Increasingly, companies are choosing to implement electronic document management. What is it and why is it needed?

Document flow- this is the movement of documents in the organization from the moment they are created or received until the completion of execution or dispatch; complex of works with documents: reception, registration, mailing, control of execution, formation of cases, storage and reuse of documentation, reference work.

Electronic Document Management (EDM)- a unified mechanism for working with documents submitted to in electronic format, with the implementation of the concept of "paperless office work".

Electronic document (ED)- a document created with the help of computer information processing tools, signed with an electronic digital signature (EDS) and stored on a machine medium.

Electronic digital signature (EDS)- an analogue of a handwritten signature, which is an information security tool that provides the ability to control the integrity and authenticate electronic documents.

EDI can be used to automate the office, create an electronic archive of documents, corporate electronic document management (workflow), manage the contractual process, automate work with QMS documentation (quality management systems) and automate citizens' appeals.

EDI can be used in any company, regardless of its size and form of ownership, the system can be configured to work both within a small structure (department, department) and within a geographically distributed organization with a developed scheme of information flows.

2. Basic principles of electronic document management

Single registration of the document, which allows uniquely identifying the document.

The possibility of parallel execution of operations - allows you to reduce the time of movement of documents.

Continuity of document movement - allows you to determine the person responsible for the execution of the document at any given time.

A single database of documentary information - allows you to exclude the possibility of duplication of documents.

A document search system that allows you to find a document with a minimum of information about it.

3. Pros and cons of electronic document management

Of the advantages of electronic document management note:

Prompt access to documents, speed in correcting papers,

Efficient document flow management,

All company structures can work in a single information space - this allows you to speed up the coordination of documents and decision-making,

Increasing the performance discipline (since EDI allows you to determine the person responsible for the execution of the document at any given time), increasing the productivity of employees,

Security and safety of documents - data encryption allows you to stop attempts of unauthorized use of information,

Exclusion of duplication of documentation,

The archive is generated automatically

Reducing financial costs for document circulation and office work.

The disadvantages of EDO include heavy expenses for the purchase and implementation of software. Employees will also need time to learn and get used to the system. However, these shortcomings will be temporary.

If young companies switch to EDI from the very beginning, they will spend less time digitizing existing documents. In addition, the current electronic document management systems are looking at startups and giving them discounts.

Information technology is penetrating various areas of business at such a speed that it is sometimes difficult to assess its appropriateness. A striking example is the introduction of an electronic document management system (EDMS). It leads to the disappearance of stacks of boring paper documents. At first glance - an excellent result, and or another similar technique will soon become impossible. Is it so?

Arguments for SED

In favor of electronic document management, the figures obtained as a result of studies conducted in the United States speak:

1. According to estimates, about 4 trillion paper documents are used in this country and their number is growing by 22% per year.
2. About 90% of them do not leave the office, but are simply transferred from employee to employee.
3. On average, each document is copied 19 times.
4. Half of the working time is spent on finding the necessary information and only 10% on studying it.
5. About 8% of documents are simply lost.

Advanced Processing & Imaging, after conducting their research, came to the conclusion that a small enterprise consisting of 20 employees spends about $ 180,000 on copying or printing various documents. An impressive enough figure to think about electronic document management.

Particularly actively implemented information Technology in Singapore. For example, all telegraph offices were closed back in 2002, as these services were no longer in demand.

Advantages

Electronic document management has a number of significant advantages:

• It provides transparency and effective control over the creation, receipt and execution of documents, speeds up business processes as much as possible;
• In practice, some orders are simply not fulfilled by employees. EDMS allows you to control not only the process of work, but also its result;
• Reduction of time for distribution, search and creation of documents. The system is able to independently create registers, reports and summaries, which has a positive effect on the efficiency of the company;
• Any enterprise pays serious attention to maintaining confidentiality. The loss of valuable information can lead to losses in the millions. Paper documents are easy enough to remove and transfer to the side. SED cannot completely exclude such situations, but it clearly regulates access to information depending on the authority of the employee. At the same time, you can always control who used or made changes to specific documents;
• EDMS speeds up the procedure for familiarizing employees with new documents and ensures the company's work in a single information space.

disadvantages

The electronic document management system is not without certain disadvantages:

• Its main disadvantage is the danger of a virus penetrating the company's computers and the subsequent loss of all information. To be on the safe side, you need a backup system;
• Another disadvantage is the unpreparedness of personnel to implement such a system. Many employees do not have sufficient knowledge to competently work in the EDMS. Meanwhile, the continuity of its functioning depends on it;
• The introduction of electronic document management requires significant financial investments;
• It should be noted that a single information space has not yet been formed in Russia or the CIS. Accordingly, not every enterprise can conduct electronic document exchange;
• There are certain restrictions on the implementation of the EDMS. For example, any personnel department requires a personal signature of an employee on a number of documents. Order of conduct work books also strictly regulated.

The electronic document management system is useful primarily for large enterprises with an extensive structure of departments. It can improve the efficiency of their functioning, but available on this stage shortcomings hinder the process of its implementation. EDMS requires serious improvement, and while its development continues, black and white will continue to be in demand.

On April 10, 2014 "The uniform electronic trading platform" (Roseltorg.ru) announced integration of the electronic document management system "Rosinvoice" with 1C.

With the use of an integration solution, the process of processing a transaction between a customer and a supplier becomes fully automated. Two-way communication between systems allows counterparties to freely upload documentation to Rosinvoice and upload it to their 1C accounting system.

Working with information platform 1C companies often use several types of system configurations. It happens that one configuration is used in the central office, the second - in branches, the third - in separate structural divisions. In addition, each organization forms its own individual solution for working with the 1C program. This requires special settings and changes in the accounting system configuration. In this regard, the developers of "EETP" had to solve the problem of creating a unified approach to all configurations without exception, so that each company could use "Rosinvoice" regardless of its internal settings. The solution was found - the integration was carried out at the level of basic software settings, which are the same in all configurations. This made it possible to achieve support for bulk uploading, signing and sending a group of documents according to predefined criteria. For example, you can select a specific time period for which a streaming signature will be generated.

The company plans to implement a “seamless” data transfer technology between Rosinvoice and 1C. It is necessary to solve the problem of the appearance of the downloaded file in the systems - without downloading and uploading it to the computer. It is important to achieve maximum efficiency from the workflow automation process to make it even more convenient and easier, and the delivery of documents from one system to another has been reduced to a fraction of a second, according to the specialists of the developer company.

