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Optima Workflow, developed by Optima. Comparative analysis of electronic document management systems "Boss referent" and "Directum" Functional structure of the system boss referent

EDMS is focused on the needs of that part of the commercial and government organizations who choose EDMS, first of all, for the introduction and support of regulations that ensure rapid decision-making and control over their implementation.

The leaders of such organizations consider the implementation of the EDMS as necessary condition: a) increasing the manageability of organizations, b) maintaining the integrity of the organization in the face of growth and expansion of business, c) giving organizations the ability to quickly change in response to external requirements and to solve internal tasks development.

Project results

In the course of projects for the implementation of EDMS BOSS-Referent, the following main tasks are solved:

Analysis and clarification of the document flow regulations adopted in the organization. In the absence of regulations, they are developed.
Implementation in the EDMS of approved regulations for office work and document flow.
Correspondence automation.
Development and implementation of procedures for monitoring performance discipline.
Training end users to work in the EDMS in accordance with the regulations.
Training of customer's specialists in setting up, adapting and developing regulations electronic document management.

As a result of the introduction of the BOSS-Referent EDMS, organizations, as management structures, get the opportunity to become significantly more controllable, adaptive and, therefore, more competitive.

Emphasis on management

BOSS-Referent EDMS, which has a long history of use in government agencies, includes advanced functionality for working with correspondence and orders. Therefore, when developing a new, third, version, the emphasis was placed on the automation of decision-making procedures for documents.

These efforts have been implemented in two new modules of the system: “Setting up decision making” and “Decision making”, using workflow mechanisms. The first of them allows you to quickly create and modify electronic regulations for working with documents, the second one provides end users with work on them.

The new BOSS-Referent EDMS modules cover three processes of working with documents:

preparation of a document (creation and approval), i.e. preparation of a decision that is recorded in the document;
actually making a decision on the document (signing, approval).
execution of the decision contained in the document (registration of the document, sending to the addressee, formation of instructions, familiarization, distribution).

This approach guarantees the ability to track the performance discipline of the organization at all stages of adoption and implementation. management decisions, including in geographically distributed structures.

Custom solution and constructor

BOSS-Referent v.3 EDMS is a combination of a ready-made custom solution and a constructor that allows you to automate workflow procedures that are unique to this customer during the project.

The customizable core of the EDMS BOSS-Referent is formed by the basic supply systems standard electronic regulations for the workflow of general management documents: contracts, memos, applications, letters and organizational and administrative documents.
Adapting the system to take into account the specifics of the customer consists in designing standard workflow regulations for specialized documents from ready-made blocks of the system - the stages of passing documents (preparation, approval, registration, etc.), approval blocks (parallel, sequential, with transitions according to conditions) and cards documents. Design is performed by means of IBM products - Lotus Domino Designer and Lotus Workflow Architect.

The customer’s specialists (if they have the necessary qualifications) can modify the built-in workflow procedures and create new specialized procedures or, within the framework of custom development– employees of Aplana and its certified partners.

1.2 Description of the Boss Referent EDMS

Using EDMS BOSS-Referent in management process leads to the optimization of the movement of corporate documents, the acceleration of decision-making by the management of the organization and the improvement of the quality of management, the improvement of executive discipline and the efficiency of the personnel. Boss-Referent electronic document management system pays off within 6 months to 2 years.

The BOSS-Referent program helps organize document flow according to the standards of the quality management system and is a reliable assistant in solving managerial tasks.

System Usage:

Allows you to refuse paper workflow to the maximum extent;

Helps to optimize work with contracts, applications;

Organizes effective management projects;

Improves control over the execution of tasks and instructions from the management.

When introducing the BOSS-Referent electronic document management system in state and power structures, a basis is created for establishing the exchange of information with external users according to the type " e-government» and organizing the work of portals public services. The BOSS-Referent software product ensures the transparency of activities and improves the quality of services provided by the state. The system makes it possible to reduce budgetary expenses for the maintenance of government bodies, increase the productivity and efficiency of management, and better control executive discipline. In private organizations, the creation of a system increases the efficiency of management decisions, the productivity of staff by reducing the time it takes to process a document and search for the necessary information.

