RU2711721C1 - System and method of organizing electronic archive of technical documentation - Google Patents

Abstract

FIELD: document management means.

SUBSTANCE: invention relates to means of controlling documentation. System for organizing electronic archives of technical documentation includes an input unit, a control unit, a matching and change unit, an accounting unit, a storage unit and a sending unit. Documentation set is created. Set of documents is coordinated. Set of documents is approved using an electronic digital signature. Set of records is recorded. Besides, the changes in the set of documents are changed and coordinated.

EFFECT: technical result consists in improvement of reliability of data processing and rate of obtaining automated access to multiple permanent arrays of technical documents.

24 cl, 2 dwg

Description

The invention relates to the field of information technology, and in particular to document management systems intended, in particular, to create and manage persistent arrays of technical documentation in a combination of sharing previously developed original documents in paper form and original electronic documents developed in computer-aided design systems ( CAD) in an engineering data management system environment.

Currently, various systems and methods for managing documentation are known.

A known method and system of organization and functioning of the database of regulatory documentation, which is used to create, maintain, analyze and use documentation databases. The method consists in saving normative documentation objects in at least one data warehouse, interacting with the data warehouse as follows: the entire volume of regulatory documentation and the information contained in it for any subject area of activity is placed in a separate database area and presented in in the form of a three-dimensional information space, based on practical experience and their gradation, they analyze the selected area of activity, choose three main characteristic features and assignment they are named after the coordinate axes X, Y, Z, they determine the components of characteristic features and lay them on the coordinate axes formed by orts (unit segments), which determine the components of characteristic features, assign codes, based on designations used in practice, form clusters - areas of three-dimensional space, bounded by unit surfaces of unit segments, from the codes of the corresponding orth of characteristic features make up the code of each cluster, They contain a three-dimensional information space, consisting of clusters with codes assigned to them, place the formed three-dimensional information space together with other databases in a common information storage in the form of an object-oriented or relational database, each document is translated into XML format, keys and attributes are defined, links for search and analysis criteria and in a formatted form, they are located in the corresponding area of the database, and then they are analyzed for the identity of the document, part of the document or the formations contained in the document, the clusters of the three-dimensional information space, form on three axes the complete identification number of the document or its part, consisting of the unit vectors code depending on the membership of one or more clusters and the identification number of the document, while if the document is for any Since the axis belongs to several clusters, the OTH code on this axis is replaced with a zero value, then the full identification number of the document is placed in the cluster or clusters to which the document belongs or As part of the information contained in it, keys, indices and attributes are generated through the cluster and attached to the XML document, as documents are analyzed, they fill out the documents belonging to the characteristic attributes stored in the database and allow identifying the components of the characteristic attributes using the full identification number, to which the document belongs, then check the availability of documents in the cluster and analyze the sufficiency of information in these documents according to the criteria for completeness of the documentation, using Using the database add-ons, the analysis results are placed in the analyzed cluster and stored together with the full identification numbers of the documents, to analyze a wider area that defines one component or the entire characteristic feature, a three-dimensional information space is cut in the selected plane, using the database add-ons, the state is analyzed provide normative documentation for any direction of the chosen field of activity and decide on the need to create a new or replenishment of an existing document, based on the fact that in each cluster of three-dimensional information space, ideally, only one document should be contained that fully describes the area of activity limited by this cluster, using the template base and the criteria for completeness of documentation, develop or adjust regulatory documents in the development process , and in the final version, the new document is iteratively again subjected to analysis to determine the quality and completeness of the information and for placing a document in a three-dimensional information space, using the database tools, select and find regulatory documents for one, two or three characteristic features, access information on a matter of interest, enter (delete) information, control the completeness and quality of information received, while the development of a three-dimensional information space of areas of activity, if part of the volume of regulatory documentation and components of characteristic features are the same, similar EASURES new database is obtained by replacing their existing. RF patent No. 2386166, IPC G06F 17/30, 04/10/2010.

A known system for creating and managing persistent arrays of documents, comprising a data warehouse for storing one or more permanent arrays of documents; and a content management application, wherein the content management application is configured to manage documents for multiple users, create a permanent array of documents from a subset of documents at the request of the user, and assign an attribute to the permanent array of documents that indicates one or more external applications with which the constant array of documents shares their documents, and a permanent array of documents provides at least one of the many users the opportunity access to the subset of the documents as a group and maintain a constant array in the data store documents. RF patent No. 2534810, IPC G06F 17/40, H04L 12/28, 12/10/2014.

