RU2702505C1 - Electronic document management system - Google Patents

Abstract

FIELD: computer engineering.

SUBSTANCE: invention relates to computer engineering. System comprises: a common data bus: a unit for receiving, sending and registering incoming and outgoing documents; document location unit; unit for adjusting document movement routes; unit for setting and determining user access rights; document movement control unit; analytical processing unit; processor, reading and executing instructions from units for permanent storage of data, temporary storage of data; constant data storage unit; power circuit connected to power supply unit.

EFFECT: broader functional capabilities.

4 cl, 4 dwg

Description

FIELD OF TECHNOLOGY

The technical solution relates to the field of devices or methods of digital computing or data processing, specially designed for specific functions, as well as to the field of computer technology, in particular, electronic document management systems.

BACKGROUND

In a modern organization, electronic document management systems (EDMS) are becoming an indispensable element of IT infrastructure. With their help, commercial companies and industrial enterprises increase the efficiency of their activities, and in state institutions, on the basis of electronic document management technologies, the tasks of internal management, interagency interaction and interaction with the population are solved. A common abbreviation is EDMS, although, along with it, CAD (automatic document management system), EDMS (electronic document management system) and CADO (document automation system) are also used.

Initially, systems of this class were considered only as a tool for automating the tasks of classical office work, but over time they began to cover a wider range of tasks. Today, the EDMS developers orient their products to work not only with correspondence and the ARD (organizational and administrative documents), but also with various internal documents (contracts, regulatory, reference and project documentation, documents on personnel activities, etc.). EDS are also used to solve applied problems in which the important component is working with electronic documents: managing customer interactions, processing citizens' complaints, automating the work of the service department, organizing project workflow, etc. In fact, any information system supporting work with electronic documents is called electronic documents.

The prior art knows the technical solution described in RU 2334273 "Automated electronic document management system", published: 09/20/2008, patent holder of CJSC "RDTECH" (RU). The document describes a system containing a block for receiving new documents, blocks for selecting the base address of a document in the server database, blocks for fixing the number of documents in the system, blocks for determining the sequence of selecting documents from the server database, blocks for generating the current address for writing and reading documents, document identification blocks , blocks for receiving records of a server database, a block for switching channels for transmitting documents to other objects of the system, a block for receiving documents from other objects of the system.

Also known from the prior art is the technical solution described in RU 131219 "System for organizing management tasks based on electronic document management", published: 08/10/2013, patent holders of LLC NPO SODIS Laboratory (RU), LLC Element (RU). The document describes a system for organizing management tasks based on electronic document management, which includes a unit for adapting information to a user device, a personal computer interface unit and a mobile interface unit, a database unit with a database management system, a unit for generating timestamps for events, a unit routing unit, search unit, unit for visualizing the state of tasks to be solved, archive unit, first input and first output of the database unit are connected to the personnel interface unit computers and a block of mobile interfaces, the remaining inputs and outputs of the database block are connected respectively to the input and output of the block generating timestamps of the occurrence of events, the input and output of the routing block, the input and output of the search block, the input and output of the visualization block of the status of the tasks to be solved, the input and the output of the archive block, and the adaptation of information to the user device is made with the possibility of interaction with personal computers of users and mobile devices of users, its the second input and second output are connected to the personal computer interface unit, and its third input and third output are connected to the mobile device interface unit, and the database unit with the database management system is configured to select the database management system depending on the database used.

The main disadvantages of the analogues known from the prior art are in the complex: the lack of the ability to directly extract and analyze data in the electronic document management system, generate dynamic reports and indicators in real time for any information slice; the inability to geolocate stored documents, as well as linking any other content to the place of their storage or processing; insufficiently reliable and organized options for storing information for using the electronic document management system in a geographically structurally distributed organization.

ESSENCE OF TECHNICAL SOLUTION

The objective of the claimed technical solution is to eliminate the disadvantages inherent in existing analogues.

