Electronic Document Management Systems Research Articles

Registration shutdown of tax invoices / calculations of adjustments: prerequisites and consequences

This article covers the prerequisites and consequences of introducing a mechanism for the registration shutdown of tax invoices / calculations of adjustments. In fact, any innovations related to the administration of taxes and fees in the future have both negative and positive consequences for the state and business. That is why timely identification of negative consequences and shortcomings helps in the operational research and improvement of tax administration mechanisms, in order to increase the level of revenues to the state budget, reduce the level and risk of corruption and tax evasion, increase the level of business activity of businesses, as well as in order to prevent future scaling and generate concomitant negative consequences for the economy and budget of the country as a whole. We have studied current publications and articles of modern scientists and practitioners related to the administration of value-added tax. An assessment of the effectiveness of the current mechanism for the registration shutdown of tax invoices / calculations of adjustments is given. The main problems and incomplete development of the current procedure for the registration shutdown of tax invoices / calculations of adjustments, administrative and judicial appeals against decisions of regulatory authorities are highlighted. The consequences of introducing a mechanism for the registration shutdown of tax invoices / calculating adjustments on the level of economic activity of businesses, the judicial system of Ukraine and the tax system as a whole are studied. Based on the conducted research, we provided recommendations on ways to improve the existing system of value-added tax administration in the context of the mechanism for the registration shutdown of tax invoices / calculations of adjustments. In addition, options were proposed for combining electronic document management systems, tax audit, as additional monitoring tools for the electronic value-added tax administration service.

The Regulatory Affairs Automation tools used in the Pharmaceutical Industry: An overview

Automation is becoming increasingly prevalent in various industries, including healthcare and pharmaceuticals. The pharmaceutical business is influenced by a variety of worldwide trends, with one of the most significant being the use of automation technologies, which will have a transformative effect on the research and development of new pharmaceutical products as well as the speed and efficiency with which products reach patients in need. Regulatory automation is enabled by a variety of technology tools, such as Electronic Document Management Systems, Regulatory Information Management (RIM) Systems, Artificial Intelligence (AI) Analytics Tools, Natural Language Processing (NLP) Tools, and Submission Publishing Tools. Automation tools can be used to automate regulatory activities such as administrative work, dossier completion, data extraction, auditing, regulatory implementation as well as quality management. Automation tools establish process links and minimize complexity, resulting in a more efficient management system. Human-AI interaction creates new prospects in regulatory concerns. This article investigates the potential use of automation techniques in pharmaceutical regulatory concerns.

E-Health Training of Medical Specialists in Russia

Purpose. The article discusses the improvement of e-Health training of medical specialists in Russia, and the challenges that doctors face when working with different health information systems. 
 Methodology. The study used both qualitative and quantitative data of the online survey conducted during the primary case study. Online survey targeted students of the Department of Medical Informatics and Cybernetics of N.I. Pirogov Russian National Research Medical University and doctors who were receiving initial training under the e-Health advanced training program. The survey aimed to determine systemic challenges and demand for training in various medical information systems. 
 Findings. Research data suggest that in order to bridge the digital gap, educational and training programs should include training versions of medical information systems used in Russian practical healthcare (electronic document flow system, EMIAS, Statistica, Sotsstrakh, Retsipient, etc.). It will enable doctors to enhance their theoretical and practical skills, abilities and knowledge, thus improving the quality of educational and work processes. Practicing health specialists who not only possess the theoretical knowledge, but also actively work in these areas (temporary disability examination, evaluation of medical care quality, work with citizens' appeals, compilation of numerous statistical reports, etc.) should be involved as mentors in the educational process. Simultaneous connection under the same login and password from multiple devices should be restricted to protect personal data and increase the security level of electronic document management systems in Russia.