A known method of storing data to support a mining system, which consists in a computing system for data mining, including at least one data store that contains objects, and the following software:

at least one lower level analysis mechanism interacting with the data warehouse and generating, as its output, at least one key representing the corresponding characteristics of the object with which this key is associated, based on the first set of rules implemented in the mechanism lower level analysis;

at least one higher-level analysis mechanism that receives the output of a lower-level analysis mechanism and generates as its output at least one key representing the corresponding characteristics of the object with which this key is associated, based on the second set of rules implemented in the analysis mechanism of a higher level, and the specified output data is attached to the objects contained in the data warehouse;

an indexer associated with the data warehouse and containing indexes of keys and values of keys available in the data warehouse, moreover, the generation of keys in the analysis mechanisms and indexing in the indexer are performed separately. RF patent No. 2297665, IPC G06F 17/30, 20.04.2007.

The disadvantages of the known systems include the impossibility of using them for the development of technical documentation by CAD in the environment of the engineering data management system due to the lack of functions in them that are responsible for managing electronic directories and classifiers, approval of electronic documents by using an electronic digital signature, accounting of approved technical documents, making changes to approved technical documents, forming a package of electronic documents for sending to external organizations, because the electronic archive of technical documentation provides support for both the long-term storage of scanned documents developed in paper form and the storage of electronic documents developed in CAD, which are characterized by the following features: the electronic structure of the product and related documents containing two-dimensional vector graphics and three-dimensional solid-state models, signing documents with an electronic digital signature, making changes using Change messages, storage of approval history and all versions of documents.

A known method of designing an electronic archive of technical documentation for CAD, based on the use of object-oriented programming, including a generalized model for organizing an electronic archive of technical documentation with a tree structure; The methodology of organizing a unified information environment for technical documentation using distributed data and the possibility of remote access is also used. The dissertation for the degree of candidate of technical sciences. Malinin A. A. Development of methods and algorithms for paperless paperwork of electronic archives of CAD technical documentation. - St. Petersburg, 2008.

The disadvantage of this model is that it does not take into account the presence of a modern electronic archive management system for technical documentation of such subsystems as the digital signature subsystem, the approved documents accounting subsystem, the directory and classifier management subsystem, the access control subsystem, etc. In general, it can be said that the model is overly general and does not take into account the features of modern CAD systems, such as three-dimensional design of engineering and electrical products. In addition, this method provides for the long-term storage of scanned documentation, not taking into account the availability of an online electronic archive of technical documents developed by CAD.

A known method of forming a long-term electronic archive of cadastral documents, including the technology of organizing and filling the electronic archive of images of cadastral documents and its information-logical structure, consisting of three blocks that provide input of documents into the system, storage of archived electronic-digital images of documents on fault-tolerant media and system management . The dissertation for the degree of candidate of technical sciences. Grigoryev S. A. Development of a methodology for the formation of an electronic archive of cadastral documents. - Moscow, 2008.

The disadvantage is the inability to maintain and provide complete information about the life cycle of a technical document (development - approval and approval - accounting - storage - change), as well as the use for operational processing of technical documents developed by CAD tools.

A known computer-aided design system for supporting systems, including at least one workstation of a business unit equipped with at least input devices and display information, and one computer device with the ability to at least store project databases connected via buses and interfaces for exchanging data with each other and with a hardware-software module for inputting information connected to a decision module made with the possibility of choice and the design method according to the type of correspondence of the initial data with the design patterns preinstalled in the project database, connected to the software and hardware modules of the project management, made with the possibility of generating and transferring control commands to the system functional modules and transferring the intermediate and final design results to the project database, connected to the module of design and formation of design documentation, made with the possibility of forming in electronic format e three-dimensional and electrical models of supporting systems, as well as an electronic package of design documentation connected to the module for managing the product structure, as well as modules for managing documentation and signing documents and change management, and the module for managing the product structure is connected via feedback lines to the technological study module, made with the possibility of forming technological documentation, as well as with modules for calculating reliability parameters, managing integration with systems process control and management, the outputs of which are connected to the document management and document signing module, configured to print and display current information and / or intermediate and / or final stages of design and / or documentation versions stored in the project database through the module for outputting and displaying information, as well as transmitting data to the process control module for making changes to the design documentation. Application for a RF patent for an invention No. 2013123742, IPC G06T 17/00, 11/27/2014.

The reasons that impede the use of this system include the impossibility of storing and managing graphic design and technological data containing both textual information and graphic three-dimensional models; the inability to generate designations for new documents according to the algorithm specified in the classifier, as well as to search for documents and prototypes of new products; the impossibility of registering, recording and processing technical documentation in paper and electronic form, change notices, document albums and electronic media; the impossibility of creating a package of electronic documents in the form of an archive containing document files previously placed on a network resource, and creating a document description file from pre-configured templates by entering information into the inventory in an automated way.

