Mathematical Modeling of Electronic Records Management and Office Work in the Executive Bodies of State Administration

  • Olga PerepelkinaEmail author
  • Dmitry Kondratov
Conference paper
Part of the Studies in Systems, Decision and Control book series (SSDC, volume 199)


The activities of the executive bodies of state administration lie in making management decisions within the framework of their powers. The efficiency of this process is determined by office work and records management system. The introduction of electronic document management system is a priority for the state administration and the successful implementation of the system allows for the transition to a more qualitative level of functioning. However, the introduction of electronic document management system is not made at sufficiently high rate, largely due to the lack of accurate monitoring system of electronic document management and office work implementation effectiveness, which prevents from quick adjusting and making the appropriate changes in the system. The relevance of the study is caused by the importance of increasing the efficiency of electronic document management system in administration, which is possible only by means of mathematical models, advanced and reliable algorithms and systems of quality assessment programs according to certain criteria. The purpose of the research is to develop mathematical models, software package evaluation of the effectiveness of the introduction of electronic document management system for improving the administration effectiveness. The main objectives of study modeling information flow in the administration are defined in the paper, as: improving management efficiency, accelerating the documents movement, reducing the complexity of processing documents. The formalization method, consisting of exploring objects by displaying their content and structure in a symbolic form was used. The main conclusion of the study is the fact that mathematical model for evaluating implementation of the system of electronic document and records management in the executive bodies of administration by using “soft” mathematical modeling was constructed. On the basis of the constructed model the software for evaluating the effectiveness of implementation of the system in the administration can be made. This software can be worked out by using any Russian software.


Document management Electronic document management Electronic document management system The introduction of evaluation criteria Mathematical modeling Object modeling Mathematical soft modeling Forrester system dynamics model Software package The domestic office software 


  1. 1.
    Perepelkina, O.A., Kondratov, D.V.: Evaluation of key performance indicators implementation of electronic document management system in the executive bodies of administration Penza region: problems of management, processing and transmitting information, pp. 230–234 (2015)Google Scholar
  2. 2.
    Perepelkina, O.A.: Introduction of electronic document management system and office work in the Penza region. Prospects for development of Russian state and society in modern conditions, pp. 86–87 (2015)Google Scholar
  3. 3.
    State system of document management. Archive, Institute of Records Management and Archival M., Project (1999)Google Scholar
  4. 4.
    Shafeeva, Y.I., Bykov, N.N.: Electronic document management system in government. The Young Scientist, №23, 78–81 (2015).
  5. 5.
    GOST 34.003-90: Information technology (IT). Set of standards for automated systems. Automated systems. Terms and definitionsGoogle Scholar
  6. 6.
    GOST 51141-98: Paperwork and archiving. Terms and definitionsGoogle Scholar
  7. 7.
    Perepelkina, O.A.: Mathematical modeling of system of electronic document circulation and office-work in executive bodies of state authority in the example of the Penza region. Internet magazine “Naukovedenie”, vol. 9, №6 (2017).
  8. 8.
    Law of the Russian Federation from 27.07.2006 №149-FZ “On information, information-precision manufacturing techniques and data protection”Google Scholar
  9. 9.
    Dmitriev, A.P.: Experience monitoring workflow in the federal bodies of executive power. Documentation in the information society: challenges optimize workflow, Rosarchiv, VNIIDAD, Moscow, pp. 181–186 (2012)Google Scholar
  10. 10.
    Kabashi, S.Y., Asfandiyarova, I.G.: Records management and archiving in the terms and definitions, p. 107. Design PoligrafServis, Ufa (2008)Google Scholar
  11. 11.
    Federal Law of the Russian Federation of 10.01.2002 №1 “On electronic digital signature”Google Scholar
  12. 12.
    Russian Federation Government Resolution of 06.09.2012 №890 “On measures on improvement of electronic document management in public authorities”Google Scholar
  13. 13.
    Order of the Russian Government dated 12.02.2011 №176-p “On approval of the action plan for the transition of federal executive bodies to paperless with the internal activity of the organization”Google Scholar
  14. 14.
    GOST 6.30-2003: Unified systems of documentation. Unified system of organizational and administrative documentation. Requirements for registration documentsGoogle Scholar
  15. 15.
    GOST 7.0.8-2013: System of standards on information, librarianship and publishing. Paperwork and archiving. Terms and definitionGoogle Scholar
  16. 16.
    GOST 6.10.4-84: Unified systems of documentation. Giving legal force documents on the machine carrier and mashinogramme created by means of computer facilities. The main provisionsGoogle Scholar
  17. 17.
    Alshanskaya, T.V., Zakharova, A.V., Yumaeva, L.R.: Features of protection of electronic document. NovaInfo. Ru., №28, 279–281 (2014)Google Scholar
  18. 18.
    Tsekhan, O.B., Mantsevich, V.A.: Indicators of integrated assessment of the effectiveness of the electronic document management system. Technologies of Informatization and management, Minsk, Issue 2 (2011)Google Scholar
  19. 19.
    Samarsky, A.A., Mikhailov, A.P.: Mathematical Modeling: Ideas, Methods, Examples, 2nd edn. FIZMATLIT, Moscow (2001)Google Scholar
  20. 20.
    Gubenkov, A.N., Fedorova, O.S.: “Soft” mathematical modeling of real objects and processes. Bulletin of Saratov State Technical University, T. 1, №1 (63), 7–14 (2012)Google Scholar
  21. 21.
    Perepelkina, O.A., Kondratov, D.V.: Use of “soft” mathematical simulation of the development of mathematical valuation models incorporate systems electron document circulation and office work. Software systems and computational techniques, №1, 63–72 (2018)Google Scholar
  22. 22.
    Afanasiev, E.P., Kasarin, O.V.: Identification of contradictions in ensuring the quality and effectiveness of the system of protection of cloud systems of electronic document. In: Modern Problems and Challenges to the Information without the Danger-SIB-2013 Proceedings of the All-Russian Scientific-Practical Conference “SIB - 2013”, Moscow, pp. 104–108 (2013)Google Scholar
  23. 23.
    Forrester, J.: Fundamentals of Cybernetics Enterprise. Progress, Moscow (1971)Google Scholar

Copyright information

© Springer Nature Switzerland AG 2019

Authors and Affiliations

  1. 1.Russian Presidential Academy of National Economy and Public AdministrationSaratovRussia

Personalised recommendations