Compulsory payment for document flow to bidders

Hello. This post applies to those who participate in trading on the site roseltorg.

Called yesterday from trading platform and they began to explain that there was some kind of debt on my account. Surprised. Everything seemed to be fine.

He threw money on the platform. The tenders were won, the money was written off at 5900. seems to be ok...

And here you have 4750 in the red ....

Shipping documents for won tenders, as before through Personal Area do not exhibit, in all likelihood exhibit in this paid system document flow ...... Here is such a kitchen ....

So earlier it was possible to download shipping documents, but now there are no new documents here:

As I understand it, this topic concerns all bidders.

Physicists can still somehow protest this theft (fee for some kind of license) with the law on consumer protection, but where can lawyers go? in FAS?

On the note of the payment, they sold the elephant, oops - a non-exclusive license to use the right to use blah blah blah for one year.

There is an idea that the end user should sign a license agreement for a non-exclusive license. And if you have not signed, then you do not have the right to use this service on their website. Those. RETURN THE MONEY!

Who writes them a claim is denied a refund. You can’t disconnect through your personal account, only they are obligated to write paper ...

Who else is not in the subject pay attention. There were some notifications about this system in September-October 2014. (Just now they were seen below) They participated in the auction, they threw money for participation. And how successfully they won the auction, they immediately drew an additional minus 4750 for us. Those. you still may not have rolled out this minus, but then they can roll it out. Disconnect in advance from this document management system if you are not using it. It was enabled by default.

Now the question is: Who has already encountered this. How was this problem solved?

1. Wave your hand and give money. It seems like a small amount.

2. Write a claim. They already make ready-made replies. their lawyers are literate...

3. Contact the authorities ...

4. If you have any experience in this matter, tell me!

Electronic document management

L. Misnikovich, magazine “Glavbuh”

Practice shows that the number of companies that have implemented an electronic document management system (EDMS) is increasing every year. As a rule, these are large and medium-sized companies that use advanced automation technologies and have a wide range of partners and clients who have already switched or are planning to switch to electronic document management.

However, not all organizations are in a hurry with such a transition. This is due to the fact that the compilation and exchange of documents in electronic form has both positive and negative sides both financially and tax-wise.

Choose a view electronic signature

When switching to electronic document management, organizations are guided by the norms of Law No. 63-FZ, which regulates relations in the field of using an electronic signature when concluding civil law transactions, providing state and municipal services, performance of state and municipal functions, as well as when performing other legally significant actions (Article 1 of Law No. 63-FZ).

At the same time, the Federal Tax Service of Russia in a letter dated 05.10.11 No. ED-4-3 / [email protected] noted that neither the current legislation nor other regulations there are no restrictions on the use of electronic primary accounting documents in civil law transactions between business entities.

By general rule There are three types of electronic signature: simple, enhanced unqualified and enhanced qualified (clause 1, article 5 of Law No. 63-FZ). An electronic document signed with an electronic digital signature before July 1, 2013 is recognized as a document signed with a qualified electronic signature (clause 2, article 19 of Law No. 63-FZ). But in relation to electronic documents drawn up after the specified date, the company has the right to independently choose the type of electronic signature. After all, the legislation does not establish a list of electronic primary documents that need to be certified by a certain type of signature.

In addition, Law No. 63-FZ establishes various areas of application for electronic signatures. There are also differences in processing costs. different types electronic signature. In addition, there are tax risks if the author of the signature refuses to sign internal documents organizations, as well as when signing electronic documents with a simple or unqualified electronic signature. Thus, if an organization decides to switch to electronic document management, it is safer to analyze and take into account a number of application features various kinds electronic signatures.

Table. Features of the use of various types of electronic signature

We prescribe the use of EDS in accounting policy and contracts

It is advisable to prescribe the procedure for maintaining electronic document management in a company in an appendix to the accounting policy of the organization. In particular:

• determine the list of persons who will participate in electronic document management and obtain qualified certificates of electronic signature keys for them;
• provide for the procedure for certifying paper copies of electronic documents submitted at the request of regulatory authorities and third parties;
• approve the confidentiality requirements for the use of a simple or unqualified electronic signature key and familiarize them with the employees who will use them in their work.

Nevertheless, there is a risk that the signature owner will refuse to sign the electronic document. It is not clear which tax consequences in this case expect the organization. Most likely, the tax authorities will refuse to recognize expenses based on such a document. However, no official explanation could be found. Arbitrage practice on this issue has not yet developed.

In addition, it is desirable to include the condition on the legitimacy of signing the "primary" with an electronic signature in contracts with counterparties. At the same time, it is important to remember that both parties to the transaction must have the technical capabilities to exchange electronic documents (the relevant equipment is personal computers with Internet access).

Some documents are drawn up on paper

The Ministry of Finance of Russia, in letters No. 03-02-07/1-1 dated January 11, 2012 and No. 03-02-07/1-2 dated January 11, 2012, expressed the opinion that if a document is not drawn up in electronic form according to the established formats, the taxpayer submits it on paper in the form of a certified copy with a mark of signing the document with a qualified electronic signature. In addition, it is advisable to duplicate shipping documents in paper form. This will help to avoid claims in the event of a stop of official vehicles by traffic police officers.

Pros and cons of electronic document management

The introduction of electronic document management in the company provides it with the following advantages:

• reduces financial and labor costs for the production and storage of paper documents;
• allows you to quickly work with documents (for example, quickly find desired document in an electronic database and send it to a colleague or counterparty);
• speeds up the process of familiarization, approval and analysis of documents, saves work time employees of almost all departments of companies - management, which reviews and approves documents, the secretariat, which sends, receives and registers documents, ordinary accountants and managers;
• reduces the time for sending the necessary documents (the delivery time of an electronic document is much less than mail correspondence).

Among the disadvantages of electronic document management can be noted, in particular:

• costs for the creation of electronic databases, electronic document management systems, as well as for training and hiring personnel;
• possible system freeze, as a result, failures and delays in the work of the company;
• time spent on training employees in the principles of electronic document management;
• the need to translate paper documents into electronic format.

Increasingly, companies are choosing to implement electronic document management. What is it and why is it needed?

Workflow is the movement of documents in an organization from the moment they are created or received until the completion of execution or dispatch; complex of works with documents: reception, registration, mailing, control of execution, formation of cases, storage and reuse of documentation, reference work.