The technical result consists in increasing the reliability of data processing and the speed of obtaining automated access to a variety of permanent arrays of technical documents, as well as in providing direct communication of the organization of the electronic archive of technical documentation with production by organizing an electronic archive of technical documentation, which is used to manage the storage of information about the composition products and the relationship between its components, accounting and storage of any types of electronic technical documents (drawings, specifications, text documents, three-dimensional models created in CAD, etc.), visualization of any types of electronic documents, accounting and storage of information about documents executed on paper, making changes, replacing and canceling technical documentation, taking into account the applicability of the documentation, taking into account the issued and sent copies of the technical documentation to internal and external subscribers. Thus, the system allows managing design and technological design while maintaining the developed technical documentation in electronic form, managing the electronic structure of the product, delimiting access to information, protecting information from unauthorized access, logging work, managing graphic design and technological reference books, managing coordination processes and changes, search and use of documents within the limits of access rights, monitor ing information on any product, and the results of design and technological design provides the following options for the formation of a set of approved technical documentation: the previously issued paper kit completely reissued in electronic form in the previously issued paper kit includes separate electronic documents, the entire set is initially available in electronic form.

The specified technical result is achieved in that the system for organizing an electronic archive of technical documentation includes an input unit, a control unit, an approval and change unit, an accounting unit, a storage unit, a sending unit;

input unit includes:

- module for entering electronic documents;

- help input module;

- input module for classifiers of documents;

- input module for digitized documents;

control unit includes:

- DBMS control module;

- engineering data management module;

- electronic technical document management module;

- module for managing electronic digital signatures;

- module for managing the export / import of information;

- access control module;

storage unit includes:

- information storage module;

- information backup module;

The approval and change unit includes:

- module approving electronic documents;

- module for changing electronic documents;

accounting unit includes:

- module for registration of approved documents;

- module for registering the composition of a set of approved documents;

- a module for recording copies of documents;

- module for recording notifications of changes in documents;

- module for accounting the applicability of documents;

- module for locating originals;

- a module for viewing information about documents;

- reporting module;

- print module;

sending unit includes:

- a module for generating a package of electronic documents;

- module for the formation of an inventory of documents.

Also, the claimed technical result is achieved by the implementation of the method of organizing an electronic archive of technical documentation, including the steps:

- creating a set of documentation;

- approval and approval;

- registration;

- sending;

- alteration;

the stage of creating a set of documentation includes:

- development of a set of documentation;

- saving a set of documentation;

- Signing a set of documentation with an electronic digital signature of the developer;

The stage of approval and approval includes:

- coordination of a set of documentation;

- approval of a set of documentation using electronic digital signature;

Registration phase includes:

- input control of electronic documents;

- understaffing a set of documentation with digitalized paper documents of their own design and development of other organizations;

- registration of approved documents;

- registration of a set of documentation;

- the formation of a preliminary list of razsekhovka;

- making copies of documents;

- accounting for copies of documents;

- transfer of a set of documentation for storage;

the sending phase includes:

- verification of the availability and execution form of original documents;

- the formation of a list of scripts for the selection and production of duplicates;

- formation of a package of electronic documents;

- formation of a cover letter;

- formation of a package of documents for sending;

- sending documents;

The stage of changes includes:

- creating a change notice;

- Creation of new versions of mutable documents and making changes to them;

- Saving notifications of changes and new versions of documents to be changed;

- coordination and approval of the notice of changes and new versions of the documents to be modified using electronic digital signatures;

- transmission of notice of changes and new versions of documents to be changed for registration.

The invention is illustrated by drawings, where:

1 - input unit;

1.1 - module for entering electronic documents;

1.2 - reference information input module;

1.3 - module for entering document classifiers;

1.4 - input module for digitized documents;

2 - control unit;

2.1 - DBMS control module;

2.2 - engineering data management module;

2.3 - electronic technical document management module;

2.4 - electronic digital signature management module;

2.5 - module for managing the export / import of information;

2.6 - access control module;

3 - storage unit;

3.1 - information storage module;

3.2 - information backup module;

4 - block coordination and changes;

4.1 - module approving electronic documents;

4.2 - module for changing electronic documents;

5 - accounting unit;

5.1 - module for registration of approved documents;

5.2 - module for registering the composition of a set of approved documents;

5.3 - module for accounting for copies of documents;

5.4 - module for recording notifications of changes in documents;

5.5 - module for accounting the applicability of documents;

5.6 - module for locating originals;

5.7 - module for viewing information about documents;

5.8 - reporting module;

5.9 - document printing module;

6 - sending unit;

6.1 - module for generating a package of electronic documents;

6.2 - module for the formation of an inventory of documents;

I - the stage of creating a set of documentation;

II - stage of approval and approval;

III - stage of registration;

IV - dispatch phase;

V - making changes;

“-” - not agreed;

“+” - as agreed.

In FIG. 1 shows a diagram of an electronic archive organization system.

