Abstract
The documentation archive is an important base of accumulated knowledge and development of a company engaged in project activities. Given that the archive has diverse functions, it is quite difficult to organize clear work on structured storage, ensuring reliability of storage, confidentiality and differentiation of access rights, tracking the history of changes to documents, quick and easy search. Therefore, the article pays particular attention to solving the problem of improving the information system of an electronic archive of an enterprise. To solve the indicated problem, within the framework of this article, the functional requirements to the electronic archive of the enterprise are identified, the compliance of the existing system with the functional requirements is analyzed, measures are proposed to increase the efficiency of managing the electronic archive of documents. Based on the study of the electronic archive system of scientific and technical documentation (STD), the analysis and modeling of the structure of the electronic archive are carried out. The structure of the organizational part of the electronic STD archive, which regulates the life cycle of the document and the technical part responsible for the storage of documentation, is revealed. In order to improve the information system of the electronic archive of the enterprise, the models of business processes “Information Support”, “Management of storage and receipt of information” were built and the effectiveness of the developed models was evaluated. A comparative analysis of typical solutions of the electronic archive system is presented, which includes software products of the electronic archive STD: LOTSMAN: PLM Archive, STOR-M3 and TechnologiCS. As a result of the analysis, the correspondence of typical software products to the constructed business process models according to the required functionality is shown and the optimal system of electronic STD archive for implementation at the enterprise is selected.
Highlights
There are various methodologies for the effective management of an IT project
The required functionality: the ability to store documents, the ability to and quickly search for documents, the versioning of documents, the ability to view the history of documents and projects, the ability to flexibly configure the document life cycle, differentiation of access rights between users, the ability to notify the user about changes in the system, monitoring the execution of document processing, maintaining and using electronic directories, about ERKA completeness of documents, reporting, integration with other systems, with digital signatures
Ability to store documents The ability to and quickly search for documents Versioning of documents, the ability to view the history of documents and projects Possibility of flexible adjustment of the document life cycle – document routing Differentiation of access rights between users Ability to notify user about changes Control over the execution of document processing Maintenance and use of electronic directories Checking the completeness of documents Making report Integration with other systems Digital Signature Support
Summary
There are various methodologies for the effective management of an IT project. These methodologies determine the composition of the project participants, their roles, tasks and ways of interaction. To realize the possibility of storing documentation, there are various systems At large enterprises, these are electronic document archive systems. The effectiveness of working with electronic document systems directly affects the effectiveness of IT project management, regardless of the chosen methodology. The software on the server that provides the archive has an authentication mechanism by login and password, as well as channel encryption (HTTPS protocol) This mechanism provides fixation of the time for making changes and the login used for this, and allows you to track the details of the changes made by comparing with previous versions of the file. The name of the technical documentation files in the electronic archive has a strict format This format includes: project identifier; decimal number characteristic; serial archive number; type of document; file version number; file extension. Подповетная Ю.В., Наджмиддинов А.М., Овсяницкая Л.Ю., Овсяницкий А.Д
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