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Atypical approach to the organization of electronic document management systems

Keywords:

G.P. Akimova – Ph.D.(Eng.), Leading Research Scientist, Institute for Systems Analysis of FRC CSC RAS (Moscow)
E-mail: akimova@isa.ru
A.Yu. Danilenko – Ph.D.(Phys.-Math.), Leading Programmer, Institute for Systems Analysis of FRC CSC RAS (Moscow)
E-mail: pashkina@isa.ru
E.V. Pashkina – Leading Programmer, Institute for Systems Analysis of FRC CSC RAS (Moscow)
E-mail: pashkin@isa.ru
M.A. Pashkin – Research Scientist, Institute for Systems Analysis of FRC CSC RAS (Moscow)
E-mail: pashkin@isa.ru
A.A. Podrabinovich – Leading Programmer, Institute for Systems Analysis of FRC CSC RAS (Moscow)
E-mail: podrabinovich@isa.ru
I.V. Tumanova – Leading Programmer, Institute for Systems Analysis of FRC CSC RAS (Moscow)
E-mail: tumanova-irin@mail.ru


In recent years, there has been a trend towards an increase in the use of electronic means of data exchange in state bodies, including the use of electronic document management systems (EDS), this is due to the pace of information technology development, as well as data transmission speed, which sometimes plays a decisive role in making solutions.
The concept of electronic document for all its intuitive evidence has not yet been formalized at the legislative level. In EDS, focused on domestic standards of record keeping, it is customary to treat an electronic document as a collection of a registration card containing registration information and attached files containing any information in electronic form. At present, the activities of EDS developers are practically not regulated; in their work they rely on documents regulating paperwork, documents regulating the processing of information in electronic form, as well as documents of the general audit plan.
Authors offer to transfer the accent when working with the EDS from the registration card of the document to the document itself, which will allow the document to return its significance. The second proposal is to move from document management to managing business processes. With this approach, it is possible to implement the process without a document on the one hand, and the appearance of the document (s) in the course of the work. This does not exclude the use of the usual technology of work, when the document is first created, and then the usual actions are performed with it.
The proposed approach does not in any way contradict the standard business logic of the EDS. In particular, such systems can work together with electronic archives, i.e. ensure the delivery of documents to the archive storage, viewing documents in the archive, issuing archival materials to users. There is also the possibility of supporting paperwork. The proposed process-oriented approach differs significantly from the traditional EDS in terms of access control to information objects, since the entire regulatory framework governs the availability of documents, rather than business process data. While developing the EDS both traditional architecture and process-oriented, the elements of blockchain technology can be used, although this technology and its elements can not be considered a full-fledged data protection tool, since at the moment there is no regulatory framework with requirements for the implementation of such security mechanisms.

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