Electronic document management (EDM) is a single mechanism for working with documents submitted in electronic form, with the implementation of the concept of "paperless office work".

An electronic document (ED) is a document created using computer information processing tools, signed with an electronic digital signature (EDS) and stored on a machine medium.

An electronic digital signature (EDS) is an analogue of a handwritten signature, which is an information security tool that provides the ability to control the integrity and authenticate electronic documents.

EDI can be used to automate the office, create an electronic archive of documents, corporate electronic document management (workflow), manage the contractual process, automate work with QMS documentation (quality management systems) and automate citizens' appeals.

EDI can be used in any company, regardless of its size and form of ownership, the system can be configured to work both within a small structure (department, department) and within a geographically distributed organization with a developed scheme of information flows.

3. Pros and cons of electronic document management

Of the advantages of electronic document management note:

Prompt access to documents, speed in correcting papers,

Efficient document flow management,

All company structures can work in a single information space - this allows you to speed up the coordination of documents and decision-making,

Increasing the performance discipline (since EDI allows you to determine the person responsible for the execution of the document at any given time), increasing the productivity of employees,

Security and safety of documents - data encryption allows you to stop attempts of unauthorized use of information,

Exclusion of duplication of documentation,

The archive is generated automatically

Reducing financial costs for document circulation and office work.

The disadvantages of EDI include high costs for the acquisition and implementation of software. Employees will also need time to learn and get used to the system. However, these shortcomings will be temporary.

If young companies switch to EDI from the very beginning, they will spend less time digitizing existing documents. In addition, the current electronic document management systems are looking at startups and giving them discounts.

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Pros and cons of electronic document management

Has the company's external document flow become so large that employees do not have time to process it? Thinking about how to speed up? How timely. Many things have already gone electronic. Let's analyze the features of electronic document management. Who benefits from this in the first place?

First, let's find out what electronic document management is. It is an electronic document processing system. Electronic documents are signed by a special digital signature. They have legal force, which means that it is not necessary to have a paper format. The electronic document management system is used by both small and large organizations. Annually the volume of the market of the EDI systems increases by 11-13% (according to TAdviser). What are the advantages and disadvantages of electronic document management?

Advantages of electronic document management

1. Legal significance.

All documents in the EDI, signed with an electronic signature, are legally significant. That is, they have the same legal force as paper documents with a blue seal and signature.

2. Costs are reduced.

EDI users note the positive financial effect of saving on the purchase of paper, printing and sending documents. For example, the average price of sending a document by Russian Post is about 40 rubles. And the cost of an outgoing document in the EDO “Transcript” is from 3 rubles.

3. Acceleration of payment for delivered goods or services rendered; increasing the personal effectiveness of the employee.

Thanks to the instant delivery of accounting documents (UPD, invoices, acts, etc.), the company receives payment for the goods supplied or services rendered faster. For comparison, the average delivery time for documents by Russian Post is from 3 to 10 days. At the same time, documents at the Post Office can often be lost or arrive with a delay, so the terms of payment and the provision of closing documents are delayed for an indefinite period.

Searching, preparing and sending a document to EDI takes less effort, frees up time to perform other duties, which means that employee productivity increases.

4. Quick search and storage of documents.

According to a study by the Clerk.Ru Portal, on average, an accountant spends up to 1 hour a day searching for paper documents. In addition, the storage of documents in archives takes up significant space. In EDI search required document takes seconds.

5. The status of each document is tracked in real time.

It is important for the responsible employee to know who is working on the document at the moment. The system shows who and when opened and edited the document, as well as who delays it. This increases the effectiveness of management control over business processes and improves the discipline of employees.

5. Electronic document in protection and safety.

Files are transmitted over an encrypted communication channel licensed by the FSB. Documents cannot be intercepted.

6. Distant work with documents: on vacation, on a business trip, on sick leave.

The EDI web service is available 24 hours a day, and mobile app makes work even more convenient and fast.

Features of implementation and transition to electronic document management.

Most of them are connected with the unwillingness to change the usual way of exchanging documents with counterparties in the company. That is, in many respects it is the inertia of the thinking of an accountant or manager. Why change something that has been working for years? Recall the recent times when people did not have mobile phone and everyone felt great. Today, everyone has mobile phones.

1. Transitional period.

If the company does not have an electronic signature, it must be issued.

We will not focus on training employees to work in EDI, because most modern systems EDOs have an interface identical to the usual mail service. It will be important to prescribe the rules of interaction between departments. That is, electronic document management should fix and replace the movement of paper documents in the "real world".

2. Assistance in connecting to EDI

If the company's counterparties do not have EDI, it will be necessary to assist counterparties in the transition to EDI. And here it is important to choose an EDI operator who will lend a shoulder and provide support in the transition to EDI. There is an effective set of tools that will help to transfer counterparties to electronic document management relatively quickly and painlessly.

Note that these actions will be temporary; and the price of switching to EDI will pay for itself in a few months.

Who will benefit from electronic document management?

Having considered the features of electronic document management, we conclude that, first of all, it is necessary for companies with significant external document management. Work in the EDI system will speed up business processes and reduce costs.

Also, working with electronic documents will be useful for those companies that want to take customer service to a new level by simplifying the process of external document management.

Advantages of electronic document management

• not hours, but seconds or minutes are spent searching for documents; waiting for documents is not required - documents are simultaneously available to all employees who have the right to access them;
• the process of coordination and approval of documents becomes transparent and takes place in real time;
• time is not spent on transferring documents between departments at all - cards and document files are available in real time to all employees who have access to them;
• preparation standard reports on the movement of documents is done at the touch of a button;
• the absence of key employees in the office does not stop work with documents - a new generation electronic document management system provides the ability to work remotely with documents both through a web browser and via e-mail;
• organization of a single corporate information space. Information is stored in the corporate document management system, and not on employees' computers;
• improving the management of the company as a whole. Accelerating information flows and reducing the number of errors in making management decisions through the use of relevant and timely data leads to an increase in the manageability of the company as a whole.

The introduction of an electronic document management system leads not only to economic benefits (such as saving consumables, saving employees' working time), but also to improving the quality of organization management (you can make decisions faster, visually see the progress of work on documents).

>Read on topic

• How is the implementation of the document flow

• The inertia of human habits is the main obstacle to the introduction of electronic document management systems (EDMS) in enterprises. Their advantages will soon become decisive in the competitive struggle, so now you need to think about transferring office work to a digital footing.

