cov ntaub ntawv ua pdf lossis ms lo lus;
• tus neeg siv txoj cai tswj hwm;
• creating routes;
• document flow control;
• xa ntawv ceeb toom, ceeb toom;
• journaling, directories, classifiers;
• order tiam;
• search thiab kos npe cov ntaub ntawv;
• report generation.

Cov haujlwm dav dav suav nrog:

• remoteua haujlwm nrog cov ntaub ntawv;
• siv DBMS los khaws cov ntaub ntawv;
• ua haujlwm ib txhij nrog EDMS;
• ruaj ntseg los ntawm daim ntawv pov thawj, barcodes thiab tus kheej.

Qhov zoo thiab qhov tsis zoo

Hloov mus rau SED muaj qhov zoo dua li qhov tsis zoo. Txawm li cas los xij, ib txoj haujlwm tsis zoo tuaj yeem rhuav tshem tag nrho cov txiaj ntsig ntawm automation. Lub hom phiaj ntawm kev siv EDMS yuav tsum ua tiav. Cov txiaj ntsig suav nrog:

• centralized structured cia cov ntaub ntawv;
• tib txoj hauv kev rau kev tsim thiab ua cov ntaub ntawv;
• siv templates;
• search;
• audit access.

Qhov tsis zoo suav nrog cov nqi pib ua haujlwm siab thiab kev cob qhia cov neeg siv nruj heev.

Cov txheej txheem ntaub ntawv

Nyob hauv EDMS, kev tswj xyuas cov ntaub ntawv hluav taws xob tau dhau los ntawm ntau theem, thaum qee yam khoom raug muab rau hauv daim ntawv. Kev ua haujlwm yog nqa tawm ob qho tib si manually thiab txiav. Hauv qhov thib ob, teeb tsa:

• xov xwm rau kev hloov pauv ntawm theem;
• kev sib cais;
• machining cycles;
• pib subprocesses, timers, processing process;
• tus neeg siv lub luag haujlwm tau teeb tsa.

Hom kev kho mob:

• Creating a document.
• Editing.
• Renaming.
• Txhob mus.
• Txuag.
• Indexing.
• Kev tshem tawm.

SED nqi

Kev tswj cov ntaub ntawv tsis tuaj yeem ua haujlwm tsis muaj ntawv tso cai, servers, kev teeb tsa tag nrho thiab kev cob qhia ntawm txhua tus neeg siv. Txhua yam ntawm cov khoom no yuav tsum tau them nyiaj ntau. Tsis tas li ntawd, peb yuav tsum tsis txhob hnov qab txog kev koom ua ke ntawm EDMS nrog rau lwm lub tshuab, hloov kho cov ntaub ntawv thiab software, kev sib tham txog kev txhawb nqa thiab lwm yam nqi kho.

Kev Taw Qhia ntawm EDMS

Kev ua tiav qhov project tuaj yeem siv sijhawm ntau lub hlis. Cov txheej txheem nyob ntawm ob qho tib si ntawm cov txheej txheem cov ntaub ntawv thiab cov peev txheej nyiaj txiag, koom haum thiab peev txheej. Kev nqis tes ua yog ua raws li cov algorithm hauv qab no:

• tsim pab pawg ua haujlwm, txheeb xyuas tus thawj coj;
• txhais cov hom phiaj thiab lub hom phiaj;
• tshuaj xyuas cov txheej txheem cov ntaub ntawv uas twb muaj lawm;
• txhim kho cov ntsiab lus ntawm kev siv;
• SED xaiv;
• xaus ntawm daim ntawv cog lus rau kev ua raws li EDS;
• txhim kho thiab pom zoo cov cai ua haujlwm;
• Tshuaj xyuas thawj cov ntsiab lus ntawm cov npe;
• EDS pre-test;
• kev cob qhia cov neeg ua haujlwm ntawm txoj haujlwm;
• xeem siv EDMS;
• ntsuas qhov ntsuas ntsuas;
• kho qhov yuam kev;
• kev ua tiav ntawm EDMS.

Kev ua yuam kev

Kev saib xyuas tshwj xeeb yuav tsum tau them rau cov txheej txheem uas xav tau daim ntawv pov thawj. Qhov yuam kev tseem ceeb yog qhov duplicate ntawm cov ntaub ntawv nrog ib qho hluav taws xob. Qhov no nyuaj rau kev ua haujlwm thiab ua rau muaj tus cwj pwm tsis zoo rau automation. Tsis muaj leej twg them nyiaj ntxiv rau kev ua haujlwm ob npaug. Nws yog ib qho tsim nyog los tsim cov txheej txheem automation yam tsis muajluam tawm. Qhov yuam kev thib ob yog qhov tsis npaj ntawm cov neeg ua haujlwm. Feem ntau, cov txheej txheem tshiab tau pom nrog kev ua siab phem. Yog li, nws yuav tsum tau piav qhia rau cov neeg ua haujlwm vim li cas EDMS tau qhia txhua, kom lawv paub txog txoj kev kawm.