EDMS BOSS-Referent has a number of undeniable advantages, namely:

Creation of a single information field in organizations with a wide branch structure;

Rapid implementation with adaptation to the requirements of the organization with the involvement of customer specialists in solving these issues;

A convenient and accessible interface allows the organization's personnel to short time to master the work in the system;

Efficient work of users is carried out through the client Lotus and web;

Reliable operation of the system, support and administration in all branches from a single center in 24/7 mode;

Reducing traffic when working in a distributed environment;

Ample opportunities for the growth of the system in terms of the number of users, types of documents, sites;

High level of information security;

Rich and successful implementation experience, professionalism of developers;

Attractive and affordable price at high quality system operation.

Creation of an electronic document management system in a company includes the purchase required amount licenses, work on the formulation and implementation of the system, staff training, organization of support and maintenance of the system. BOSS-Referent partners sell licenses to end users. It is necessary to purchase licenses for the BOSS-Referent program and licenses for the IBM Lotus Notes/Domino platform according to the number of users in the system.

As a result of the introduction of an electronic document management system, the organization gets the opportunity to put things in order in the document flow, reduce the time for processing documents, and improve control over the execution of documents. The efficiency of decision-making by the company's management increases due to the quick search for the necessary information. In competition, an important aspect is the safety of information, which the BOSS-Referent EDMS provides in full. The creation of a single information space improves the interaction between authorities, makes the activities of state structures more transparent.

An electronic document management system built on the basis of the system documentation support management of the BOSS-Referent can be conditionally represented as a combination of several layers.

The BOSS-Referent system consists of the following modules:

Server hardware, client workstations, local area networks, modems, printers, scanners, uninterruptible power supplies and other technical means.

Figure 1 - Layers of the BOSS-Referent management documentation system

Operating system: network operating system Windows, Linux, others and transport protocols that combine all the hardware into a single complex.

Lotus Notes/Domino is an application software platform that is an add-on to a network operating system and includes tools for storing documents, replicating (synchronizing) data, full-text search, Email and other important mechanisms.

BOSS-Referent - applied interconnected software modules working in the Lotus Notes/Domino environment and supporting business processes of managerial and, in part, functional workflow.

Organizational and regulatory support: regulations, work rules, instructions for users and system administrators, etc.

The BOSS-Referent includes a set of interconnected subsystems designed to create an electronic document management system and office automation.

Figure 2 - The structure of the electronic document management "BOSS-Referent"

The BOSS-Referent electronic document management system is an excellent example of how highly qualified specialists approach the tasks assigned to them. It was developed by BOSS-Referent to automate management workflow and office work. Established in 1996, today EDMS BOSS-Referent is one of the leaders in Russian market ECM class solutions (Enterprise Content Management). Of all the EDMS jobs installed in 2008, 25%, that is, every 4th, was implemented on the BOSS-Referent system (according to the EDMS market survey data released by DSS Consulting).

On the BOSS-Referent platform, the largest EDMS in Russia were built in the Federal tax service RF (FTS) - more than 85,000 users, and in the MTS company - the system unites more than 25,000 employees.

The above facts quite fully explain why, when searching on the Internet, the combination of the words "boss referent" almost immediately after the description of the profession of a referent or assistant secretary and the history of the origin of the word "boss" along with articles on how to interact with these same bosses in professional activity, you can find links to this product.

The main screen visually gives the user an idea of the current state of affairs. The employee can easily assess the number and essence of the immediate tasks, the volume of mail and documents received by him for processing, and, if desired, move on to a specific document, letter or assignment. New tasks will not leave the worker alone until they are completed.

Figure 3 - Main screen of the program

One of the goals of the program is to keep the workplace clean and tidy. Typically, a user works with several dozen documents. In order to limit the number of displayed documents, radio buttons that work together are used, which do not radically change the context, but refine the current view of the list of documents.

Figure 4 - Order Screen

The users of the BOSS-Referent electronic document management system are federal and regional authorities, state unitary enterprises, commercial companies, including both holdings with a large branch structure, and small organizations.