  Legal Basis for EDS

  Large enterprises with an extensive branch network are rapidly moving to electronic document management, which is facilitated by the availability of sufficient legislative framework.

  The laws governing the work of the EDS are:

  1. No. 149-FZ "On Information, Informatization and Information Protection".
  2. No. 63-FZ "On electronic signature".
  3. No. 263-FZ "On the abolition of restrictions on electronic document management".
  4. Civil Code.
  5. Arbitration Procedure Code.

  Direct legislative norms are the same for everyone, but when introducing an EDMS, an enterprise must additionally develop a number of internal administrative documents:

  • regulations for the use of EDS;
  • corporate rules for electronic document management with an algorithm for resolving disputes;
  • a document of accession to the rules, which must be signed by all employees.

  Employees of the company are required to use only certified EDS and means of cryptographic protection of information. Compliance with this rule and the consistency of the legislative framework make it possible to make the actions of an employee in a corporate EDMS legally significant.

  The essence and functions of the EDMS

  Electronic document management system - automated system workflow management, which allows employees to interact through digital devices without the use of paper information carriers.

  

  The basic functions of the EDMS are:

  • creation, transfer, storage of electronic documents (ED);
  • digitization of paper documents;
  • creating a document card with its attributes;
  • formation of documents based on ready-made templates with specified attributes;
  • search for documents in a centralized database;
  • document routing;
  • control over the receipt of the document and the execution of the instructions contained in it;
  • keeping journals, classifiers;
  • converting ED to compatible formats;
  • automatic registration of incoming documentation;
  • sending notifications;
  • coordination of documents;
  • collective work with ED;
  • interaction through ED with counterparties of the company;
  • generating reports on the execution and movement of documents.

  An important parameter of the EDMS is its modularity, which allows expanding functionality without significant changes in the basic settings.

  Types of EDMS

  Obviously, large industrial enterprises and trading companies have different EDS requirements. That's why software products are divided into two categories, depending on the standardization of work processes:

  • "box";
  • basic with extensive configuration options.

  "Boxed" products are designed for warehouse operations, office processes and small industries. They require only modular configuration and the introduction of primary information.

  

  Their features:

  • quick setup;
  • standardized training;
  • no modification required;
  • low maintenance cost.

  Base platforms are deployed on large enterprises with a unique organizational and production structure. Such EDMS require long-term refinement, including by the customer's own IT specialists.

  

  They have the following characteristics:

  • the ability to adjust to specific business processes;
  • creation of additional software modules according to customer requirements;
  • interface changeability;
  • complexity of cost planning due to the inability to estimate the amount of improvements.

  For most small businesses and trade organizations quite enough standard "boxed" solutions.

  Benefits of an electronic document management system

  The transfer of the enterprise's document flow into electronic form gives the company advantages on several organizational levels. EDMS allows you to simplify the work of both management and ordinary employees.

  Tactical advantages

  Electronic document management allows you to reduce the current operating costs of the business. When deciding to install an EDMS throughout the enterprise, it is recommended to measure the productivity of employees before implementing the system. You can calculate the time to complete template tasks, approve proposals, search for required documents. Separately, you can determine the current costs of office equipment and stationery.
  

  Based on efficiency basic processes companies highlight the following advantages of EDMS:

  1. Freeing up physical space at user workstations.
  2. Reducing the cost of renting archival premises.
  3. Saving time for employees to copy documents, process them, and enter them into journals.
  4. Reducing the cost of paper, materials for copying equipment.
  5. Reduced time to transfer paper documents between departments.
  6. Saving time for employees due to the full automation of part of the operational processes.
  7. Increasing employee productivity by reducing routine work.

  The tactical advantages of EDMS make the work of ordinary employees the most easier, so it is they who will notice the improvements in the first place.

  Strategic advantages

  Strategic goals in the implementation of EDMS affect the main business processes: profit indicators, speed and effectiveness of communications with counterparties, protection of commercial information.

  

  In these areas, the following advantages of electronic document management can be distinguished:

  1. Creation of a centralized information space with an ED database and a regulated remote access to him.
  2. Acceleration of information search by attributes.
  3. Possibility of complex protection of commercial information in a computer network.
  4. Increasing the transparency of work processes, preventing corruption schemes.
  5. Possibility of parallel coordination of internal documents.
  6. Remote access to work processes outside the workplace.
  7. Increasing the safety of documents and the impossibility of falsifying them.
  8. A sharp increase in the execution of instructions due to online monitoring of the actions of employees.

  Strategic advantages contribute to the growth of the company's manageability and image, which gives a significant benefit in attracting new customers.

  Benefits for ordinary users

  Long-term routine operations are recognized as unhealthy and drastically reduce productivity. The monotonous processing of requests and documents in different programs distracts from duties, taking up the lion's share of working time.

  

  EDMS has a number of advantages for solving these user problems:

  1. Convenient location of ED in the archive, allowing you to find them by attributes within 1-2 minutes.
  2. Regulation of operational processes. As a result, the employee receives only those tasks that are required to perform according to the job description.
  3. Accelerating the adaptation of new employees to work processes by automating intra-corporate interaction.
  4. The ability to obtain information about the chain of approvals and stages of project implementation.
  5. Reducing routine operations by combining working environments in computers, using templates, eliminating the stage of printing documents and signing them.

  Reducing the number and duration of non-specific operations allows you to devote time directly to work processes that require high qualifications.

  Benefits for the IT structure of the enterprise

  When implementing an EDMS, it is integrated with the existing IT infrastructure, providing the following advantages:

  • facilitating control over the system, reducing qualification requirements to its administrator;
  • the ability to set up new templates and document routes without standard programming tools;
  • consolidation of several applications into a single working environment;
  • the ability to scale the system without additional costs;
  • no need to replace existing computers;
  • Comprehensive network protection against malware.

  EDMS involves certain investments in technical means, but they pay off in short time.

  

  Computer hardware becomes interoperable, resulting in increased utilization of its resources.

  Benefits for Executives

  Electronic document management does efficient work management staff due to the following advantages of the system:

  1. Mobility of EDMS, the ability to access ED through remote computers on business trips.
  2. Easily monitor employees with reports on their performance, productivity, and timeliness of assignments.
  3. through integration with .
  4. Acceleration of logistics procedures between suppliers and buyers when sharing EDMS. It is possible to exchange primary ED by connecting to a single external operator that guarantees the legal legitimacy of documents.
  5. Providing access to financial information exclusively to top managers, excluding the secretariat.
  6. Reduce the chance of losing important documents.