In FIG. 2 is a flowchart of a method for organizing an electronic archive.

The electronic archive organization system includes an input unit 1, a control unit 2, a storage unit 3, a coordination and change unit 4, an accounting unit 5, a sending unit 6.

The information input unit 1 includes:

- a module for inputting electronic documents 1.1, developed by CAD tools, providing input and control of the correct input of product information into the electronic archive database;

- a module for inputting reference information 1.2, which ensures the maintenance of directories necessary for creating electronic documents by CAD;

- an input module for document classifiers 1.3, providing classifiers for the automated assignment of the value of a parameter of the requisite part of an electronic document (for example, designation, name, inventory number, etc.) according to the encoding algorithm defined in the classifier;

- a module for inputting digitized documents 1.4, which provides digitization of paper documents of our own design and applied documents of external organizations with the subsequent optimization of digital images obtained as a result of digitization.

The control unit 2 includes:

- DBMS 2.1 control module, which provides management of an industrial DBMS that allows operating with large volumes of information;

- Engineering data management module 2.2, which provides data management about the product and its life cycle, reference data and classifiers, information retrieval, viewing and printing of all types of electronic documents registered in the electronic archive of technical documentation;

- a module for managing electronic technical document management 2.3, which provides control over the coordination and approval of documents with fixing the electronic digital signature of officials in the electronic card of the electronic document, as well as automatic distribution of documents along the appropriate routes in order to collect the necessary approving and approving signatures;

- a module for managing electronic digital signatures 2.4, which provides control of the cryptographic system of electronic digital signatures;

- an information export / import control module 2.5, which ensures the interaction of an electronic archive of technical documentation with external automated systems.

- access control module 2.6, which provides administration, differentiation of access to information and functionality depending on the category of users and production sites of the enterprise, data protection from unauthorized access;

Storage unit 3 includes:

- information storage module 3.1, which provides dynamic storage of electronic documents developed in CAD, and static (long-term) storage of scanned documents;

- a module for backing up information 3.2, which provides software and hardware protection of electronic documents from distortion and modification, backing up information and restoring the working capacity of an electronic archive of technical documentation after fixing failures and correctly restarting hardware and software.

The unit for approval and amendment of documents 4 includes:

- module for coordination of electronic documents 4.1, providing routing of approval of documents in the process of electronic technical document management;

- a module for changing electronic documents 4.2, which provides for changes to electronic documents approved by electronic digital signature.

The accounting unit for approved documents 5 includes:

- a module for registration of approved documents 5.1, which ensures registration and accounting of new documents in paper and electronic form, sets of documents and electronic media, registration and reissue of cards of documents, sets of documents and electronic media, accounting of canceled documents, sets of documents and electronic media;

- module for registering the composition of a set of approved documents 5.2, providing input and editing of the composition of sets of documents and electronic media;

- a module for accounting for copies of documents 5.3, which provides input of information about distributed copies of documentation to internal subscribers and external organizations;

- a module for recording notifications of changes to documents 5.4, which ensures registration of notifications of changes, making changes, replacing and canceling technical documentation;

- a module for accounting the applicability of documents 5.5, which ensures accounting for the applicability of documents;

- a module for recording the location of originals 5.6, which ensures the location of originals issued for making copies and duplicates, making changes, and restoring them when worn;

- a module for viewing information about documents 5.7, providing a view of the details of documents;

- Report generation module 5.8, which provides reporting on documents based on various parameters defined by the user;

- document printing module 5.9.

The sending block 6 includes:

- a module for generating a package of electronic documents 6.1, which provides automated generation of a package of electronic documents in the form of an archive containing document files previously stored on a network resource;

- a module for generating an inventory of documents 6.2, which provides automated generation of an inventory of documents in the form of a cover letter file from pre-configured templates by selecting the organization and automatically filling in the letter with the required information (for example, the file name of the package of electronic documents and its checksum, designation of documents, number of sheets in documents, document file names, file sizes indicated in kilobytes, and their checksums, etc.).

A typical system operation is illustrated by an example of developing a set of electronic technical documentation and contains the steps:

I. Creating a set of documentation.

II. Coordination and approval;

III. Registration;

IV. Dispatch

V. Amendment.

At the stage of creating a set of documents in the case of using CAD tools, the developer, using the module for inputting classifiers of documents 1.3 and the module for inputting reference information 1.2 of block 1, the control module for DBMS 2.1 and the module for managing engineering data 2.2 of block 2, develops a set of electronic documents that includes:

- electronic structure of the product;

- electronic specification obtained in an automated way from the electronic structure of the product;

- 3D models developed in CAD of three-dimensional design, including dimensional 3D models of electronic radio products (taking into account installation options on a printed circuit board) for synchronizing CAD objects of electronic devices;

- The design of the printed circuit board (electronic module), developed in the CAD of electronic devices, as part of the electronic structure of the product;

- electrical schematic diagrams in a neutral format (for example, in the “PDF” format) obtained from the design of a printed circuit board (electronic module) developed in the CAD of electronic devices;

- drawings, mainly developed in CAD three-dimensional design;

- drawings developed in CAD of two-dimensional design (if it is impossible or inappropriate to develop these drawings in CAD of three-dimensional design);

- text documents developed in a text editor or CAD two-dimensional design;

- scanned images of duplicate documents in a neutral format (for example, in the "PDF" format).