IMPLEMENTATION OF ELECTRONIC DOCUMENT MANAGEMENT IN THE ENTERPRISE MANAGEMENT SYSTEM

The management of information support of the enterprise is closely linked to both the availability of information resources and with the possibility of introducing information innovations in ordering the documentation and information flows of the enterprise. Effective processing of continuously growing amounts of information, which is based on documents and arrays of data, is possible only if they are automated. The introduction of electronic document management technology at enterprises is an effective tool for managing information support of enterprises, which is a key factor in successful and successful business and provides an opportunity to increase the competitive advantages of enterprises in strict market conditions. Concerning the issues of the theory and practice of using information systems and technologies in the management system of enterprises in this article, the implementation of a certain range of tasks in the design of EDMS, which consists in creating an intuitive, convenient, convenient interface that requires minimal learning. The article analyzes the peculiarities of the introduction of electronic document circulation into the enterprise management system. Electronic document management systems, requirements for them, security and accessibility problems are paid to the enterprise. The implementation of a certain range of tasks in the design of EDMS is analyzed in creating an intuitive, convenient, convenient interface that requires minimal learning. EDMS efficiency is investigated, which integrates with existing systems in the organization, as well as integration with ERP systems, which allows you to effectively synchronize the processes of document management with wider business operations. The article deals with the introduction of encryption protocols, which is one of the fundamental aspects of EDMS security. Accordingly, this allows a wide range of EDMS users to increase the efficiency of both professional activity and to significantly improve the degree and extent of the specialists who have chosen the specified field of professional activity for their life path. The use of modern electronic document management systems and the search for an effective mechanism for their further development make it possible to reduce the cost of labor resources of workers and increase productivity.

Modern models and methods of designing and implementing electronic document management systems

Document circulation is a set of processes related to the collection, processing, transfer and storage of documents in organizations. This is an important component of the activity of any enterprise or institution, regardless of their size or field of activity. Its more modern and effective form is electronic document circulation, which is based on the use of specialized systems for exchanging documents. Electronic document management is not just a transition from paper documents to electronic ones. This is the degree of introduction of technological innovations into every sphere of modern life. Electronic document management has become one of the most essential components of modern corporate culture and information management. Regardless of the field of application, electronic document management systems have a direct impact on the daily activities of each document management entity. Analysis of the latest scientific publications and the use of proprietary electronic document management systems are important in today's world. New scientific research demonstrates innovative approaches and technologies for optimizing and improving document processing processes, for example, the use of artificial intelligence, blockchain technologies and the development of new electronic signature methods, etc. As part of the proposed work, a review of existing models and design methods, as well as implementations of electronic document management systems, was conducted. Analyzing the latest research and publications in the field of electronic document circulation, we can conclude that this direction is quite relevant, because the problem of timely receipt of documents is urgent. The main directions of scientific research concern both improving the efficiency and security of electronic document circulation in general, and solving the problems of its use in specific areas of business. Analyzing proprietary electronic document management systems, such as Microsoft SharePoint ASKOD and Alfresco, it was noted that their developers prefer universal approaches to creating such systems. However, in order to take into account the individual characteristics of various institutions, constructors for creating your own reporting forms are additionally included. It should be noted that the mentioned systems are aimed at application in specific industries or industrial sectors, such as management (for example, ASKOD).

РАЗРАБОТКА МУЛЬТИАГЕНТНОЙ СИСТЕМЫ ЭЛЕКТРОННОГО ДОКУМЕНТООБОРОТА ОБРАЗОВАТЕЛЬНОЙ ОРГАНИЗАЦИИ

The paper analyzes the planned composition of the multi-agent electronic document manage-ment system of an educational organization. The possibilities of using intelligent agents and the main tasks solved with their help in electronic document management systems. Examples of ex-isting services with similar functionality are considered

Recall, Precision, and F-Measure for Evaluating Information Retrieval System in Electronic Document Management Systems (EDMS)

The Legal Division of PT. ABC has implemented EDMS using the Integrated Legal Document Management Application, Centralized Legal Administration System (CLAS), to make the management of documents more accessible. The urgency is the system's accuracy in retrieving data or document input. The study employed a quantitative method with an experimental approach. Data collection techniques were observation, application search tests, documentation, and literature. Data analysis regarding the recall, precision, and F-measure calculation formulas will be compared with the standard information retrieval system effectiveness. The calculation results show that the average recall value for the search equals 1 or 100%. For the precision value that uses quotation marks, it is equal to 0.9713, while for searching without quotation marks, it is equal to 0.3920. From these results, the precision value is lower than the recall value. The precision value of 0.9713 is in the range of 0.68–1.00, which is placed as high precision, meaning that information retrieval is effective. The F-measure value is 0.98, close to 1, so the tracing system is sound. CLAS is quite effective in retrieving information according to user needs.