  The manager can always log into the system and generate a report on the performance of each employee.

  

  Awareness of this fact by employees does not give them the opportunity to relax and mind their own business.

  Disadvantages of electronic document management

  The introduction of electronic document management in the enterprise has its drawbacks. It is they who do not allow small businesses to enter full-scale, warehouse operations and management based on the SED.

  

  The disadvantages include:

  1. Probability of database corruption by unknown malicious code. This drawback can be solved by regularly backing up information on devices that are not connected to the network.
  2. The difficulty of adapting employees of the age category 40+ to digital form interactions.
  3. High price. The price of domestic EDMS for small businesses ranges from 1000-10000 dollars.
  4. The effectiveness of the EDMS is reduced if the company's counterparties do not have electronic document management.
  5. The benefit of the system in compact offices without additional work units and rooms is doubtful.
  6. The need to duplicate ED in paper form when working with some contractors.

  These shortcomings are largely due to the delay in the adoption of the necessary legal norms and the low degree of penetration of the EDMS into the business environment. But trends show that in 10-20 years, electronic document management in the enterprise will be considered more the rule than the exception.

  How to choose the right EDMS?

  Choosing an EDS is not easy, because there is a high probability of buying the wrong product or entering into a contract with an incompetent company.
  

  Therefore, when deciding on the purchase of an electronic document management program, it is necessary to take into account a number of its characteristics:

  1. Operating hours of the EDMS manufacturer for Russian market. It takes years to adjust to national legislation practical experience implementation of such systems.
  2. Compliance with industry standards.
  3. Compatibility with company structure.
  4. Possibility and cost of further maintenance of the software product.
  5. The scalability of the EDMS with the expansion of the enterprise.
  6. Availability of software configuration documentation for full-time IT specialists.
  7. The level of information protection.
  8. Data redundancy options
  9. Recovery time after failures.

  For final choice In order to implement an EDMS, a company is recommended to analyze several providers, study demo materials and ask to install a demo version of the software. When making a decision, it is important to take into account the cost of equipment upgrades and the level of vocational training own IT specialists.

  Difficulties in implementing EDMS

  The implementation process of EDMS in Russia is affected by the use of many unlicensed programs by users, their incompatibility and the prevalence of manual management of business procedures.

  

  As a result, providers of electronic document management in enterprises face such difficulties:

  1. A motley format for storing data in different departments.
  2. Lack of structured information in the applications used.
  3. Unsettled system of employees' access to specific business processes. Standard form job descriptions poorly helps the organization of the SED.
  4. Loading of the information flow with bureaucratic procedures and approvals.
  5. Failures due to data storage in various applications.
  6. Computer illiteracy of employees of the enterprise and sabotage of training activities at the level of performers.
  7. Non-compliance of the EDMS with industry standards and by-laws.

  To switch to electronic document management, there is little strong-willed decision of the management. Need a system overhaul official duties employees and management structure of the company. For desirable integration with the system, which must be installed in accordance with the law.

  An important direction in the implementation of EDMS is a rigid personnel policy against incompetent and untrained employees. Because their unwillingness to work according to new principles will significantly increase the costs of the implementation process and maintenance of electronic. EDMS must interact with people within a single mechanism, so its poorly functioning elements must be corrected or replaced in time.

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  Privacy agreement

  and processing of personal data

  1. General Provisions

  1.1. This agreement on confidentiality and processing of personal data (hereinafter referred to as the Agreement) is accepted freely and of its own free will, applies to all information that Insales Rus LLC and / or its affiliates, including all persons belonging to the same group with LLC "Insales Rus" (including "EKAM service" LLC) may receive about the User while using any of the sites, services, services, computer programs, products or services of "Insales Rus" LLC (hereinafter referred to as the "Services") and in during the execution of Insales Rus LLC of any agreements and contracts with the User. The User's consent to the Agreement, expressed by him in the framework of relations with one of the listed persons, applies to all other listed persons.

  1.2. The use of the Services means the User's consent to this Agreement and the conditions specified therein; in case of disagreement with these conditions, the User must refrain from using the Services.

  "Insales"- Society with limited liability"Insales Rus", PSRN 1117746506514, TIN 7714843760, KPP 771401001, registered at the address: 125319, Moscow, Akademika Ilyushin St., 4, building 1, office 11 (hereinafter referred to as "Insales"), on the one hand , and

  "User" -

  or individual who has legal capacity and is recognized as a participant in civil legal relations in accordance with the law Russian Federation;

  or entity, registered in accordance with the laws of the state of which such person is a resident;

  or individual entrepreneur, registered in accordance with the laws of the state of which such person is a resident;

  which has accepted the terms of this Agreement.

  1.4. For the purposes of this Agreement, the Parties have determined that confidential information is information of any nature (production, technical, economic, organizational and others), including the results of intellectual activity, as well as information about the methods of implementation professional activity(including, but not limited to: information about products, works and services; information about technologies and research works; data on technical systems and equipment, including elements of software; business forecasts and details of proposed purchases; requirements and specifications of specific partners and potential partners; information relating to intellectual property, as well as plans and technologies related to all of the above) communicated by one party to the other party in written and / or electronic form, expressly designated by the Party as its confidential information.

  1.5. The purpose of this Agreement is to protect confidential information that the Parties will exchange during negotiations, conclusion of contracts and fulfillment of obligations, as well as any other interaction (including, but not limited to, consulting, requesting and providing information, and performing other assignments).

  2.Obligations of the Parties

  2.1. The Parties agree to keep secret all confidential information received by one Party from the other Party during the interaction of the Parties, not to disclose, disclose, make public or otherwise provide such information to any third party without the prior written permission of the other Party, with the exception of cases specified in the current legislation, when the provision of such information is the responsibility of the Parties.

  2.2. Each of the Parties will take all necessary measures to protect confidential information at least using the same measures that the Party applies to protect its own confidential information. Access to confidential information shall be granted only to those employees of each of the Parties who reasonably need it to perform official duties for the execution of this Agreement.

  2.3. The obligation to keep secret confidential information is valid within the term of this Agreement, the license agreement for computer programs dated 01.12.2016, the agreement of accession to the license agreement for computer programs, agency and other agreements and within five years after termination their actions, unless otherwise agreed by the Parties.