If paper design documents of our own design and the development of other organizations are used in the electronic kit, the kit developer creates cards of these documents in the engineering data management module 2.2 of block 2 in the electronic structure of the product without attaching the documents themselves.

Saving of electronic documents is performed using the electronic document input module 1.1 of block 1 and the information storage module 3.1 and the information backup module 3.2 of block 3.

Depending on the access rights assigned by the administrator using the access control module 2.6 of block 2, electronic documents become available to other users to view using the engineering data control module 2.2 of block 2.

After the development of electronic documents, the document developer using the electronic digital signature management module 2.4 of block 2 signs the electronic documents with his electronic digital signature and appoints, using the electronic technical document management module 2.3 of block 2, the approval participants for predefined roles (for example, “checking” or “Normative control” )

Electronic approval and approval of documents is carried out using the electronic documents approval module 4.1 of block 4.

Using the approval module for electronic documents 4.1 of block 4, the coordinating official receives electronic documents for approval. Further, the coordinating official, using the engineering data management module 2.2 of block 2, performs a review of the submitted electronic documents. If necessary, electronic documents are printed on a printing device.

If you agree with the editors of the electronic documents sent for approval, the official using the electronic digital signature management module 2.4 of block 2 signs the electronic documents with his electronic digital signature and in accordance with the procedure defined by the administrator in the process template using the electronic technical document management module 2.6 of block 2 , sends electronic documents for further approval using the electronic document approval module 4.1 block 4.

In case of disagreement with the editors of the electronic documents sent for approval, the official, using the electronic documents approval module 4.1 of block 4, returns them to the developer with the necessary comments.

After signing electronic documents with all the necessary electronic signatures, they are automatically transferred to the technical documentation department for registration with the use of the electronic documents approval module 4.1 of block 4.

An employee of the documentation accounting group conducts incoming inspection of electronic documents using the engineering data management module 2.2 of block 2, while automatically checking the completeness and applicability of the documentation in accordance with the electronic structure of the product. If inconsistencies are found, it performs an additional check in the module for viewing document information 5.7 block 5.

If the kit is incomplete, the employee of the documentation accounting group informs the developer about this and sends the electronic kit for revision using the electronic document approval module 4.1 of block 4.

If the kit is complete, a member of the documentation team takes it for accounting.

If paper design documents of our own design and the development of other organizations are used in the electronic kit, using the digitized documents input module 1.4 block 1, copies of paper design documents are scanned, saved in the “PDF” format and files are placed using the electronic documents input module 1.1 block 1 in the engineering data management system as content for documents previously created by the kit developer.

Upon completion of the check in the technical documentation department, information about approved electronic documents (designation, name, etc.) using the information export / import control module 2.5 of block 2 is transferred to the registration module of approved documents 5.1 of block 5 and the module of registration of the set of approved documents 5.2 block 5.

Further, an employee of the documentation accounting group registers approved electronic documents and a new set. During registration, each document is automated using a module of input of classifiers of documents 1.3 block 1 is assigned a unique inventory number.

After that, an employee of the documentation accounting group registers a new set and enters its composition in the module for registering the composition of the set of approved documents 5.2 of block 5, and also enters the applicability of the document using the module for recording the applicability of documents 5.5 of block 5. Then, if necessary, in the document printing module 5.9 of block 5 paper copies of electronic documents are produced in accordance with the procedure for distribution of documentation.

Then, in the documentation accounting group, using the reporting module 5.8 of block 5, a preliminary inventory sheet is formed, which is subsequently filled by authorized representatives of the service of the chief technologist and production. Then, if necessary, in the document printing module 5.9 of block 5, in accordance with the inventory sheet, additional paper copies of electronic documents are produced to ensure production; after making paper copies, they are transferred to production units for the manufacture of products on them.

In the picking group, in the module for accounting for copies of documents 5.3 of block 5, information about the subscribers of copies of sets of technical documents issued to units is entered.

