Comparative analysis of electronic document management system (edms)

Tako v zasebnem kot tudi v poslovnem svetu je urejenost dokumentov in podatkov ključnega pomena, saj v nasprotnem primeru veliko preveč časa porabimo za prebiranje in iskanje točno določnega dokumenta ali listine, ki jo potrebujemo. Vendar iskanje ne prinese samo iskanega dokumenta, ampak v veliko primerih tudi sledi opustošenje vseh ostalih dokumentov, ki smo jih prebrskali in premaknili, da smo našli želen dokument. Nenehno iskanje in prebiranje dokumentov si v poslovnem svetu težko privoščimo, saj lahko nastane velika zmeda, neprimerno porabljen delovni čas za iskanje, preveč porabljenega časa za prenos dokumentov od ene osebe do druge in v primeru, da se na dokumentu naredi napaka/sprememba, se krivec le s težavo pojavi. Zato je uporaba elektronskega upravljanja z dokumenti v podjetju še kako smiselna, saj prepreči vse zgoraj naštete težave. Če želi podjetje preiti na sistem upravljanje z dokumenti, je že potrebno ob sprejemu dokumentov spremeniti vse dokumente iz papirnatega v digitalni format. S tem se omogoči, da so vsi dokumenti v enaki obliki ter na enem mestu. Vse te dokumente pa je potrebno ob vnosu tudi pravilno označili, da jih bomo kasneje lahko enostavneje našli na podlagi filtrov in z njimi tudi upravljali. Zato je pri sistemih za upravljanje z dokumenti ključno, da se poenostavi iskanje dokumentov, lažja je sledljivost upravljanja z dokumenti, dokumenti so varni ter zmeraj na voljo. Magistrsko nalogo smo razdelili v dva dela. Naprej bomo opredelili teoretični del, kjer bomo predstavili, kaj je brezpapirno poslovanje, kako to uvesti v podjetje, katere so prednosti in slabosti. Nadaljevali bomo z elektronskim arhiviranjem, kjer bomo označili, kaj so razlike med klasičnim in elektronskim arhiviranjem ter prav tako opredelili prednosti in slabosti elektronskega arhiviranja. Bolj podrobneje pa bomo opredelili elektronsko upravljanje z dokumenti, kjer bomo prikazali, kako se je razvilo, skozi katere faze gre dokument pri elektronskem upravljanju z dokumenti, kakšni so vzroki za uvedbo, kako poteka uvedba ter katere so prednosti in slabosti elektronskega upravljanja z dokumenti. V teoretičnem delu bomo opredelili pet izbranih slovenskih ponudnikov, ki ponujajo rešitev za elektronsko upravljanje z dokumenti, opredelili njihove funkcionalnosti ter jih med seboj primerjali.In both the private and business worlds, the orderliness of documents and data is crucial. Otherwise, we spend far too much time reading and searching for the exact document or the document we need. However, the search not only produces the document one is looking for but in many cases also leads to the devastation of all the other documents that we have poured through and moved to find the desired document. It is difficult to afford constant searching and reading of documents in the business world because there can be a lot of confusion, inappropriately spent working time searching, too much time spent transferring documents from one person to another, and in the case of an error/change is made, it is difficult to identify the culprit. Therefore, the use of electronic document management in the company makes a lot of sense because it prevents all the above problems. If the company wants to switch to a document management system, it is necessary to change all documents from paper format to digital format already when receiving the documents. This ensures that all documents are in the same format and one place. All these documents must be correctly marked upon entry so that we can later find them more easily based on filters and also manage them. Therefore, in document management systems, it is crucial to simplify document retrieval, facilitate document management traceability, and keep documents secure and always available. We divided the master\u27s thesis into two parts. Next, we will define the theoretical part where we will present what is paperless business, how to introduce it in the company, and what are its advantages and disadvantages. We will continue with electronic archiving where we will tell what are the differences between classical and electronic archiving and also identify the advantages and disadvantages of electronic archiving. We will define electronic document management (EDMS) in more detail where we will tell how it evolved, what stages the document goes through in electronic document management, what are the reasons for the introduction, how the introduction takes place, and what are the advantages and disadvantages of electronic document management. In the theoretical part, we will define five selected Slovenian providers that offer a solution for EDMS, define their functionalities, and compare them with each other