  (a) if the information provided has become publicly available without violating the obligations of one of the Parties;

  (b) if the information provided became known to the Party as a result of its own research, systematic observations or other activities carried out without the use of confidential information received from the other Party;

  (c) if the information provided is lawfully obtained from a third party without an obligation to keep it secret until it is provided by one of the Parties;

  (d) if the information is provided at the written request of the authority state power, other state body, or body local government in order to perform their functions and its disclosure to these authorities is mandatory for the Party. In this case, the Party must immediately notify the other Party of the request received;

  (e) if the information is provided to a third party with the consent of the Party about which the information is being transferred.

  2.5. Insales does not verify the accuracy of the information provided by the User, and is not able to assess its legal capacity.

  2.6. The information that the User provides to Insales when registering in the Services is not personal data, as they are defined in the Federal Law of the Russian Federation No. 152-FZ of July 27, 2006. "About personal data".

  2.7. Insales has the right to make changes to this Agreement. When making changes in the current version, the date of the last update is indicated. The new version of the Agreement comes into force from the moment of its placement, unless otherwise provided by the new version of the Agreement.

  2.8. By accepting this Agreement, the User acknowledges and agrees that Insales may send personalized messages and information to the User (including, but not limited to) to improve the quality of the Services, to develop new products, to create and send personal offers to the User, to inform the User about changes in Tariff plans and updates, to send marketing materials to the User related to the Services, to protect the Services and Users, and for other purposes.

  The user has the right to refuse to receive the above information by notifying in writing to the e-mail address Insales - .

  2.9. By accepting this Agreement, the User acknowledges and agrees that the Insales Services may use cookies, counters, other technologies to ensure the operation of the Services in general or their individual functions in particular, and the User has no claims against Insales in connection with this.

  2.10. The user is aware that the equipment and software used by him to visit sites on the Internet may have the function of prohibiting operations with cookies (for any sites or for certain sites), as well as deleting previously received cookies.

  Insales has the right to determine that the provision of a certain Service is possible only if the acceptance and receipt of cookies is allowed by the User.

  2.11. The user is solely responsible for the security of the means chosen by him to access the account, and also independently ensures their confidentiality. The User is solely responsible for all actions (as well as their consequences) within or using the Services under the User's account, including cases of voluntary transfer by the User of data to access the User's account to third parties on any terms (including under contracts or agreements) . At the same time, all actions within or using the Services under the User's account are considered to be performed by the User, except for cases when the User notified Insales about unauthorized access to the Services using the User's account and / or about any violation (suspicions of violation) of the confidentiality of their account access.

  2.12. The User is obliged to immediately notify Insales of any case of unauthorized (not authorized by the User) access to the Services using the User's account and / or any violation (suspicion of violation) of the confidentiality of their means of access to the account. For security purposes, the User is obliged to independently carry out a safe shutdown of work under his account at the end of each session of work with the Services. Insales is not responsible for the possible loss or corruption of data, as well as other consequences of any nature that may occur due to the violation by the User of the provisions of this part of the Agreement.

  3. Responsibility of the Parties

  3.1. The Party that has violated the obligations stipulated by the Agreement regarding the protection of confidential information transmitted under the Agreement is obliged to compensate, at the request of the affected Party, the real damage caused by such a violation of the terms of the Agreement in accordance with the current legislation of the Russian Federation.

  3.2. Compensation for damages does not terminate the obligations of the violating Party for the proper performance of obligations under the Agreement.

  4.Other provisions

  4.1. All notices, requests, demands and other correspondence under this Agreement, including those including confidential information, must be made in writing and delivered personally or through a courier, or sent by e-mail to the addresses specified in the license agreement for computer programs dated 12/01/2016, the agreement of accession to the license agreement for computer programs and in this Agreement or other addresses that may be further specified in writing by the Party.

  4.2. If one or more provisions (conditions) of this Agreement are or become invalid, this cannot serve as a reason for termination of other provisions (conditions).

  4.3. The law of the Russian Federation shall apply to this Agreement and the relationship between the User and Insales arising in connection with the application of the Agreement.

  4.3. The User has the right to send all suggestions or questions regarding this Agreement to the Insales User Support Service or to the postal address: 107078, Moscow, st. Novoryazanskaya, 18, pp. 11-12 BC "Stendhal" LLC "Insales Rus".

  Publication date: 01.12.2016

  Full name in Russian:

  Limited Liability Company "Insales Rus"

  Abbreviated name in Russian:

  Insales Rus LLC

  Name in English:

  InSales Rus Limited Liability Company (InSales Rus LLC)

  Legal address:

  125319, Moscow, st. Academician Ilyushin, 4, building 1, office 11

  Mailing address:

  107078, Moscow, st. Novoryazanskaya, 18, building 11-12, BC "Stendhal"

  TIN: 7714843760 KPP: 771401001

  Bank details:

  “Personnel officer. Personnel records management”, 2009, N 2

  TRANSITION FROM PAPER TO MIXED DOCUMENT FLOW

  The widespread use of electronic systems for the preparation and management of paper documents is gradually blurring the line between electronic and non-electronic documents. Despite all the talk about “paperless technologies”, in reality we are moving from traditional paper workflow not to electronic, but to mixed workflow.

  Dictionary of personnel records management. Electronic document management is a documentation management system in which the entire array of created, transmitted and stored documents is supported using information and communication technologies on computers united in a network structure that provides for the possibility of forming and maintaining a distributed database. At the same time, the use of paper documents is not denied, but an electronic document created, corrected and stored in a computer is recognized as a priority.

  Pros and cons of electronic documents

  No matter how optimists and skeptics argue about electronic documents, no one denies the fact that the vast majority of office documents are created on computers. The reasons for such an unconditional victory of information technology are quite clear:

  Electronic documents are easy to create, edit, reproduce, distribute and send;

  It has become much easier to search for the necessary information, and contextual search provides opportunities that one could only dream of when conducting paperwork;

  It is easier and with less effort to resolve issues of reserving information and documents, creating insurance funds, etc.;

  In business and public administration, electronic documents, if used correctly, can speed up decision-making and improve their quality.

  The widespread use of electronic systems for the preparation and management of paper documents is gradually blurring the line between electronic and non-electronic documents. In a number of laws and standards of various countries of the world, for example, a printout is defined as a form of presentation of an electronic document on paper.

