Electronic document management solutions
What is document workflow? It is the movement of documents in the organization since the moment of their creation or reception up to execution and departure end. It is the situation when documents of different types pass during processing from one employee to another (or from one department to another) forming thus constant routes. The document which route has been finished remains in archive with access right for some of users.
What distinguishes document workflow as a special element of the organization?
Firstly, document type (that is its template, format).
Secondly, the route of passage in the organization.
Thirdly, the regulated access to the document (who can exactly read and edit it) out of a route.
By these signs documents are united in classes. Differently, documents for which coincide a format, a route and access rights, concern one class.
In turn, classes form hierarchy. You should remember that the hierarchy of classes should not influence document workflow. That is if some accounts correspond to one contract there is a sense to make a class of “Account” subordinate to the “Contract” class.
It is necessary to tell that the organization efficiency depends on how document workflow is adjusted in the enterprise. Actually, the level of official registration of papers is a card thanks to which you can judge the organization. And the level of development document workflow is the degree of respect of the organization to itself
.
In the organization of document workflow you should know some laws.
Document workflow includes entering, proceeding and internal streams – all depends on the vector on which in the organization documents arrive. It can be administrative documents of the management (instructions, orders, decisions) or the documents transferred by other organizations or clients.
Today many organizations gradually pass from paper to electronic document management solutions. The scheme of work of electronic document management solutions
is simple: the database in which the created documents are stored is created on a server. The access to the database can be carried out through a browser (as a rule, the browser support is defined by the founder of the electronic document management solutions). The access to the base of documents can be carried out both through the local (internal) network and through the Internet. The folders of documents are distributed according to hierarchical structure of the organization. It’s the only document owner who has the right to create, edit as well as to delete documents.