Automation of document management with the help of BOSS-Referent leads to an increase in the productivity of employees, facilitating access to information for making management decisions, improving performance discipline, and, consequently, to a general improvement in the quality of management.

Management tasks solved by EDMS BOSS-Referent:

Organize efficient work with contracts;

Make internal corporate document flow as paperless as possible;

Automate the workflow of federal or regional authorities;

Ensure quality control over the execution of instructions from managers;

Increase the efficiency of work with applications;

Establish document management within the quality management system.

Not surprisingly, "boss referent" queries are often typed into search engines representatives like commercial organizations and power structures.

Implementation of EDMS BOSS-Referent gives the following results:

Improving the quality of public services;

Improving performance discipline, increasing manageability;

Increasing transparency and openness of activities;

Reducing the cost of ensuring the work of government bodies;

Establishing the basis for an integrated information system type of "electronic government" (interdepartmental document management, EARs, archives, portals of public services).

The payback period of the system is from six months to 2 years.

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Using the documentation on the systems from the official websites of the developers, it will be possible to conduct a comparative analysis of these programs by characteristics.

General information the programs are presented in Table 1.

Table 1. General information about the "Boss Referent" and "Directum" programs

Comparison options	Program "Boss Referent"	Program "Directum"	Additional Information
1. Server operating system	Windows Server (2000,2003),	Windows Server (2000,2003,2008)	Better boss referent
2. Client operating system	Windows (2000, XP, Vista, 7), Linux, MacOS	Windows (XP, Vista, 7)	Better boss referent
3. Means of work on mobile devices			Better Directum
4. Possibility of integration	1С, MS Office, MS SharePoint, Active Directory	1С, MS Office, MS SharePoint, Active Directory, Open Office	Better Directum
5. Demo version			Better boss referent

The first two comparison options are Server Operating System and Client Operating System. The EDMS "Directum" has compatibility with a smaller number of operating systems, in contrast to the EDMS "Boss-Referent".

The third parameter "Tools for working on mobile devices" confirms the advantage of "Directum" EDMS due to the possibility of using the program on mobile phones, tablet computers, etc., but is not an important enough function for document management.

The fourth parameter "Possibility of integration" shows that both systems have the ability to integrate with third-party programs, such as MS Office and 1C, which are widely used in enterprises of various sizes, but the Directum EDMS can be integrated with a large number of programs.

The demo version of the programs (parameter No. 5) is present only in the EDMS "Boss-referent".

Table 2. Technological capabilities of the programs "Boss-Referent" and "Directum"

Comparison options	Program "Boss Referent"	Program "Directum"	Additional Information
1. Registration of documents
2. Create documents based on existing ones
3. Registration from email
4. Registration of documents from MS Office
5. Registration from the scanner

7. Work with draft documents
8. Working with documents in Off-Line mode.
9. Remote access

11. Delegation of authority (permanent or temporary)

When comparing the technological capabilities of these programs, 11 parameters were selected for comparison.

Registration of documents, as a basic function of any workflow system, is present in both programs.

The second parameter for comparison - "Creating documents based on existing ones" is missing in both EDMS, which is a significant drawback of the programs.

Registering documents from e-mail is a handy feature that saves time and is available in both programs.

The fourth parameter "Registration from a scanner" is only partially present in both EDMS.

Comparison parameter No. 5 "Registration of documents from MS Office" is partially present in the "Directum" EDMS, which gives it an advantage here.

The formation of a mailing list is present both in the EDMS "Boss Referent" and in "Directum", which facilitates the work of compiling a list of contacts and makes it easy to send messages to groups of people by various features classification.

Work with draft documents is provided fully in both compared EDMS.

Off-Line operation seems to be possible only in "Directum". This function is of particular importance and ease of use, because. the provider does not always guarantee uninterrupted access to the Internet, and thanks to this option, documents will always be available for editing.

The "Remote access" parameter is present again only in the "Directum" EDMS. This feature is a great advantage for performers, using remote access to the EDMS, the user can receive up-to-date information at any time, anywhere.

Delegation of authority (permanent or temporary) is present in both EDMS, but to a limited extent. This function has great importance: it allows you to assign access rights to the accounts of performers, facilitates the process of transferring information when an employee goes on vacation or when he is fired.