The technical result from the use of this technical solution is to expand the functionality, namely: to provide the ability to directly extract and analyze data in the electronic document management system, generate dynamic reports and indicators in real time for any information slices, and perform geolocation of stored documents.

This technical result is achieved through collaboration in the electronic document management system of the analytical data processing unit and the geolocation data unit.

This technical solution can be made in the form of an electronic document management system containing a common data bus: a block for receiving, sending and registering incoming and outgoing documents, a block for document location, a block for setting document movement routes, a block for setting and determining user access rights to documents, document movement control unit, analytical data processing unit, a processor that reads and executes machine instructions (programs) from constant units Data injured, a temporary storage unit persistent storage of data representing the read-only memory unit temporarily storing data representing a random access memory providing temporary storage of data supply circuit connected to the power supply.

A persistent storage unit can be organized as a file repository.

The unit for setting and determining user access rights to documents can be configured to use Single Sign-On technology.

The analytical data processing unit may be configured to collect data based on ETL processes.

BRIEF DESCRIPTION OF THE DRAWINGS

FIG. 1 is an interactive analytical map, given as an example of the implementation of the functionality of the block of documents distribution;

FIG. 2 is a visual display of an example of the implementation of the functionality of the tuner and determination of user access rights to documents;

FIG. 3-visual display of an example implementation of a document search;

FIG. 4 is a visual display of an example of the implementation of possible options for processing a document by the document movement control unit.

DETAILED DESCRIPTION OF THE TECHNICAL SOLUTION

Below we will consider some terms that will be used later in the description of the technical solution.

Electronic document management system (EDMS) is an organizational and technical system that provides the process of creating, managing access and distribution of electronic documents in computer networks, as well as providing control over the flow of documents in the organization.

ETL (from Eng. Extract, Transform, Load - literally “extract, transform, load”) is one of the main processes in managing data warehouses, which includes: extracting data from external sources; their transformation and purification; loading them into the data warehouse.

Geolocation - determination of the real geographical location of an object. The word "geolocation" can be called both the process of determining the location of such an object, and the location itself established in this way. Often, one or another positioning system is used for geolocation purposes, and it is often more important to determine the location in a form that is easily perceived by a person (for example, a mailing address) than the exact geographical coordinates.

Geotagging is the process of attaching geographic metadata to various information resources, such as websites, RSS, photographs, which in any way characterize these resources (shooting point, location, etc.). This information usually consists of latitude and longitude coordinates, although it may also include altitude, distance and direction to settlements.

Metadata - information about other information, or data related to additional information about the contents or object; data on data: catalogs, directories, registers, metadata databases containing information on the composition of the data, content, status, origin, location, quality, formats and forms of representation, conditions for access, acquisition and use, copyright, property and related rights to them data and other metadata disclose information about the signs and properties that characterize any entities that allow you to automatically search and manage them in large information flows.

In this technical solution, the technical result, which is to expand the functionality, namely: to provide the ability to directly extract and analyze data in the electronic document management system, generate dynamic reports and indicators in real time for any information slices, perform geolocation of stored documents is achieved account of collaboration in the electronic document management system of the analytical data processing unit and the geolocation data unit.

This technical solution can be made in the form of an electronic document management system containing a common data bus: a block for receiving, sending and registering incoming and outgoing documents, a block for document location, a block for setting document movement routes, a block for setting and determining user access rights to documents, document movement control unit, analytical data processing unit, a processor that reads and executes machine instructions (programs) from constant units Data injured, a temporary storage unit persistent storage of data representing the read-only memory unit temporarily storing data representing a random access memory providing temporary storage of data supply circuit connected to the power supply.

As a means of exchanging information between units in this technical solution, a computer data exchange bus can be used.