  AT normative documents Our public authorities also appear similar wording:

  Regulations on the requirements for the activities of financial market participants when using electronic documents (approved by Order Federal Service on financial markets dated 08.12.2005 N 05-77/pz-n):

  “... a document in electronic form and (or) its copy on paper, duly certified...“.

  Regulations on the procedure for recognizing persons as qualified investors (approved by Order of the Federal Financial Markets Service of March 18, 2008 N 08-12 / pz-n):

  “4.7. A person recognizing as a qualified investor is obliged, at the request of the FFMS of Russia and in accordance with the specified requirement, to submit the register in electronic form and (or) its hard copy duly certified.

  However, electronic documents, like any technology, have their drawbacks that have to be taken into account:

  Rapid obsolescence of technologies, which forces organizations to constantly improve the methods of work used, regularly move documents and information from one system to another, migrate them from outdated media and formats to new ones;

  The short service life of information carriers and their diversity, which leads to a fairly frequent update, which requires the organization to constantly monitor the safety of information;

  Unresolved legal problems and, above all, the issue of legal recognition of the legal force of actually used electronic documents;

  The complexity of not only ensuring the safety, but also the destruction of electronic documents compared to paper documents;

  The need to use highly qualified personnel, whose salary automatically increases the cost of managing documents and information.

  In addition, it is now impossible to completely abandon paper and other analog storage media for a number of reasons:

  First of all, these are the existing requirements of legislation and regulations for the execution of a number of documents on paper. This primarily applies to the most significant business documents, such as statutory documents, property documents, licenses, etc.;

  No matter how much we talk about the advantages of electronic documents, we should also take into account the fact that many managers and specialists find it more convenient to work with paper when making responsible decisions;

  It is no less important that over several centuries a well-established technology for creating, processing, long-term storage and destruction of paper documents has developed, there is both a full-fledged legislative and regulatory framework, and methodological developments and recommendations that can be used in practical work;

  Paper and microfilm do not require any special technical means, which makes these types of media preferred for storing duplicates or copies of those documents that may be urgently needed in the event of various kinds of emergencies and disasters, when electronic documents may not be available.

  Despite the fact that the world community is not yet ready to completely abandon paper documents, their shortcomings are increasingly making themselves felt, which are exacerbated by the ever-growing requirements for the speed of information processing and decision-making:

  The low speed of creating, processing and transmitting documents and information on paper is worse incompatible with the needs of business activities and government controlled increasingly using information technology. Documenting “electronic” activity only on paper is almost impossible;

  It is much more difficult and slower to search for information in paper documents, which is extremely inconvenient during operational work;

  Significant areas are required for the storage of paper documents, which requires ever-increasing costs for renting or acquiring premises, their equipment and for an increase in the number of personnel serving these storages;

  Management of paper documents (including access control to them) usually goes at the level of cases, which is increasingly being insufficient both in solving the tasks of the main business activity and in ensuring information security.

  Mixed workflow - the reality of today

  Despite all the talk about “paperless technologies”, in reality we are moving from traditional paper workflow not to electronic, but to mixed workflow. Manifestations of mixed workflow can be observed everywhere:

  Electronic registration of documents in electronic document management systems (EDMS) allows you to use them as a means of managing both electronic and paper documents;

  The use of barcodes and RFID radio tags allows you to register and record paper documents and cases in electronic form;

  Maintaining various state registers (including a permanent storage period) is carried out simultaneously on electronic and paper media;

  Maintaining files and dossiers containing both electronic and paper documents.

  If the centuries-old experience of working with paper documents allows us to say that all the main problems have been solved here, then with regard to electronic documents, we can only state that twenty years of experience with them has been accumulated, the main problems are understood and there is some experience in solving them.

  Another type of document, which has appeared more recently, poses even more complex tasks for document management specialists. We are talking about hybrid documents that simultaneously contain information in both analog and electronic form.

  Such documents have already become widespread, it is enough to name at least such well-known types of documents: a biometric passport, credit card, tax return with a two-dimensional barcode applied to it at the same time, new banknotes equipped with RFID radio tags, various smart cards widely used in warehousing, transport and trade, labels containing both text information as well as barcodes and/or RFID tags.

  A rather non-trivial problem of managing such documents arises, taking into account their “double” nature. It can be said that the main problems of working with hybrid documents have already been identified, but so far there is neither solid practical experience nor recommendations on their use.

  Currently, work with documents in organizations is based on the separation of information flows:

  Operational decisions are made on the basis of information (paper and electronic);

  Legally significant decisions are made, as a rule, in the form of paper documents (often with a delay, which is a violation of the rules of work, but in most cases they turn a blind eye to this, since the need for prompt decisions outweighs the risks associated with the belated execution of decisions using paper documents ). At the same time, the number of types of documents that the legislation allows to create in electronic form is gradually increasing;

  Increasingly, “internal” decisions are made and recorded electronically, and the possibility of using electronic documents for this is determined in the internal regulatory documents of the organization.

  Note. More often management decisions accepted within the organization are recorded in electronic form, and the possibility of using electronic documents for this is determined by local regulations.

  One of the already manifested problems of mixed workflow is the need to answer the question: “How to store information in mixed workflow?” When conducting mixed workflow, the problem of ensuring the completeness of cases arises, because quite often some documents are created on paper, while others exist only in electronic form. And only together they form a complete set of documents - a hybrid case.

  A number of experts are of the opinion that for the convenience of work, at least one of the sets of documents (paper or electronic) must be complete by supplementing it with copies or duplicates. Two solutions are possible, each of which is quite labor-intensive:

  Scan paper documents;

  Print electronic documents.

  There are noticeable differences in the methods of managing information stored on various media, which also has to be taken into account in a mixed workflow:

  Non-electronic (analogue) documents are usually managed at the media level (case, microfilm, etc.);

  Electronic documents in electronic document management systems are managed at the level of a single document;

  Electronic documents on removable media (CDs, DVDs, floppy disks, tapes, etc.), depending on the circumstances, can be managed both at the media level and at the document level.

  Shelf life in mixed workflow

  At present, the principle is generally recognized, according to which the storage periods do not depend on the type of media, but are determined based on the content and value of the information recorded in the document. At the same time, it is increasingly possible to encounter situations where the storage periods for electronic documents begin to differ from the storage periods for the corresponding paper counterparts. This is due to the fact that an array of electronic documents, equipped with search and systematization tools, can be of greater value than individual documents.