Table 3. Service capabilities of "Boss-Referent" and "Directum" programs

For all three comparison parameters, both programs showed the same results, which indicates that the service capabilities of these EDMS do not have fundamental differences. Both systems have a search by attributes and other parameters, the ability to combine different types of search in one search query, the function of exporting search results to third-party applications.

Table 4. Security features of "Boss-Referent" and "Directum" programs

The assignment of rights by the user and the assignment of rights by user groups is present in both programs.

"Issuance of temporary rights" is partially available in the EDMS "Boss-Referent" and is fully possible in "Directum".

Tools for monitoring processes in the system are present in both programs, but in the system "Directum" is not provided in the demo version.

"Availability software tools control of the integrity of documents" is absent in both systems, which is a significant drawback in ensuring a secure workflow.

Purpose of the BOSS-Referent system

The BOSS-Referent system is designed to automate management workflow and office work. Its consumers are commercial companies, federal state unitary enterprises, government bodies authorities.

The main results of the system implementation are:

- Increasing the manageability of the organization. A new level of performing discipline.
- Support for the regulations of intra-corporate interaction. Increasing the speed of decision making.
- Creation of conditions for the exchange of knowledge and information. Improving the organization's processes, products and services.

Advantages of the BOSS-Referent system

- Means of creating a single information and management space for organizations of any complexity: distributed, multi-level, functional and design.
- Support for complex document approval routes.
- Development of the solution. Rapidly automate business processes with built-in document workflows that are customizable and customizable.
- Reliable operation, high performance, ease of administration and scaling, Web access.
- Availability of information security tools. Possibility of building a system of legally significant electronic document management on the basis of BOSS-Referent.
- Ease of development by users.
- Successful use of the system by leading companies and organizations in Russia.

System functionality

The BOSS-Referent system provides process automation:

- documentation support for decision-making, including the creation of a draft document, its approval, approval and sending to the archive;
- control of executive discipline, including the processes of formation of instructions and control of their implementation;
- Dealing with incoming and outgoing mail.

These functions can be implemented in organizations and companies that have a multi-level, geographically distributed and functional design structure.

Automated Functions

- Documentation support for decision-making:
- Automation of approved regulations and management of their changes.
- Maintaining the work of end users in accordance with the regulations.
- Substring of regulations during their use "on the fly".
- Control of the passage of documents in accordance with the regulations: dates, visas, versions and revisions of documents.
- Support for complex matching schemes: parallel, serial, with transitions by conditions.
- Working with versions and revisions of documents.
- Processing of incoming and outgoing documents:
- Registration of correspondence received in various types. Linking documents "by question".
- Imposition of resolutions. Forwarding documents within the organization via customizable routes.
- Support for complex registration numbers.
- Ensuring the work of several offices.
- Control of performing discipline.
- Fast access to documents related to new and previously created instructions.
- Formation of instructions, adjustment of the list of executors and deadlines for the execution of instructions.
- Monitoring the timing and work on the implementation of instructions.
- Monitoring and statistics of the execution of orders and processing of documents.
- Support for complex organizational structures companies and organizations.
- Maintaining data on subordinate companies, divisions and employees of organizations.
- Support for mechanisms of trustees, delegation of authority and combinations.
- Management of the rights of employees to create, approve, sign, register documents, etc.

Functional structure BOSS-Referent systems

Additional features

Report "sMan report generator

The Report "sMan report generator for Lotus Notes (developed by Aplana) provides the preparation of complex reports for users of any Lotus Notes applications and, in particular, for users of the BOSS-Referent electronic document management system.

Report "sMan can be connected to any Lotus Notes database of any design. It works with arbitrary parameters when generating reports and performs automatic processing of macros. The report generator allows you to store sample reports for their subsequent reuse, as well as export reports to MS Excel, MS Word, HTML and PlainText.

For potential partners and users of the Report "sMan program, Aplana provides the opportunity to work with it in test mode for one month.