In the group of accounting and circulation documentation of other enterprises carry out:

- checking the availability and execution form of the originals in the document information viewing module 5.7 of block 5;

- transfer to the group of scanning and storage of originals using the electronic document approval module 4.1 of block 4 of the list of paper originals for the selection and production of electronic duplicates;

- transferring documentation of their own design to the accounting group using the electronic document approval module 4.1 block 4 of the list of electronic scripts for the production of electronic duplicates;

- placement using the information storage module 3.1 of block 3 of electronic duplicates made according to lists on a file server;

- the formation of a package of electronic documents in the module forming a package of electronic documents 6.1 block 6;

- the formation in the module for the formation of the document inventory 6.2 of block 6 in an automated way of a cover letter containing an inventory of documents, a printout of the letter in the module for printing documents 5.9 of block 5 and its signing by responsible officials with a handwritten signature;

- placement of a cover letter file in the electronic document approval module 4.1 of block 4;

- registration of the cover letter in the module for registration of approved documents 5.1 of block 5 and transfer of the registration number to a paper copy of the signed cover letter;

- scanning of a cover letter in the input module of digitized documents 1.4 of block 1;

- placing files of a package of electronic documents and a cover letter in a network directory on a file server.

In conclusion, an employee of the department responsible for sending documents by e-mail via a secure communication channel takes from the network directory using the engineering data module 2.2 block 2 files of the electronic document package and cover letter, signs them using the electronic digital signature management module 2.4 block 2 qualified electronic digital signature and transmits them as intended.

After the registration procedure is completed, the set of approved electronic technical documentation is registered in the technical documentation department using the export / import control module 2.5 of block 2, information is exchanged on the composition of the product with external automated systems that are part of the enterprise’s integrated information environment.

An electronic archive of technical documentation allows you to modify approved electronic documents. In this case, the following typical operation procedure is performed.

The document developer, using the engineering data management module 2.2 of block 2, finds in the electronic archive of approved documents electronic documents that need to be changed and creates an electronic notification for them about the change in the electronic document change module 4.2 of block 4. At the same time, new versions of electronic documents are automatically created, and previous approved versions are stored in the database using the DBMS 2.1 control module of block 2 and the information storage module 3.1 of block 3.

If the original of the document to be changed is developed in paper form, the document developer creates and signs the change notice in paper form and transfers it to the documentation accounting group of the technical documentation department for registration in the module for recording notifications of changes in documents 5.4 of block 5.

After registration, the developer of the change notice sends it to the scanning and storing group of scripts for selection using the document applicability metering module 5.5 of block 5 of the originals of design documents to be changed in accordance with the change notice.

The selected originals of the design documents an employee of the technical documentation department gives the developer a notice of change, while in the module for locating the originals 5.6 of block 5, the designation of the document, the date of issue of the documents, the name of the person who issued the documents, the name of the person who received the documents, and his unit number are noted.

Further, the document developer using CAD tools using the help information input module 1.2 of block 1, the DBMS control module 2.1 and engineering data control module 2.2 of block 2 creates new versions of electronic documents and makes changes to them. If changes must be simultaneously made in a paper and electronic script (for example, the document included in the paper specification is replaced by an electronic one), a change notice is prepared in accordance with GOST 2.503 (clause 6.3), issued in the form of a kit consisting of two notices (in paper form and electronic).

After the notification of the change is created and changes are made to the new versions of electronic documents, they are saved in the electronic archive of technical documentation using the electronic document input module 1.1 block 1, the information storage module 3.1 and the information backup module 3.2 block 3.

Then, using the electronic digital signature management module 2.4 of block 2, the developer signs the changed electronic documents and the change notification with his electronic digital signature, appoints, using the electronic technical document management module 2.3 of block 2, the approval participants for predefined roles (for example, “checking” or “Normative control” ») And performs the procedure of electronic approval and approval of documents using the approval module of electronic documents 4.1 b Loka 4.

Using the approval of the electronic documents approval module 4.1 of block 4, the coordinating official receives for approval the modified electronic documents and a notification of the change. Next, the coordinating official, using the engineering data management module 2.2 of block 2, performs a review of the submitted electronic documents and the change notice. If necessary, electronic documents are printed on a printing device.

In case of agreement with the editorial board of the amended electronic documents sent for approval and notification of the change, the official using the electronic digital signature management module 2.4 of block 2 signs the electronic documents and the notification of the change with his electronic digital signature and, in accordance with the procedure determined by the administrator in the process template using the electronic technical document management module 2.3 of block 2, sends electronic documents and a notice of change to lneyshee matching module using matching of electronic documents 4.1 unit 4.

Otherwise, in case of disagreement with the editors of the amended electronic documents sent for approval and notification of the change, the official using the electronic documents approval module 4.1 of block 4 returns them to the developer with the necessary comments.

After signing the amended electronic documents and the notification of the change with all the necessary electronic signatures, they are automatically transferred to the technical documentation department for registration using the electronic document approval module 4.1 of block 4.