The blocks used in this technical solution can be implemented using electronic components used to create digital integrated circuits. Not limited to, can be used microcircuits, the logic of which is determined during manufacture, or programmable logic integrated circuits (FPGA), the logic of which is set by programming. For programming, programmers and debugging environments are used that allow you to specify the desired structure of a digital device in the form of a circuit diagram or a program in special equipment description languages: Verilog, VHDL, AHDL, etc. Alternative FPGAs are: programmable logic controllers (PLCs), base matrix crystals ( BMK) requiring a factory production process for programming; ASIC - specialized custom large integrated circuits (LSI), which are much more expensive in small-scale and single-unit production.

Blocks can also be implemented using read-only memory devices (see O. Lebedev. Memory chips and their application. - M.: Radio and communications, 1990. - 160 p .; Large integrated circuits of memory devices: Reference / A.Yu. Gordenov et al. - M.: Radio and Communications, 1990. - 288 p.).

Thus, the implementation of all used blocks is achieved by standard means based on the classical principles of implementing the foundations of computer technology.

The unit for receiving, sending and registering incoming and outgoing documents is configured to receive, send and register incoming and outgoing documents in the electronic document management system.

This block, for example, provides the ability to automatically download and register incoming documents with a certain frequency from email accounts.

At the same time, an electronic document is created - a document card is formed, its form, and files from attachments are attached to the e-mail, and a registration number is automatically assigned to the document created in the system.

Outgoing documents that have been fully processed in the system are queued for sending to recipient recipients, while emails are automatically generated, files from attachments are attached to documents, and letters are sent to the recipient recipients email addresses with some frequency.

The block of location of documents is made with the ability to perform the following functionality: to determine the geolocation of documents in the described electronic document management system and link to the place of their storage or processing. Additionally, the physical location of paper documents (paper originals of documents circulating in the described electronic document management system) or the locations of users when creating and processing electronic documents can be taken into account. It is also possible to build interactive analytic maps based on the above data.

As an example of implementation, let us cite a scenario in which any documents in the described electronic document management system are described by means of highly customizable structures and metadata templates, and for different types and types of documents, various pre-configured templates can be used that are stored in the described electronic document management system.

If you need to specify the geographical location of a particular type of document in the described electronic document management system, a metadata structure is created and configured that describes this type of document. The list of fields of the structure must have at least one field of the type “Geolocation” (you can specify several such fields, in this case, you can attach different geo-tags or geotagging elements to the same document, for example, where it was created, where it should be processed, and etc.). Based on the created structure, a document template is created in which the selected structure, template markup language, and document processing scripts are indicated.

When placing any content, a previously defined template is selected that describes the fields necessary for the selected type of content.

Further, to indicate the location, when creating any content in the "Geolocation" field, either the address on the map is simply indicated, or the geotagging or geotagging element is set to any point on the interactive map, and the address will be automatically updated.

After geotagging elements are attached to documents in the electronic document management system, it is possible to create interactive analytical maps.

An interactive analytic map, shown as an example implementation in FIG. 1 can be an information panel containing, as a basis, an electronic map and placemarks of documents located on it, as well as various other indicators that display the status of documents and their processing processes with reference to geographical coordinates, this can be:

- Map of the distribution of processed documents by company branches;

- Map of the availability and number of expired documents by company branches;

- A map of the presence of risks by the processing time and availability of resources;

- Any other geographically accented reports on document management in the described electronic document management system.

The document movement routes settings block is configured to implement the following functionality: configure the documents movement routes in the described electronic document management system using a pair of “Type” and “View” metadata of the document.

In a specific implementation example, a correlation of a document group and a specific document route pattern is used in the “Document Routes” directory for the “Type” and “View” metadata pairs of a document.

The directory determines the possible routes of the electronic document of the selected type and type.

The route indicates the list of document processing steps, and for each step the following is configured:

• processing time;

• the term for notification of completion of processing;

• ability to edit a document;

• Mandatory addition of resolutions;

• list of possible resolutions;

• a list of performers or groups of performers;

• list of stages to continue processing;

• a list of stages for returning a document.

