What is an electronic document management system? Construction principles

Electronic document management systems have become an important part of businesses, especially in today's digital age. In this article, let's learn about the electronic document management system with 1C Vietnam as well as the principles and processes of managing the above system.

1. What is an electronic document management system?

Electronic document management system is a system that allows the management of electronic documents, texts and records during the operation of the organization. This system plays an important role not only in the storage process but also in most other departmental activities of the business. Especially in the current era of strong digital transformation, businesses having a solid document management system will lay the foundation for stable and smooth development.

2. General principles in building an electronic document management system

To be able to build a good electronic document management system , businesses need to understand the general principles specified in Article 18, Chapter V, Circular 01/2019/TT-BNV of the Ministry of Home Affairs:

• Ensure the management of documents, documents and electronic records of units, agencies and organizations in accordance with regulations.
• Ensure data security and information security issues according to current legal regulations.
• Authorizations can be given to individuals to access the electronic document management system.
• Ensure elements of reliability, authenticity and accuracy of data circulating within the system.
• Ensure comprehensive and complete technical issues, document and data management processes and electronic records.
• Can be integrated with other management systems.
• Convenient to use, easy to operate for users.
• Ensure the integrity and accuracy of information when accessing the system.
• Store documents and records according to the preservation period.
• Has a feature that allows digital signing and checking digital signatures.
• Committed to complying with the Vietnam e-Government Architecture Framework.
• Ability to add and upgrade features to meet system regulations.

3. Functional requirements of the electronic document system

In addition to general principles, building an electronic document management system must comply with the following functional requirements:

3.1 For tracking documents and drafting processes

• Allows creating identifiers of outgoing documents, creating codes and sequence numbers for archived documents, and attaching files.
• Shows the urgency of the document.
• Automatically assign time to documents after updating the serial number and digital signature.
• Allows the recipient to automatically notify the sender of receipt.
• Allows automatic transfer of notification documents to the clerical department when detecting duplicate identifiers.
• The feature allows tracking work progress, making statistics, urging work and processing incoming documents.
• Notification feature when there is new text.
• Allows organizations and agencies to grasp the status of documents and data.

3.2 For connecting and linking documents and texts

The electronic document management system needs to ensure the ability to connect with the storage system and integrate other specialized systems. At the same time, this system is capable of operating on smart mobile devices.

3.3 For preservation and storage

The third requirement in building an electronic document management system is to ensure all information is stored during work processing and meets the following factors:

• Link documents and texts with the same file code.
• Allow automatic notification when documents are due to be submitted for storage.
• Ensure transfer and implementation of documents and records in the company's electronic document management system.
• Ensure integrity, accuracy and reliability.
• Ensure records and data are accessible.
• Allows moving data, records, documents, and changing formats when necessary.
• Ensures the ability to restore data when problems occur and allows for unscheduled or periodic backups of data.

3.4 For handling invalid documents

For an electronic document management system to operate effectively, organizations need to properly handle expired documents according to the following principles:

• The system automatically notifies you 30 days before the application expires.
• Re-evaluate the value of the data and notify the preservation period to determine whether to destroy the document or continue to extend the preservation period.
• Expired documents must be strictly managed: Require a reason for document destruction, notify data that is expected to be destroyed or is attached to records that still have a preservation period.

3.5 For the process of statistics, lookup, and use of documents in the system

• Statistics on the number of visits and the number of documents in circulation.
• Control the amount of access and grant access to the system.
• Supports document lookup by input data field.
• Allows displaying information fields of text and documents.
• Search requests can be saved and reused.
• Search results appear in order on the system and are published in common text file formats.
• Allows printing and downloading documents.
• Allows taking notes and highlighting documents and documents.
• Allows saving access history and use of archived documents.
• Document lookup and statistics feature.

4. Steps in the current standard electronic document system management process

4.1 Step 1: Determine electronic document standards

The first step in the process is to define electronic document standards. Input documents need to meet certain standards below to ensure the system can operate smoothly:

• Documents are built from the operations of organizations and businesses: Set up specific technical requirements to ensure documents are consistent, authentic, and complete so they can be retrieved immediately after creation . Enterprises need to create, select and preserve documents according to the regulations of archival operations.
• Documents need to meet input standards before digitization. Documents with permanent value are not allowed to be destroyed after digitization.

4.2 Step 2: Collect electronic archives

Collecting electronic archives includes the following tasks:

• Collect both electronic and paper documents in case of duplicate content.
• Collect documents from diverse sources such as business documents, letters, reports, contracts, internal business bulletin boards,...

4.3 Step 3: Classify electronic archives

Documents after being collected need to be classified according to different content fields. When dividing, businesses need to ensure that documents in a group are closely related. This is an important step to help make the search process faster and easier later.

4.4 Step 4: Store electronic documents on the system

To store documents on an electronic document management system, businesses can use different platforms such as cloud virtual servers, physical servers or document storage software from reputable providers worldwide. market.

4.5 Step 5: Security for electronic documents

One of the important principles when storing electronic documents is security. Businesses need to take safety measures for documents after they are uploaded to the system. Some commonly used methods include 2-layer login security, using passwords to decentralize documents.

4.6 Step 6: Manage document version updates

Documents need to be updated and supplemented to always ensure the latest version. Businesses need to pay attention to assigning specific rights to people who can make changes in the content of documents.

4.7 Step 7: Retrieve and use digital documents

One of the most important benefits of digital documents is that they can be retrieved and used more easily and quickly than traditional documents. Users can search by information field, storage time, record type,...

4.8 Step 8: Back up and restore electronic documents

Backing up and restoring electronic documents is extremely important. This is one of the steps that cannot be skipped in the security process to ensure the safety of digital documents.

4.9 Step 9: Handle electronic documents when their value expires

Documents that are no longer of use must be removed to avoid system overload or unnecessary waste of storage resources. Document destruction needs to be system-wide and ensure that documents cannot be recovered after destruction.

5. Office Software 1C:Document Management provides an effective electronic document management system

Currently, the need to apply electronic document management systems is increasing due to the benefits this system brings to businesses. Understanding that, 1C Vietnam has developed and provided a comprehensive 1C:Document Management Digital Office Solution, applying a low-code platform to support businesses in automating operations and achieving the goal of creating Breakthrough through technology.

1C:Document Management software helps businesses easily manage and search documents quickly and effectively while still optimizing costs by cutting costs of storage, document storage or human resources. for manual document management. The solution possesses all the necessary features to directly serve today's electronic document management needs, including:

• Incoming document management: Software for managing all types of incoming and outgoing documents, including legal documents, administrative documents, specialized documents (including faxes, and transferred documents). networks, confidential documents) and applications and letters sent to agencies, organizations and businesses.
• Internal document management: Allows management of all documents issued within agencies and businesses. Users can create and edit documents, and management can easily approve documents right on mobile devices anytime, anywhere, making it convenient to handle work.
• Contract management: 1C:Document Management helps store and manage contracts scientifically for each project and field. Users can easily link contracts with other documents and circulate contracts to each department, department head, etc. In addition, the application also provides an integrated feature to automatically generate contract numbers, calculate ability to select and hold numbers.

The electronic document management system is an indispensable part in the construction and operation process of an enterprise. Hopefully through the above article, businesses have grasped the principles and processes of managing electronic document systems. In addition, to manage electronic documents in a simple and streamlined way, businesses can refer to Digital Office software 1C:Document Management. With powerful features, the software supports automating effective document and document management on a single system. Contact 1C Vietnam for consulting support in implementing effective software for businesses.