An employee of the documentation change accounting group conducts an incoming inspection of the changed electronic documents and the change notification using the engineering data management module 2.2 of block 2. If any inconsistencies are detected, it performs an additional check in the document information viewing module 5.7 of block 5.

If the changed electronic documents and the change notification contain errors, the employee of the documentation change accounting group informs the developer about this and sends the changed electronic documents and the change notification for revision using the electronic document approval module 4.1 of block 4.

If the amended electronic documents and the notice of the change do not contain errors, the employee of the documentation change accounting team accepts them for accounting. Upon completion of the check in the technical documentation department, information about approved electronic documents (designation, name, etc.) using the information export / import control module 2.5 of block 2 is transferred to the module for recording notifications of changes in documents 5.4 of block 5, in which the employee of the accounting group Changes in the documentation registers the changed electronic documents and the change notice. If the composition of the set of documents is changed, its composition is changed in the module for registering the composition of the set of approved documents 5.2 of block 5.

Then, if necessary, in the document printing module 5.9 of block 5, in accordance with the documentation distribution procedure, paper copies of electronic documents are produced. After making paper copies, they are transferred to production units for the manufacture of products on them.

In the group of accounting and circulation documentation of other enterprises carry out:

- transferring documentation of their own design to the accounting group using the electronic documents approval module 4.1 of block 4 of the list of changed electronic documents and change notices for the production of electronic duplicates;

- placement using the information storage module 3.1 of block 3 of electronic duplicates made according to lists on a file server;

- the formation of a package of electronic documents in the module forming a package of electronic documents 6.1 block 6;

- the formation in the module for the formation of the document inventory 6.2 of block 6 in an automated way of a cover letter containing an inventory of documents, a printout of the letter in the module for printing documents 5.9 of block 5 and its signing by responsible officials with a handwritten signature;

- placement of a cover letter file in the electronic document approval module 4.1 of block 4;

- registration of the cover letter in the module for registration of approved documents 5.1 of block 5 and transfer of the registration number to a paper copy of the signed cover letter;

- scanning of a cover letter in the input module of digitized documents 1.4 of block 1;

- placing files of a package of electronic documents and a cover letter in a network directory on a file server.

In conclusion, an employee of the department responsible for sending documents by e-mail via a secure communication channel takes from the network directory using the engineering data module 2.2 block 2 files of the electronic document package and cover letter, signs them using the electronic digital signature management module 2.4 block 2 qualified electronic digital signature and transmits them as intended.

After completion of the registration procedure in the technical documentation department of the changed electronic documents and change notifications, an automatic exchange of data on the product composition with external automated systems included in the integrated information environment of the enterprise is performed using the export / import information management module 2.5 of block 2

The change notification registered and processed in the technical documentation department and new versions of electronic documents using the electronic technical document management module 2.3 of block 2 are automatically placed by the system into the electronic archive of the approved change notices, and new versions of electronic documents become relevant. Until the new version of electronic documents becomes relevant, users of the system are able to view only the previous version of electronic documents.

Thus, the system and method of organizing an electronic archive of technical documentation provides long-term storage of documentation and operational management of the archive, in particular, by combining the sharing of previously developed original documents in paper form and original electronic documents developed in CAD, as well as communication with production directly on workplaces.

Currently, the system has been introduced into commercial operation at the enterprise, and the method of its organization allows to confirm the achievement of the above technical result.

Claims (123)