At the same time, when the processing of the document is completed at a certain stage, it is automatically sent to the next stage, according to the configured route.

The settings and determination unit for user access rights to documents is configured to perform the following functions: distribute user access rights to documents in accordance with the document group and roles for managing access rights to documents.

As an example of implementation, we give a scenario of the possible use of this functionality in the described electronic document management system.

In the described electronic document management system, groups of documents can be determined:

• a pair of metadata “Type” and “View” of the document;

• metadata, in which the document storage business is indicated.

To determine the access rights in the described electronic document management system, special roles have been introduced for managing access rights to documents.

For each of the roles, you can set permission or prohibition on actions with the document. A visual display of an example implementation of the described functionality is shown in FIG. 2:

• A checkmark under the green circle - action resolution

• A checkmark under the red circle - prohibition of action.

To distribute access rights to groups of documents defined by a pair of metadata “Type” and “View” of a document, the user interacts with the element “Type and type of documents”, selects the type of document and type of document from those linked to the selected type in the reference book “Relationship between types and types documents ”.

To distribute access rights to groups of documents, defined by metadata, in which the document storage business is indicated, the user interacts with the corresponding element and selects the desired set of metadata.

Please note that a work ban is always a priority over a permit. Those. if the user has at least one role that is banned from an action with a group of documents, the user will not be able to perform this action.

The following actions:

• search for a document;

• viewing a document;

• adding a document;

• linking a document to other documents - creating chains of documents;

refer to the document as a whole. For example, if the user has a ban on finding a document, then this document will not be displayed to the user in the "Documents" mode (an example of the implementation of a document search is shown in Fig. 3).

Actions related to changing a document ”refer to actions on a document, both in the“ Documents ”mode and in the processing mode of a document by the document movement control unit, while restrictions may be placed on determining the current users of a document change at any stage of the document movement along the route.

The document movement control unit is configured to carry out the following functionality: to process the document in the described electronic document management system, which is determined by the document movement route, which was previously set by the document movement route settings unit.

The movement of the document and the executors at each stage are completely determined by the configured route.

Further, as an example of implementation, possible options for processing a document in the described electronic document management system are described (a visual display of an example implementation is shown in Fig. 4.).

1) The ability to interrupt processing is available at all stages of document processing.

In this document:

• remains at the stage at which processing was interrupted;

• the statuses of current performers at the stage are saved;

• the document receives the status “Interrupted processing”.

If several performers are appointed at the stage, then any of the performers may interrupt the processing of the document.

2) The ability to send a document to the document processing return stage configured in the document route is available:

• if the document does not have an additional status of “Archived”;

• if at least one return stage is configured for the current stage of document processing.

If several performers are appointed at the stage, then any of the performers can send the document to the stage of returning the document.

Wherein:

• the document stage becomes the return stage. If several stages of return are assigned along the route for the current stage, then the user, when sending the document to the return stage, selects the stage from the return stages configured in the directory;

• current performers are assigned according to the performers configured in the directory for the return phase. All performers receive the status “Waiting” at the stage.

3) The ability to start work on the document stage is available if the status of the current contractor is on the “Waiting” document.

Wherein:

• if the current contractor is assigned to the stage not in the group, then as a result of this action the status of this contractor at the stage will change to "In Work". If the status of the stage was “Waiting”, then it will also change to the status “In work”;

• if the current contractor is assigned to the stage as part of the group, and the sign “Full coordination of the group is required” is set for the group, then the work on the document should be performed by each group artist. As a result of this action, the status of this contractor at the stage will change to the status "In Work". If the status of the stage was “Waiting”, then it will also change to the status “In operation”. The remaining performers of this group will have the status “Waiting” if they have not yet taken the document to work or other statuses, according to changes in statuses, if they have already worked with the document;

• if the current contractor is assigned to the stage as part of the group, and the group “Full coordination of the group is required” is not set for the group, then at this stage only one artist from the assigned group will have to perform work on the document. As a result of this action, the status of this artist at the stage will change to the status "In Work", and other artists of the group will cease to be current artists. If the status of the stage was “Waiting”, then it will also change to the status “In operation”.

