Justification of the application of the ontological approach to the electronic
document management system of the Higher Education Institution
Authors: Gorda Olena , Honcharenko Yevhenii 
Published: August 2024

The modern educational process is a complex system that consists of a large number
of different subsystems that require an agreed generalized formal description taking
into account the level of business functions, type of activity and context. The
electronic document management system (EDM) is an integral part of the management
process and the adoption of the necessary organizational and management decisions, which
depend on the efficiency and quality of work of higher education institutions, and is
also an important part of the educational process, especially in the conditions of
distance learning. The development and implementation of an automated electronic
document management system that integrates the business processes of higher education
institutions into a single system and contributes to increasing the efficiency of work
is an urgent and promising task, which is set forth by the needs of today. To a large
extent, communications are implemented through the exchange of information in the form
of documents of various types and purposes. Encompassing the entire set of business
processes, an analysis of the functions relying on modern EDs of higher educational
institutions based on the "black box" business model of the learning process and the
document flow of higher education institutions taking into account external relations
was carried out, which makes it possible to determine the main classes of elements of
the ED system of higher educational institutions. Taking into account the organizational
structure of the educational process, the main classification features of the document
as the main information unit of the SED are defined. The conducted analysis of the
system from the perspective of potential users draws attention to the fact that
potential users of a single SED of higher education institutions have different
specializations and use different terminology and conceptual apparatus. The analysis of
the existing SED systems used today by Ukrainian higher education institutions shows
that they do not satisfy all the necessary needs and do not represent a single
integrated system, and the methods based on them do not solve existing problems due to
the complexity of the SED system of higher education institutions. In order to solve the
existing problems and tasks for the development of the conceptual model of the SED of
higher educational institutions, the paper considers the expediency of taking as a basis
the methodology, the foundation of which is the construction of the ontology of the
subject area (OPr). The ontological approach allows you to systematize knowledge about
the subject area, creating a basis for the development of various information systems
and intelligent applications. Distinctive features of ontological models are: use of
universal knowledge description tools; focus on knowledge structuring; they can be
applied to plan future states of the described subject area based on the theory of
possibilities and create models that are more abstract and general while maintaining the
necessary completeness and accuracy at all stages of software development.