A proposal for the introduction of an electronic archiving solution in the company M&M Intercom d.o.o.

Danes tržišče narekuje hitrost, s katero se morajo podjetja odzivati na njegove zahteve. Vzrok za to je hiter tehnološki napredek in razvoj ter globalizacija trgovine. Podjetje za ohranjanje konkurenčnosti potrebuje informacije čimprej. Takšen način poslovanja zahteva spremembe v delovanju organizacije in njenih procesih. V podjetjih veliko korespondence že poteka v elektronski obliki, saj je tak način enostavnejši, hitrejši in cenejši. Za hitrejšo in boljšo odzivnost mora podjetje razmišljati o celovitem pristopu k obvladovanju papirne in elektronske dokumentacije. S poslovanjem se v podjetju ustvari velika količina dokumentacije, saj morajo biti dogodki dokumentirani. Podjetje mora hraniti dokumente v skladu z zakonskimi določili in predpisi, zato je tiskanje elektronskega dokumenta za potrebe arhiva dodaten strošek in dodatno delo. Klasično poslovanje na osnovi papirne dokumentacije postaja zaradi širjenja obsega poslovanja neobvladljivo ter okorno, predvsem pa prepočasno. Zaradi teh dejstev je po našem mnenju smiselna odločitev za celovitejši pristop k elektronskemu obvladovanju poslovne dokumentacije. Elektronsko arhiviranje je del sistema za upravljanje elektronskih dokumentov. Z uvedbo različnih podsistemov dosežemo hitrejši pretok dokumentov, skrajšamo čas iskanja dokumentov, zmanjšamo možnost napačno vloženih dokumentov, zmanjšamo število napak in se izognemo podvajanju dela. Z vpeljavo elektronskega arhiviranja se podjetje izogne tudi dodatnemu strošku najema poslovnega prostora za namene arhiva. Z raziskavo želimo poiskati rešitve na področju elektronskega obvladovanja dokumentov, njihove zahteve za vpeljavo rešitve, spremembe, ki jih je potrebno uvesti v obstoječe procese v podjetju, cenovno primerjavo posameznih rešitev in smiselnost ter upravičenost vpeljave rešitve elektronskega arhiviranja v podjetju M&M Intercom, d. o. o.Today the market dictates the speed with which the companies have to respond to its demands. The main reason for it is the technological progress, development and market globalization. In order to be competitive, the company needs information as soon as possible. Managing a business in this way requires changes in the organization and its processes. Nowadays, companies use electronic mail for daily correspondence as it is easier, faster and cheaper. For a faster and better response, the company must think about an integrated approach for managing paperwork as well as electronic documentation. A well managed company creates a large amount of documentation, as all events must be recorded. The company must keep all documents in accordance to legal provisions and regulations, thus printing electronic documents for archiving, presents additional costs and work. Due to an increase in revenue and an expanding business respectively, classical archiving of documentation is becoming unmanageable, clumsy and slow. Consequently we believe that the decision for electronic archiving of business documents makes sense. Electronic archiving is part of electronic document system management. With that kind of system implementation we: - enable a faster documentation flow, - reduce the time used for documentation searching, - reduce the possibility of incorrectly filed documents, - reduce the number of errors and - avoid duplication of work. Furthermore, with the introduction of electronic archiving, the company avoids the additional costs of renting extra office space. In this study we want to: - research possible solutions for managing electronic documents, - introduce changes needed for the implementation of those solutions, - define the type of changes that should be added to the already initiated process, - show a cost comparison of individual solutions as well as - present a meaningful and justified solution for the introduction of electronic archiving in the company M&M Intercom, d. o. o