4) The ability to send a document to the next stage of document processing configured in the document route is available:

• if the document does not have an additional status of “Archived”;

• if at least one continuation stage is configured for the current stage of document processing.

Wherein:

• the status of the contractor at the current stage becomes “Done”;

• the document is sent to another stage of processing if all the executors of the stage have received the status “Completed”.

When sending to the next processing stage, the following occurs:

• the current processing step changes to the next processing step assigned along the route. If several subsequent processing steps are assigned in the document route, then the last user who received the status “Completed” at the stage selects the next processing stage from the stages configured in the directory;

• current performers are appointed according to the next stage of processing with the status “Pending”.

5) The possibility of affixing a status to a “Processed” document is available if the continuation stage for the current stage is not configured in the document route.

Wherein:

• the status of the contractor at the current stage becomes “Done”;

• the status of the document becomes “Processed” if all stage executors have received the status “Completed”.

6) The ability to send a document to the archive is available if the document has the status "Processed" or "Processing interrupted."

Wherein:

• the main status of the document is maintained;

• the document acquires the additional status “Archived”;

• current performers are erased;

• The current stage is saved.

7) The ability to restore a document is available for documents with statuses:

• “Interrupted processing”;

• with the additional status “Archived”, with the main status “Processing interrupted.

In this case, the document is restored:

• at the stage at which processing was interrupted;

• if the document is restored without the additional “Archive” status, then:

у исполнителей, у которых он был на момент прерывания;

artists who had him at the time of interruption;

статусы исполнителей на этапе сохраняются на момент прерывания обработки;

the statuses of the executors at the stage are saved at the time of interruption of processing;

• if the document is restored with the additional status “Archived” then:

назначаются исполнители согласно настройкам маршрута, на этапе восстановления со статусами «Ожидание»;

performers are appointed according to the route settings, at the recovery stage with the status “Waiting”;

снимается дополнительный статус «В архиве».

the additional status “Archived” is removed.

The analytical data processing unit is implemented with the functionality of an analytical module built on analytical data processing platforms (for example, Pentaho), which provide the ability to create various dynamic reports and build information analysis and forecasting dashboards, including OLAP cubes (OLAP - online analytical processing, interactive analytical processing, data processing technology, consisting in the preparation of total (aggregated) information based on large data arrays, structured in many ways principle).

Methods of data collection based on ETL processes (Extract, Transform, Load - literally “extraction, transformation, loading”), as well as built-in analysis and forecasting methods allow you to extract and analyze data, generate dynamic reports and indicators in real time for any slices of information stored in the described electronic document management system.

This block in a specific implementation example has a cluster component in its set, when data is uploaded / transformed / loaded using available hardware capabilities, as well as in the development of transformations, a graphical interface is used to quickly and efficiently provide support in the development, debugging, and refinement of ETL algorithms .

The whole cycle of ETL mechanisms can be divided into 3 stages:

- data extraction - a set of algorithms that ensure the unloading of source data from adjacent systems to intermediate tables, both at the command of the user and according to predetermined schedules;

- data conversion - preparation of data for subsequent analysis, includes various algorithms, in particular:

- change in structure,

- grouping

- cleaning

- cast,

- ensuring integrity,

- other actions specified by the module algorithms;

- data loading - transfer of converted data, and only those data that were changed after the previous download are transferred are transferred.

As a result, after collecting data through ETL mechanisms, data arrays are created that are ready for the processes of subsequent analysis and forecasting.

Based on the collected information, data marts are generated - sets of tables into which data is transferred and isolated for subsequent processing. The design scheme for each of the windows is designed for a specific process of subsequent analysis or modeling, which can significantly improve the performance of the described electronic document management system by applying the following approaches:

• data for analysis are transferred to isolated tables and views (storefronts) - the analysis does not increase the load on real tables of document storage;

• data is reloaded into the windows according to a predetermined schedule, at the moments of the smallest system load;

• the structure of each of the display cases is designed for a specific type of analysis.