Scanning and text recognition systems

The BOSS-Referent system is integrated with ABBYY FineReader (version 4.0 or SE 7.0) and CuneiForm (version 10 and higher) scanning and text recognition systems. The presence of integration allows you to organize a quick automatic conversion of documents from paper to electronic form and easy entry into the system.

BOSS-Referent offers three options for using scanning tools in electronic document management and office automation systems:

- Using a desktop scanner to organize individual scans. It is recommended to use in organizations with a small amount of incoming documents.
- Using network scanners for workgroups
- Use of a streaming line of scanning, providing fast automatic conversion of documents into electronic form in a continuous streaming mode. Such scanning is performed using barcode technology and is recommended for use in organizations with a large volume of incoming correspondence, with a geographically distributed structure of the management apparatus, in the central offices of ministries and departments.

Fax Server Extra Fax

Integration of the BOSS-Referent system with the ExtraFax fax server (by Extracomm Technologies Inc.) provides the ability to send and receive faxes and e-mails, route incoming messages, calculate traffic costs using the built-in billing system, and also perform many useful functions for working with faxes.

Users can access the ExtraFax server through a standard Lotus Notes client, any web browser, or "print documents to fax" from any Windows application using the ExtraFax Print-to-Fax driver.

The client site settings, which can be done through the standard Notes client and over the Internet, allow you to select fax headers, as well as send messages on a scheduled and priority basis. When printing documents from Windows applications, address books on the Domino server can be used to select a destination.

Very user-friendly: a single mechanism for sending faxes and e-mails, the ability to send documents from a Windows environment to a fax with one click of the right mouse button, as well as automatically sent notifications about the results of sending faxes. Routing of incoming messages, setting up individual and collective fax headers, and a built-in billing system allow you to organize group work with faxes. The program provides an opportunity to differentiate access rights with faxes - for working with faxes (creating, reading, deleting, forwarding, etc.) and for sending faxes via long-distance or international lines.

System Composition

An electronic document management system built on the basis of the BOSS-Referent can be conditionally represented as a combination of several layers:

- "hardware" (servers, client workstations, networks, etc.) and a platform (network operating system Windows/Linux/Sun and transport protocols) that combines all the "hardware" into a single complex
- IBM Lotus technology - a technological platform that is an "add-on" over a network operating system
- the BOSS-Referent system, which is a Lotus Domino application consisting of databases in the nsf format.

Technological features

1. Support for the work of geographically distributed organizations

The architecture of the system allows you to deploy the system on several independent structures of Lotus servers and, in particular, organize work on the most complex configuration of Lotus Domino R6.5X servers - in a "two-level star" topology. Two radial servers that belong to the same parent server and "see" it can exchange information packets directly.

2. Support for real distribution

A distinctive feature of the system is the support of procedures for management workflow and office work in geographically distributed organizations.

- The system automatically sends: a) to all participants in the approval process a copy of the draft of the agreed document, b) to the person responsible for preparing the document (making a decision) visas and comments of the participants in the approval, additional documents.
- After the approval is completed, the system updates the status of the document and informs all participants in the approval process about it.
- The familiarization stage ends with the automatic sending of the document (and all its copies) to the archive bases.

At any time, all employees working on a draft document have its current copies, have information about the status of the document, and can also view information related to the issue - comments, instructions, etc. formed during the coordination.

3. Efficiency and reliability of data transmission

When transferring data in a distributed structure, fundamentally new mechanisms for the interaction of system configurations installed in different territories (servers) are used. In BOSS-Referent v.3, the replication mechanism is used only to synchronize reference and dictionary data. To transfer functional data, often forming bundles of documents (we are talking about a set of files, instructions, approval visas, familiarization, etc., related to a specific document card), a direct data transfer mechanism is used via a socket connection in an XML package.

This mechanism, which underlies the processes of approval and familiarization of documents in a distributed environment, provides: 1) guaranteed and economical delivery (only to the necessary servers) of bundles of documents to all participants in the work on the document, 2) reducing the load on data transmission channels and 3) significant simplification system administration: you do not need to perform complex settings for server access rights and replication settings.