Trends in the Development of Digitalisation of Document Management Systems and Services in Public Authorities

The purpose of the work is to analyse and characterise the current state of development of electronic document management systems and services in the field of public administration, to outline directions for their improvement in the conditions of a digital society, in particular at the local level of state authorities. Research methodology lies in the application of general scientific and special methods of cognition; in particular, methods of comparative analysis, terminological and other research methods, and also methods of analytical Internet monitoring. The scientific novelty of the study lies in the fact that the trends and modern characteristics of document management information systems and services in the field of public administration at the local level are traced. The importance of solving organisational problems of integrating the entire complex of administrative services to meet the needs of citizens and functional aspects, taking into account the existing structures of executive bodies of the city council, is emphasised. Prospective directions for the development of electronic document management and service based on modern technologies have been identified: smart technologies (social card, electronic ticket, etc.), digital services and the "Action" application, development of electronic identification infrastructure in the field of administrative services. Conclusions. Ukraine has sufficient technological and organisational prerequisites for the development of electronic document management and service in the government structure. Implementation of the above systems has many advantages, including: the ability to organise productive work with information resources generated from various sources; to increase the efficiency of interaction between organisations and citizens, the functioning of all components of the local government system, to reduce the time frame for preparing and making management decisions by digitising the processes of collective creation and use of documents, and to increase the efficiency of the work of both individual employees and a specific local government body. Today, the legal and theoretical framework for solving the issue of improving the work of local state authorities in the field of electronic services is considered sufficient for its practical solution and further improvement. Keywords: information systems, electronic document management, electronic services, state administration bodies, local state authorities, administrative services, information and communication technologies.

Consumer Service System, Electronic Document Management System, and Digital Disruption

SMDE is a strategy that integrates electronic document management systems and company workflows. To support the management of electronic documents in business regulatory personal data protection implementation rations, especially customer service, a strategy is needed to analyze opportunities and challenges that must be prepared when adopting this system. This study investigates the strengths, weaknesses, opportunities, and threats of SMDE implementation in consumer service systems in the era of digital disruption. This study uses exploratory studies. The data was processed through a SWOT analysis to determine the strategy for implementing the SMDE through the PDCA approach. The research results show an opportunity to integrate SMDE with CRM Tools, allowing each unit to collaborate in decentralized document management. However, data security challenges are triggered by system failures, the unavailability of specialized document management experts, perishable technology, and the lack of optimal regulatory personal data protection implementation. So, a storage planning strategy, workflow, and data security are needed. The results suggest the establishment of SOP, supervision, and company follow-up to implement document management integrated with CRM Tools as a business information system that meets data security requirements.

Major Factors Affecting the Level of Adoption of Document Management Systems in Zambia’s Higher Institutions of Learning

The aim of the study was to identify the challenges facing, Zambia’s higher institutions of learning in managing manual documents and to determine whether an electronic Document management Systems (EDMS) could be useful. The study in addition had to determine the levels of adoption prevalent in the institutions among the stakeholders to warrant implementing an Electronic Document Management System or otherwise. A quantitative survey was undertaken at three higher learning institutions covering members of staff and learners in the institutions. A questionnaire was designed to help collect the sample data from the three institutions, which was then analyzed using the SPSS application package. The purpose was to use the Technology Acceptance Model (TAM) [3], to model how users come to accept and use technology, the actual system use is the end point where people use the technology. The TAM Model relies on two primary factors influencing an individual’s intention to use new technology ie perceived usefulness, perceived ease of use , to gauge whether they provide positive indicators to show that there are high levels of perception and expectations to influence positively the dependent variables in the TAM model ie. Attitude, behavioral intention and system use. The study revealed high levels of system adoption perceptions overall, in the institutions, to warrant introducing an EDMS technology. The results revealed a very high perceived usefulness and ease of use across the three institutions of higher learning. The study recommended that an Electronic Document Management System be implemented in these higher institutions of learning.

Wytyczne dotyczące przeprowadzania kontroli postępowania z dokumentami elektronicznymi jako wynik zmian postulowanych przez środowisko archiwistów

The emergence of legal acts on the computerisation of public administration in Poland, the spread of electronic documentation and various types of IT tools and electronic document management systems have not always improved the performance of office activities and the documentation of cases. The lack of guidance on the rules for archival audits of electronic records, which are collected, produced and stored differently in the organisational units under archival supervision, has resulted in a marked diversity in the verification and description of data collected during archival audits. The article includes examples of problems raised by the archives community and attempts to analyse guidelines for carrying out controls on the handling of electronic documents.

DIGITAL FORMAT FOR CONDUCTING ENTERPRISE ACTIVITIES: PROBLEMS AND OPPORTUNITIES

The theoretical foundations of the introduction of electronic document management systems are considered. Electronic document management is understood as the infrastructural core of any enterprise. The authors are convinced that this is not just an innovation, but a cardinal management decision that has no analogue in the traditional management of enterprise information flows. Thanks to this innovation, the work of the team will be greatly facilitated. The electronic document management system, being a significant advantage of automation, uniquely optimizes the speed of tasks and increases the competitiveness of the organization. A well-built electronic document management system ensures the uninterrupted flow of business processes, saves a significant resource — time, while freeing up minutes and hours to perform primary tasks.