  The American National Archives (NARA) already today require government agencies to take this into account when setting retention periods for electronic documents. In their recommendations for compiling lists of documents with retention periods, they draw attention to following points :

  The lists should, as a rule, determine the retention periods for documents, regardless of the type of medium (electronic documents, paper, etc.);

  When translating documents into electronic form their value may change, so the US National Archives has developed a mechanism to review the retention periods upon transition government organizations for electronic document management;

  If it is found that the documents (including after they have been converted into electronic form) contain significantly more information or are used in a different way, the retention periods should be reviewed.

  A similar approach was demonstrated by our government authorities when, in 2002, it was decided to establish a permanent retention period for the census questionnaire images:

  Regulations on the procedure and terms of storage of census sheets and other documents of the 2002 All-Russian Population Census:

  “2. The census forms of the 2002 All-Russian Population Census, upon completion of their automated processing, are stored in territorial bodies State Committee of the Russian Federation on Statistics ... within one year from the date of official publication of the results of the All-Russian Population Census of 2002 and are subject to destruction in the prescribed manner.

  4. Storage of graphic images of the census forms of the All-Russian Population Census of 2002 on a machine medium is carried out as follows:

  One copy is kept in State Committee Russian Federation on statistics in accordance with the established procedure before the next population census;

  Second copy with software transferred until January 1, 2004 for permanent storage in the State Archives of the Russian Federation.”

  What you need: internal regulations
  and qualified staff

  Analysis of modern legislative regulatory framework document management shows that there is a tightening of requirements not only for the availability of internal regulatory documents, but also for their strict implementation by the organization. With the help of internal regulatory documents, organizations create a regulatory framework for electronic and mixed document management, and this makes it possible to minimize the risks of using electronic documents in the “gray” zone, where the procedure for working with documents is poorly regulated by law and regulations.

  The need to develop an internal regulatory framework for the organization is also mentioned in the GOST R ISO 15489-1-2007 Standard:

  Standard GOST R ISO 15489-1-2007 “Documentation Management”:

  “Document management in an organization includes:

  a) adoption of policies and standards in the field of records management;

  distribution of responsibility and authority for document management;

  c) establishing, implementing and disseminating guidelines and procedures for dealing with records.”

  Relationship with external organizations and the use of electronic documents when interacting with them are built, as a rule, on the basis of the Civil Code of the Russian Federation. Everything related to the exchange of electronic documents is fixed in contracts and agreements.

  The main difficulties in developing an internal regulatory framework for mixed workflow arise for the following reasons:

  In Russia, the procedure for recognizing the legal force of electronic documents by state bodies and courts has not yet been established, which would fully meet the needs of business and public administration, as well as the established practice of using electronic documents and information;

  There are practically no Russian methods and standards for evaluating the value of electronic documents, transferring them to archival storage, destroying electronic documents, working with confidential and secret electronic documents;

  To a certain extent, of course, it can help out Foreign experience, but most often domestic specialists in the field of document management simply cannot “get” to it due to poor command foreign languages and lack of translations.

  For successful work in conditions of mixed workflow, the training of personnel becomes an especially important task. It is the characteristics of the organization's personnel, their qualifications, the general attitude to learn new things, and the understanding of the need for change that are the cornerstone for the successful implementation of modern technologies in document management.

  Training and advanced training of all personnel in the field of document management can significantly reduce the risks when using electronic documents in work, increase the efficiency of employees' work, and introduce electronic document management and interdepartmental electronic interaction in a shorter time. The competent organization of this training work lies primarily at the service of the organization's personnel.

  The first stage of the transition to a mixed workflow, when computers are used to prepare paper documents, has already been completed. Majority Russian organizations are in the second stage electronic systems are used to register, record and control the execution of documents. To speed up the work, electronic copies of documents are actively used. In addition, a number of laws have already been adopted that allow (in some cases, require) keeping certain documents only in electronic form.

  At the next stage, which in most organizations is not far off, authentic electronic documents will gradually begin to replace paper ones. First of all, this will affect the mass internal documents of the organization, such as memos and memos. At this stage, it is important to correctly regulate the work in mixed workflow in internal regulatory documents - in particular, such issues as the use of EDS in the organization's workflow.

  Dictionary of personnel records management. An electronic digital signature is an attribute of an electronic document designed to protect this electronic document from forgery, obtained as a result of cryptographic transformation of information using the private key of the electronic document. digital signature(hereinafter - EDS) and allowing to identify the owner of the signature key certificate, as well as to establish the absence of distortion of information in the electronic document. According to federal law dated 10.01.2002 N 1-FZ “On Electronic Digital Signature” An EDS in an electronic document is equivalent to a handwritten signature in a document on paper, subject to the following conditions: the time of verification or at the time of signing an electronic document if there is evidence that determines the time of signing;

  b) the authenticity of the EDS in the electronic document is confirmed;

  c) EDS is used in accordance with the information specified in the signature key certificate.

  On the one hand, it is necessary to overcome the fear of employees before the introduction of new technologies, on the other hand, it is necessary to realize that each technology has its weak points. Until now, both the issues of legislative and regulatory regulation of the use of electronic documents and the issues of long-term storage of electronic documents, especially those signed with EDS, have not been fully resolved.

  Many years of experience show that the technical problems of transition to a mixed workflow, as a rule, are solved quite successfully. The greatest difficulty is the solution of organizational problems that are closely related to the "human factor". For successful promotion forward to electronic document management, it is very important to properly organize the selection of personnel, education and training of the organization's personnel.

  Note. It is impossible to establish a mixed workflow without qualified personnel.

  Literature

  1. Regulations on the requirements for the activities of financial market participants when using electronic documents: approved. Order of the Federal Financial Markets Service of 08.12.2005 N 05-77/pz-n / Bulletin of normative acts of federal bodies executive power. - 2006, No. 6.

  2. Regulations on the procedure for recognizing persons as qualified investors: approved. Order of the Federal Service for Financial Markets dated March 18, 2008 N 08-12/pz-n / Bulletin of normative acts of federal executive authorities. - 2008, No. 19.

  3 Federal Register v. 69, No. 223, p. 67692, November 19, 2004, URL. http://bulk.resource.org/gpo.gov/register/.../2004_67692.pdf.

  
  
  

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