4. Support for complex organizational structures

The system supports thoughtful mechanisms for combining positions, delegation of authority and substitutions. The mechanism of combining positions is the key to the use of EDMS in organizations where, in addition to functional units, there are design formations. For each employee, a list of document processing roles is specified (approving, coordinating, etc.), while the user can have different roles in the functional unit where he works and in the projects in which he participates. When processing a specific document, the user receives and processes documents in accordance with his role in the department specified in the document.

5. Working with versions and revisions of documents

Document cards and attached files are stored in different databases. This made it possible to implement the mechanism for working with versions and revisions of documents, which is widely used at the stages of approval, signing and approval of documents.

6. System flexibility

The system tools, including the workflow mechanism, allow you to quickly modify existing document flow patterns, as well as quickly implement workflow for new business processes related to document processing. With the building blocks of the system, it is possible to quickly implement, for example, the processing of documents necessary to decide on the feasibility of carrying out promotions, loan allocation (in banks), etc.

7. Resiliency

BOSS-Referent supports work in a Domino software cluster, which consists of two servers - the main and the backup. In case of failure of the main server on which the users work, they are automatically switched to the backup server (when the databases are opened again). When the primary server is restored, the administrator switches back users.

8. Performance

High system performance in a situation of dynamic growth of data volumes is provided by the archiving mechanism, which transfers the document to the archive on the server where it was created, while automatically saving the archive copy on other servers. High performance is also achieved due to the separate storage of "light" document cards and files attached to them, as well as access to the latest software tools.

9. Web access

For organizations that do not use Lotus as a corporate standard, an alternative way to access functionality systems - using Internet Explorer version 5 and higher. These organizations will only need to purchase Lotus Notes CALs for installation on system administrators' workstations.

10. Ease of administration

The Lotus Domino/Notes platform allows you to simultaneously refine the system and replicate it to the child structures of the organization. There are mechanisms that allow you to update the system in all offices of a geographically distributed organization overnight. To facilitate the maintenance of employee lists, the system has been integrated with LDAP directories.

Description of EDMS Boss-Referent

The use of the BOSS-Referent EDMS in the management process leads to the optimization of the movement of corporate documents, the acceleration of decision-making by the management of the organization and the improvement of the quality of management, the improvement of executive discipline and the efficiency of personnel work. Boss-Referent electronic document management system pays off within 6 months to 2 years.

The BOSS-Referent program helps organize document flow according to the standards of the quality management system and is a reliable assistant in solving managerial tasks.

System Usage:

Allows you to refuse paper workflow to the maximum extent;

Helps to optimize work with contracts, applications;

Organizes effective project management;

Improves control over the execution of tasks and instructions from the management.

When introducing the BOSS-Referent electronic document management system in state and government structures, a basis is created for establishing the exchange of information with external users by the type of "electronic government" and organizing the work of public service portals. The BOSS-Referent software product ensures the transparency of activities and improves the quality of services provided by the state. The system makes it possible to reduce budgetary expenses for the maintenance of government bodies, increase the productivity and efficiency of management, and better control executive discipline. In private organizations, the creation of a system increases the efficiency of management decisions, the productivity of staff by reducing the time it takes to process a document and search for the necessary information.

EDMS BOSS-Referent has a number of undeniable advantages, namely:

Creation of a single information field in organizations with a wide branch structure;

Rapid implementation with adaptation to the requirements of the organization with the involvement of customer specialists in solving these issues;

A convenient and accessible interface allows the organization's staff to master the work in the system without stress in a short time;

Efficient work of users is carried out through the client Lotus and web;

Reliable operation of the system, support and administration in all branches from a single center in 24/7 mode;

Reducing traffic when working in a distributed environment;

Ample opportunities for the growth of the system in terms of the number of users, types of documents, sites;

High level of information security;

Rich and successful implementation experience, professionalism of developers;

Attractive and affordable price with high quality of the system.

The creation of an electronic document management system in a company includes the purchase of the required number of licenses, work on setting up and implementing the system, training personnel, organizing support and maintenance of the system. BOSS-Referent partners sell licenses to end users. It is necessary to purchase licenses for the BOSS-Referent program and licenses for the IBM Lotus Notes/Domino platform according to the number of users in the system.