Electronic document circulation: private law and public law aspects

The article examines electronic document circulation from the standpoint of private law and public law aspects of legal regulation. A comprehensive analysis of legislative acts of Ukraine in the field of public administration and civil legal relations regarding the regulation of electronic document circulation, identification of key points affecting decision-making in the field of documentation management, carried out using a systematic approach and the method of comparative analysis, historical and comparative methods. Justification of the classification of the regulation of the organization of document circulation regarding the interaction of various subjects with state authorities as objects of law requiring special legal regulation. Attention drawn to the direct interrelationship of legal and technological procedures of documentation, production and protection of documents. The basis for recognizing the legal force and significance of a document is the implementation of technological and legal procedures for documenting information and producing documents. Based on the comprehensive analysis of legislative and regulatory documents, scientific research, on the materials obtained during the study of the functioning of electronic document circulation, distinctive features were formulated that are included in the complex documentary and archival functional requirements for information systems that automate document circulation and take into account the possibility of creating and maintaining multiple document movement schemes in order to ensure the corporate flow of documents, the need to integrate electronic document management systems with other information systems, the possibility of using technological solutions to optimize document management processes, increase the efficiency of information transmission, and eliminate errors during document processing. It indicated that the modular integration model of electronic document circulation in the authorities provides for the possibility of technological connection of a certain number of modules to increase the functionality of the system. An enterprise focusing on digitization should implement electronic document management.

Моделирование процесса распознавания символов в нормативных документах организации

Improving the quality of classification of different documents is a purpose of modeling the optical character recognition. Non-digital documents, such as scanned or photographed documents, are difficult to classify correctly in electronic document management systems. A decision was made to simulate the process of optical character recognition in the regulatory documents of the organization. There have been considered various methods of modeling the process. The structure of departments for the electronic document management system is given. Methods of implementing optical character recognition (OCR) are considered. The stages of the OCR system development are revealed: image processing, segmentation, recognition. The methods of image processing are analyzed. The main processes associated with image processing are disclosed: alignment, blurring, binarization, finding contours, removing extra lines. Comparison of image blur methods is made. Two stages of image binarization are defined: conversion of a color image into a gray image, binarization of a gray image. The Kenny operator is proposed as a second stage of binarization, which is used to detect the boundaries of the image. The last stage of image processing is the process of removing extra lines. Algorithms for dividing text areas into segments are considered. 3 stages of segmentation are identified: string segmentation, word segmentation, character segmentation. A segmentation algorithm is defined based on calculating the average brightness of image pixels to search for different intervals: line spacing, word spacing, character spacing. Available popular online OCR services as well as some popular desktop programs are considered. A connection has been found between an artificial neural network and optical object recognition. To implement the recognition stage, it is proposed to use an artificial neural network.

Technologies and trends of accounting, reporting and control in the conditions of development of the digital environment of public administration

The article deals with topical issues of accounting, reporting and control, including technologies, trends in budgetary institutions in the context of the transition of institutions to the scheme of providing accounting procedures for centralized accounting. Legal iterations, problems of state regulators in the field of research, including the regulatory framework, ensuring the methodology of accounting for documentation on electronic document management, are updated, while special attention is paid to the impact of electronic document management on the process of internal audit in the digital environment. The paradigm of technological sovereignty in legal iterations of digital transformations in the national project “Digital Economy of the Russian Federation” is proposed. In the course of the research, general scientific and specific methods were used, among which one can distinguish the method of scientific abstraction, institutional method, methods of analysis (systemic, legal, functional, structural, economic) and synthesis, accounting method, logical method, classification method. The research results reflect the depth of the specifics of systematization, interpretation of conceptual trends in the development of the digital accounting environment reflected in the regulations of the Ministry of Finance of Russia, including centralization, accounting methodology, reporting and control in the public sector. The algorithm of optimal inclusion of the public sector in the interoperable mechanism of development, control and maintenance of smart control, electronic duplicates, “digital storages” is presented. The features of the introduction of modern information and communication technologies into the system of functioning of budgetary institutions and electronic document management systems in the current conditions of socio-economic development of society are noted. The research results will be useful to a wide range of readers interested in the processes of digitalization and centralization of accounting of budgetary institutions.