Information in data marts is updated both on request and automatically, according to a predetermined schedule.

Based on data marts, dashboards are created containing specified indicators, charts, reports.

The power supply unit described in the technical solution may be an electronic device that provides the conversion of alternating electric current into direct current, with parameters necessary for powering other elements of the device to determine the interests of the child and assess the level of threats to the child on the Internet.

The processor can be an electronic unit or an integrated circuit (microprocessor) that executes machine instructions (programs). The information processing unit reads and executes machine instructions (programs) from the blocks of permanent data storage, temporary data storage.

The permanent storage unit can be a ROM (read-only memory), flash memory, hard drives (HDD), solid state drives (SSD), optical drives.

The permanent data storage unit can be organized as a file repository, which is a hierarchical tree-based file storage that supports:

- collaboration with documents;

- versioning of documents;

- change of documents according to the checkin / checkout scheme;

- Rollback to earlier versions of documents;

- flexible differentiation of user access rights both at the level of document folders, and at the level of individual documents.

The described electronic document management system allows you to store documents in several ways, namely:

- simple file storage of documents: the file system of the server is used to store files (on local disks or mounted partitions from disks of other computers).

- extended file storage of documents: files are stored in directories by version, creates a smaller number of files in a separate subdirectory, which positively affects access time, increased performance and storage of more files.

- CMIS repository (Content Management Interoperability Services - a set of standards offered by leading manufacturers that consists of a set of web services for sharing information stored in unrelated content repositories): any external document repository that supports CMIS standards is connected, simultaneous access controls are supported and prevents conflicts and locks.

- DBStore (storing documents in a database): stores all files as blob-records.

- JCRStore (Java Content Repository): files are stored in a document repository compatible with the JSR-170 standard. You can use any JCR client to access files. It is also possible to configure JCRStore to store files in a database.

- S3Store (Amazon Simple Storage): Using a cloud solution for storing data through Amazon services.

All the above methods of organizing and storing documents support:

- reading and writing documents and folders;

- creating links to documents and folders;

- document version control (check-in / check-out);

- Downloading multiple documents (both manually and through the WebDAV and FTP protocols);

- obtaining a history of changes;

- blocking of documents;

- return to earlier versions of documents.

In one implementation option, the architecture of the described electronic document management system allows you to connect the document repository as an external disk of the operating system on the user's personal computer using the WebDAV and FTP protocols, and work with documents using external office applications.

Thus, in the case of a geographically dispersed organization, the architecture of the described electronic document management system allows you to create a single information space for document storage by connecting to a common root repository, in the form of separate internal folders, external geographically spaced repositories of the organization's branches and departments.

The temporary data storage unit is RAM - random access memory that provides temporary data storage.

It is obvious to a person skilled in the art that specific embodiments of an electronic document management system have been described herein for purposes of illustration, various modifications are possible without departing from the scope and essence of the technical solution.

Claims (4)

1. An electronic document management system containing a common data bus: a block for receiving, sending and registering incoming and outgoing documents, a block for document location, a block for setting document movement routes, a block for setting and determining user access rights to documents, a block for controlling the movement of documents, a block analytical data processing, a processor that reads and executes machine instructions (programs) from blocks of permanent data storage, temporary storage of data, block post a data storage unit, which is a permanent storage device, a temporary storage unit, which is a random access memory device providing temporary data storage, a power circuit connected to a power supply unit. 2. The system according to claim 1, characterized in that the unit for the permanent storage of data is organized as a file repository. 3. The system according to claim 1, characterized in that the unit for setting and determining user access rights to documents is configured to use Single Sign-On technology. 4. The system according to claim 1, characterized in that the analytical data processing unit is configured to collect data based on ETL processes.

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