An electronic document management system built on the basis of the BOSS-Referent management document management system can be conditionally represented as a combination of several layers.

The BOSS-Referent system consists of the following modules:

Server hardware, client workstations, local area networks, modems, printers, scanners, uninterruptible power supplies and other technical means.

Figure 1 - Layers of the BOSS-Referent management documentation system

Operating system: network operating system Windows, Linux, others and transport protocols that combine all the hardware into a single complex.

BOSS-Referent - applied interconnected software modules that work in the Lotus Notes/Domino environment and support business processes of management and, in part, functional workflow.

Organizational and regulatory support: regulations, work rules, instructions for users and system administrators, etc.

The BOSS-Referent includes a set of interconnected subsystems designed to create an electronic document management system and office automation.

Figure 2 - The structure of the electronic document management "BOSS-Referent"

The BOSS-Referent electronic document management system is an excellent example of how highly qualified specialists approach the tasks assigned to them. It was developed by BOSS-Referent to automate management workflow and office work. Established in 1996, today BOSS-Referent EDMS is one of the leaders in the Russian market of ECM (Enterprise Content Management) class solutions. Of all the EDMS jobs installed in 2008, 25%, that is, every 4th, was implemented on the BOSS-Referent system (according to the EDMS market survey data released by DSS Consulting).

The largest EDMS in Russia was built on the BOSS-Referent platform in the Federal Tax Service of the Russian Federation (FTS) - more than 85,000 users, and in the MTS company - the system unites more than 25,000 employees.

The above facts quite fully explain why, when searching the Internet for the combination of the words "boss referent" almost immediately after describing the profession of a referent or assistant secretary and the history of the origin of the word "boss", along with articles on how to interact with these same bosses in professional activities, you can find links to this product.

Figure 3 - Main screen of the program

Figure 4 - Order Screen

Management tasks solved by EDMS BOSS-Referent:

Organize effective work with contracts;

Make internal corporate document flow as paperless as possible;

Automate the workflow of federal or regional authorities;

Ensure quality control over the execution of instructions from managers;

Increase the efficiency of work with applications;

Establish document management within the quality management system.

Not surprisingly, the queries "boss referent" are often entered into search engines by representatives of both commercial organizations and government structures.

Implementation of EDMS BOSS-Referent gives the following results:

Improving the quality of public services;

Improving performance discipline, increasing manageability;

Increasing transparency and openness of activities;

Reducing the cost of ensuring the work of government bodies;

Creation of the basis for an integrated information system such as "electronic government" (interdepartmental document management, EARs, archives, portals of public services).

The payback period of the system is from six months to 2 years.

Advantages and disadvantages of EDMS BOSS-Referent

Benefits for commercial companies:

Improved manageability;

Rapid response to changes;

Increasing the company's competitiveness in the market.

The advantages of BOSS-Referent EDMS are determined by the broad capabilities of the IBM Lotus platform, high-tech architecture and rich implementation experience. The following advantages of the solution compared to competitors can be distinguished:

Advantages:

Rapid implementation and rapid automation of document processing processes;

Easy learning by users of the basics of working with the system due to the fact that the interface is convenient and intuitive;

The possibility of full-fledged work of users with the system both through the Lotus client and through the web;

Ample opportunities for adapting the system to the needs of the organization, including by the customer's specialists;

The possibility of building a truly unified information space in organizations that have a geographically distributed structure;

Reducing traffic when working in a distributed environment by implementing the principle "a document is delivered only to where it is needed for work";

Ensuring the reliability and fault tolerance of the system 24 hours 7 days a week;

Easy maintenance of the system and the possibility of administering the EDMS in all branches from a single point;

Ensuring a high degree of data security;

One of best offers on the market in terms of price / quality ratio;

The effectiveness and benefits of the system are confirmed by the experience of many successful implementations.

Among the shortcomings, one can note the lack of offline work and a slightly outdated interface. There is a biased attitude towards the platform on the part of users. Extremely inconvenient management of access rights to documents in the conditions of normal staff turnover, lack of group access rights. Problems with the release of new software versions, poor warranty support.

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