1. A system for organizing an electronic archive of technical documentation, including an input unit, a control unit, an approval and change unit, an accounting unit, a storage unit, a dispatch unit; input unit includes: - module for entering electronic documents; - help input module; - input module for classifiers of documents; - input module for digitized documents; control unit includes: - DBMS control module; - engineering data management module; - electronic technical document management module; - module for managing electronic digital signatures; - module for managing the export / import of information; - access control module; storage unit includes: - information storage module; - information backup module; The approval and change unit includes: - module approving electronic documents; - module for changing electronic documents; accounting unit includes: - module for registration of approved documents; - module for registering the composition of a set of approved documents; - a module for recording copies of documents; - module for recording notifications of changes in documents; - module for accounting the applicability of documents; - module for locating originals; - a module for viewing information about documents; - reporting module; - document printing module; sending unit includes: - a module for generating a package of electronic documents; - a module for generating an inventory of documents; wherein an input unit is connected to a control unit, a storage unit, a coordination unit, and changes; the control unit is connected to the input unit, the storage unit, the coordination and change unit, the accounting unit; a storage unit is connected to an input unit, a control unit, an accounting unit; the coordination and change unit is associated with an input unit, a control unit, an accounting unit; the accounting unit is connected with the control unit, the storage unit, the coordination and change unit, the sending unit; the sending unit is associated with the accounting unit. 2. A method of organizing an electronic archive of technical documentation, including the steps of: - creating a set of documentation; - approval and approval; - registration; - sending; - alteration; at the stage of creating a set of documentation: - develop a set of documentation; - save a set of documentation; - sign a set of documentation with an electronic digital signature of the developer; at the stage of approval and approval: - carry out coordination of a set of documentation; - approve a set of documentation using electronic digital signature; at the stage of registration: - carry out incoming control of electronic documents; - understaff a set of documentation with digitalized paper documents of their own design and development of other organizations; - register approved documents; - register a set of documentation; - form a preliminary list of razsekhovka; - make copies of documents; - carry out accounting of copies of documents; - transmit a set of documentation for storage; at the sending stage: - check the availability and execution form of the original documents; - form a list of scripts for the selection and production of duplicates; - form a package of electronic documents; - form a cover letter; - form a package of documents for sending; - send documents; when making changes: - create a notice of change; - create new versions of mutable documents and make changes to them; - keep a notice of changes and new versions of documents to be changed; - carry out the coordination and approval of the notice of changes and new versions of the documents to be modified using an electronic digital signature; - transmit a notice of change and new versions of the documents to be changed for registration. 3. The method according to p. 2, characterized in that the set of documentation includes: - electronic structure of the product; - electronic specification; - 3D models developed in CAD of three-dimensional design; - PCB design developed in CAD electronic devices; - electrical circuit diagrams; - blueprints; - text documents; - scanned images of duplicate documents. 4. The method according to p. 3, characterized in that the electronic specification is obtained from the electronic structure of the product in an automated manner. 5. The method according to p. 3, characterized in that the electronic specification is developed in CAD of two-dimensional design. 6. The method according to p. 3, characterized in that the electronic specification is developed in a text editor. 7. The method according to p. 3, characterized in that the directory of the electronic component base includes dimensional 3D-models of electronic radio products, taking into account the options for forming conclusions. 8. The method according to p. 3, characterized in that the directory of the electronic component base includes dimensional 3D models of radio products, taking into account installation options on a printed circuit board. 9. The method according to p. 3, characterized in that the design of the printed circuit board is an integral part of the electronic structure of the product. 10. The method according to p. 3, characterized in that the electrical circuit diagrams are obtained from the design of the printed circuit board. 11. The method according to p. 3, characterized in that the set of documentation includes drawings developed in CAD three-dimensional design. 12. The method according to p. 3, characterized in that the set of documentation includes drawings developed in CAD two-dimensional design. 13. The method according to p. 3, characterized in that the text documents are developed in a text editor. 14. The method according to p. 3, characterized in that the text documents are developed in CAD two-dimensional design. 15. The method according to p. 2, characterized in that at the stage of approval, the electronic document is further developed and modified according to the comments of the coordinating parties. 16. The method according to p. 2, characterized in that on the input control at the storage stage additionally scanned copies of paper design documents and place the files in the engineering data management system as content for documents created previously by the kit developer. 17. The method according to p. 2, characterized in that the input control at the storage stage additionally process the documentation of other enterprises: - check the availability and execution form of the originals; - transmit to the scanning and storing group of originals a list of paper originals for the selection and production of electronic duplicates; - transmit documentation of their own design for the manufacture of electronic duplicates to the accounting group; - place electronic duplicates made according to lists on a file server; - form a package of electronic documents; - form a cover letter in an automated way containing an inventory of documents, print and sign the letter with responsible officials with a handwritten signature; - place a cover letter file; - register the cover letter and transfer the registration number to a paper copy of the signed cover letter; - scan the cover letter; - place the files of the package of electronic documents and cover letters in the network directory on the file server. 18. The method according to p. 2, characterized in that when registering a set of documentation additionally: - introduce the composition of the documentation set; - introduce the applicability of the document. 19. The method according to p. 2, characterized in that when registering a set of documents additionally make paper copies in accordance with the order of distribution of documentation. 20. The method according to p. 2, characterized in that it further includes: - the production of additional paper copies of electronic documents to ensure production in accordance with the inventory sheet; - transfer of paper copies to production units for the manufacture of products on them. 21. The method according to p. 2, characterized in that when forming the preliminary list of the re-assembly, enter information about the subscribers of copies of sets of technical documents issued to units. 22. The method according to p. 2, characterized in that when accounting for the amended documents carry out: - incoming control of amended electronic documents and notification of change; - registration of modified electronic documents and notification of changes; - posting modified documents. 23. The method according to p. 2, characterized in that when making changes additionally change the composition of the set of documents. 24. The method according to p. 2, characterized in that when the changes are additionally carried out: - making paper copies of electronic documents; - transfer of paper copies to production units for the manufacture of products on them.

Images