Electronic document workflow. 2nd part
Like any system electronic document workflow consists of several elements. Certainly, concrete elements depend on organization features, organization ‘s document policy, features of branch, etc. However we will talk about the most widespread (or base) elements without which one transaction is not possible.
Document. It’s the basis of document workflow independently of electronic or paper form. Finally, it is that allows such dead mechanism as an organization to move, to create possibilities for decision-making and many other things. As well as in paper, in electronic document there are available attributes (execution term, signature, date, comments, content, structure, etc.), and the system of documents is practically identical in both environments. At the same time, the electronic document workflow allows to create any document by means of several clicks of mouse whereas to create the paper document is more difficult thing.
Document flows. This is document movement that allows the documents to become a material (or virtual) basis of “vital” processes in the organization. You have sent one document, received another, created the third one, given this one for edition, etc. In documentation entering, control, archival and some other flows are usually included.
Obviously it’s the most difficult part in the course of document workflow, and here it is possible to feel possibilities given by electronic document workflow more clearly. Actually, the processes of physical moving of documents, warehousing, archives, moving to a new archive, the control of new flows, control of certain documents are replaced with convenient system of monitoring located on your PC screen. Having pressed the button you can send some document, having pressed another – you’re able to check up the contents or a verification mode, etc. All the processes are evident that allows to receive visual representation about the system of document organization.
The workers being responsible for work with documents. They include all the personnel which deals with documents. They are document creators, controllers, executives, etc.