Amazon Textract and artficial intelegence system at banking document managment system

Electronic document management systems have a great prospect of use in the banking sector, all information stored in electronic document management systems requires further analysis and processing, this involves the use of a machine learning service to build a semantic search result, which implies the presence of a search service with the thinking of artificial intelligence and the ability provide links to clearly reasoned answers. Such a service that satisfies the needs of semantic search is the Amazon Kendra service, the question of using such a service is more relevant than ever for the construction of modern banking products. Under such conditions, an important area of research is the assessment of the efficiency of Amazon Kendra in the banking sector, which necessitates the development of a conceptual model for assessing the efficiency of banks for making management decisions aimed at improving the efficiency of individual banks and the banking system as a whole. Objectives: The purpose of this work is to improve the work of electronic document flow in the banking sector using Amazon Kendra and Amazon Textract to design an innovative banking product and develop the banking sector of Ukraine. Methods/Approach Scientific research methods – both comparative and analytical – is used in the process of drawing up of this article. Results: A semantic search system based on the bank's electronic document flow system was designed

Overview of security issues in electronic document management systems

This article discusses the actual security problems of modern electronic document management systems. Currently, there are a large number of different electronic document management systems that allow solving various problems in organizations within the framework of electronic document management, and many systems have their own advantages and disadvantages of information security. From the analysis of various publications, it can be concluded that the most basic problems are data integrity and access control. As a result of the work, possible ways of solving the problems of data integrity and access control in electronic document management systems are proposed. To do this, you need to use blockchain technology.

АВТОМАТИЗАЦИЯ ДОКУМЕНТООБОРОТА В СИСТЕМЕ ИНСТРУМЕНТОВ БЕРЕЖЛИВОГО ПРОИЗВОДСТВА

The article discusses the automation of document flow in companies as one of the lean manufacturing tools. Lean manufacturing involves the involvement of each employee in the optimization process and maximum customer focus. This facilitates problem analysis and selection of solutions for business processes. Problems arising in the process of document flow at enterprises were analyzed using a tool such as the Ishikawa cause-and-effect diagram using the example of large enterprises (in particular TMK Group and Sinara). In addition, to streamline the document flow process, another management tool was considered from a lean manufacturing perspective – a value stream map, the result of which was a current state map and a target state map. An analysis of electronic document management systems was carried out, the most optimal for use in a group of companies.

Improvement of the scientific bases of creating means of automation of documentation of devices of railway automation and telemechanics

The scientific principles of improvement of automation information for appliances of automation and telemechanics system consisting of integration of technology of conducting, use of the uniform standard format and reference information, succession of databases of technical documentation information is created. As a result, the possibility of optimal selection and functional completeness of software for monitoring operational and technological processes was created. The principles and methods of building electronic document management systems using the decomposition of the documentation process to a set of elements and their relationships are developed. The system of organization, control and use of technical documents in the field of automation and telemechanics, systematized through the characteristics of the created scenarios and technical documents of device control and their information, is considered.

Цифровая трансформация инженерно-технического документооборота как фактор оптимизации экономической деятельности предприятия строительной отрасли

Introduction of the systems of electronic engineering and technical and organisational workflow is currently considered as one of the effective tools to digitalize management of business process of construction industry enterprises to increase their efficiency and competitiveness in a dynamically developing business environment. The necessity to build digital infrastructure to manage the flows of structured digital information about the capital construction object at the stages of its life cycle is primarily due to the transition trend to use information modeling technology implemented at the state level. The purpose of the study is to analyze the specifics of the workflow of enterprises in the field of architectural and construction design and to study the possibilities of implementing the processes of its digital transformation based on introduction of import–independent specialized software products of domestic production. The analysis of current state of the enterprises corporate management systems of project products circulation, internal coordination logistics and external interaction of the participants of investment and construction projects revealed inefficiency and significant shortcomings of traditional format of document management. This allowed making conclusion about the necessity to use specialized software for managing engineering and technical data, since traditional electronic document management systems and ECM systems do not allow taking into account the highlighted features. Business and functional requirements formulated in the course of the study for the systems of this class and functionality analysis of Russian TDMS Farvater (Fairway) system for compliance with these requirements allowed to conclude that digitization of engineering and technical data management processes within the framework of the general trend of digital transformation will optimize the economic activity of construction industry enterprise by reducing the costs of document management and deadlines of investment and construction projects. The highlighted requirements for technical data management information system can be used in the development of import-independent software products of this class. The description of the TDMS Farvater (Fairway) functionality and its integration mechanisms in creating of unified information technology environment of shared data can become a methodological basis to form corporate digital ecosystem for managing digitized information flows and configuring interaction routes and synchronization of internal and external document flow in a single interface.