Cov ntaub ntawv khaws cia technologies

Hauv EDMS, kev tswj hwm cov ntaub ntawv hluav taws xob muaj cov cwj pwm, raws li kev tshawb nrhiav, kev faib tawm, pab pawg thiab tshaj tawm. Qee zaum cov ntaub ntawv raug tsim raws li tus qauv, qee zaum los ntawm kev hloov cov ntaub ntawv los ntawm cov ntaub ntawv. Cov cwj pwm raug muab khaws cia rau hauv cov ntxhuav. Cov ntaub ntawv nws tus kheej tau muab tso rau hauv cov ntaub ntawv khaws cia, cov ntaub ntawv los ntawm nws tau muab tso rau hauv DBMS directory. Tsuas yog cov neeg siv EDMS thiaj nkag tau cov ntaub ntawv.

Dab tsi yog inline scanning?

Kev ua tiav ntawm cov ntaub ntawv nrog kev tso npe tom qab ntawm lawv cov qauv hauv cov ntaub ntawv khaws cia yog ua los ntawm kev siv scanners. Thaum lub sij hawm scanning txheej txheem, nws muaj peev xwm yuav cia li tsim ib tug barcode ntawm daim ntawv thiab sau npe nyob rau hauv lub database nrog rau cov kev taw qhia tom ntej raws txoj kev teev.

Optical text recognition

Qhov kev tswj xyuas cov ntaub ntawv hluav taws xob no EDMS hloov cov duab hluav taws xob ntawm cov ntaub ntawv hauv daim duab lossis jpeg hom ntawv rau hauv cov ntawv nyeem. Nyob rau hauv cov ntaub ntawv no, tshwj xeeb software yog siv nyob rau hauv daim ntawv ntawm ib tug stand-alone daim ntawv thov los yog kev koom ua ke ESCOM. BPM rau hauv EDMS. ESCOM. BPM yog dab tsi? Qhov no yog ib qho kev pabcuam rau kev lees paub cov ntaub ntawv ntaus hauv cov fonts sib txawv. Txawm li cas los xij, nws tsim nyog sau cia tias daim ntawv thov nyob ib leeg muaj ntau yam nta thiab paub txog txawm tias cov ntawv sau ua ke.

Barcoding

Cov thev naus laus zis no muab cov txheej txheem rau kev tsim thiab siv daim duab barcode rau ib daim ntawv. Ib tug cim barcode yog generated los ntawm lub system server. Nws tseem muab cov ntaub ntawv txheeb xyuas, nws tshawb nrhiav ceev hauv cov ntaub ntawv thiab kev faib tawm hauv qhov chaw cia. Thaum sau npe rau ib daim ntawv, ib tug barcode coj mus rau lub electronic card identifier yog luam rau ntawm daim ntawv lo. Nws yog glued rau daim ntawv version ntawm daim ntawv.

EDS

Digital kos npe tso cai rau koj los txheeb xyuas qhov tseeb ntawm cov ntaub ntawv thiab kev hloov pauv ntawm cov ntaub ntawv. Kev kos npe yog nqa tawm nrog kev pab los ntawm tus kws kho mob cryptographic thiab tus yuam sij software - daim ntawv pov thawj. Lub tom kawg yog ib cov ntaub ntawv nyob rau hauv ib tug tshwj xeeb hom, uas yog regenerated nyob rau hauv lub chaw muab daim ntawv tso cai. Txhawm rau kom muaj kev nyab xeeb ntawm cov ntaub ntawv, koj yuav tsum khaws daim ntawv pov thawj ntawm daim npav ntse lossis I-Token yuam sij. Lawv raug tiv thaiv los ntawm tus PIN. Yog tias tus lej PIN nkag mus tsis raug ob peb zaug, daim ntawv pov thawj yuav raug thaiv.

Cov ntawv sau puv thiab tus cwj pwm tshawb nrhiav

Txoj kev tshawb nrhiav yog ua los ntawm daim ntawv tshwj xeeb uas siv ntau qhov txiaj ntsig los ntawm daim npav. Piv txwv li, cov txheej txheem "Account" tshawb nrhiav cov ntaub ntawv hauv "Recipient" lossis "Sender" teb. Nyob rau tib lub sijhawm, lub kaw lus sib piv cov txheej txheem nkag nrog cov ntaub ntawv hauv daim npav thiab nkag mus rau hauv cov txiaj ntsig cov npav uas phim. Qhov kev tshawb nrhiav yog raws li qhov tseeb lossis ib nrab qhov sib tw.

Kev tshawb nrhiav puv puv yog ua raws li cov ntaub ntawv hauvcov ntaub ntawv, suav nrog cov ntawv sau los ntawm cov cuab yeej tsim hauv DBMS xws li MS SQL SERVER, ORACLE. Rau kev tshawb nrhiav tag nrho, cov ntaub ntawv yuav tsum tau nkag mus rau hauv cov ntaub ntawv hauv hom ntawv (doc), rooj (xls), kev nthuav qhia, lus.