Electronic data interchange
The current tendency shows that sooner or later all organizations will switch to paperless document management. Certainly, one of the reasons is presence in the software market of set of the technical decisions, allowing to introduce work with documents in the organisation in a paperless version.
According to the data of the Association of “Developers and Operators of Electronic Services Systems”, the number of documents transmitted in electronic form increases from year to year. The leaders in the rating of such documents are universal transfer documents (UTD), invoices and consignment notes (Torg-12). According to the information received from the ROSEU website, these 3 documents accounted for the majority of the total flow of electronic documents in 2018.
|Legal Electronic Documents||1Q2018||2Q2018||3Q2018||4Q2018||2018|
|14 655 683||9 633 721||9 693 569||11 370 167||45 353 140|
|6 143 962||6 127 131||6 535 858||7 933 799||
26 740 750
|3 874 261||3 762 960||3 867 556||4 972 049||
16 476 826
|1 257 720||1 366 113||1 468 090||1 690 686||
5 782 609
|12 174 877||1 341 440||15 000 668||19 791 195||
48 308 180
|Total||38 106 503||22 231 365||36 565 741||45 757 896||
142 661 505
Electronic document management solves most of the problems associated with classical paper ones.
Disadvantages of paper documents:
- Low transfer rate;
- difficulty of change control;
- inconvenience of teamwork;
- easier to lose;
- harder to reconcile;
- difficulties in finding information;
- paper becomes yellow and becomes dilapidated over time;
- difficult to measure time of work with the document and to carry out analytics;
- paper acquisition costs;
- higher storage costs.
It is believed that if the organization has a small staff and the number of contracts in the portfolio can be counted on the fingers of one hand, these shortcomings can be neglected. However, this is true as long as your partners have not migrated to electronic document management. In this case, they may start demanding the same from you, including these items in new contracts.
The Civil Code of the Russian Federation has long contained information on both electronic signatures (s.160 (2)) and electronic documents (s.434(1.2)). Order of the Federal Tax Service of the Russian Federation of 28.11.2016 No. MMV-7-6/643@ formalized 17 types of documents for which there is a standardized description of the XML-structure. This allows them to be used for convenient interaction with automated systems.
In turn, Russian courts have been accepting electronic documents for several years. The list of formats is quite broad: PDF, JPEG, JPG, PNG, TIFF, RTF, DOC, DOCX, XLS, XLSX, ODT.
In this case, electronic documents are signed with an enhanced qualified electronic signature, which can be obtained from an accredited certification centre.
The current list of such centres can be found on the website of the Ministry of Communications of the Russian Federation: To certify an electronic image of a document, a simple digital signature is enough, but it does not exclude the use of an enhanced qualified one. The image is created by scanning a paper version. That is why its second name is a scanned copy. https://digital.gov.ru/ru/activity/govservices/certification_authority
To certify an electronic image of a document, a simple digital signature is enough, but it does not exclude the use of an enhanced qualified one. The image is created by scanning a paper version. That is why its second name is a scanned copy.
There is a negative experience of storing files on floppy disks and optical disks – after a while the data from them became unreadable.
Thanks to the development of data storage technologies, the cost of storing files on physical media has significantly decreased. Your data can be stored not only on different hard drives, but also in different buildings, cities and even countries. If necessary, you can pre-encrypt your backups and check their integrity on a regular basis.
The format of the document may be outdated. In this case, I will not be able to open it after a few years when I need it.
New versions of software produced by internationally renowned vendors (e.g. Microsoft office suites) support old formats for basic documents. Indeed, there are some formats that are not supported by the government, but this problem is solved by using existing format converters.
- Regulatory documentation
Development of documents and methodology that will describe the procedure for implementing EDI in your company.
- Development of public key infrastructure
Development of public key management architecture. As a rule, it consists of a certification center and end users. It can include a registration center as well as a network directory.
- IT system development, which allows to exchange electronic documents with other organizations
If the company has an electronic document management system, it does not guarantee the possibility of transferring documents outside. The exception are situations when at a stage of designing of system of electronic document management already was understanding that after some time the company will pass on EDI. In that case such possibility can be already put in architecture.
- Audit and update of the current EDMS
Based on our experience, the existing IT infrastructure requires modernization. Most often it is the purchase of new server equipment and storage systems. It is also worth noting that outdated network equipment can prevent the achievement of desired data transmission speeds.
- Integration of electronic signatures into applications
The software package differs from organization to organization, but in most cases, the finalization takes place without significant complications and time costs.
- Employee training
Despite the development of a set of documentation at Step 1, which defines the procedure for working with electronic signatures, we recommend that you complete the development of the relevant competence of your employees.
Which departments and staff are usually involved in the process of implementing EDI?
- Management of the organization
- IT Department
- Human Resources
- Records Management
- Other Specialists depending on type of your business
- Methodological preparation.
- Transfer of internal documents of the organization to a paperless form.
- Conversion of primary accounting documents into a paperless form.
- Transition to electronic document flow with external organizations.
- Implementation of a function ensuring interaction with primary accounting documents into the existing electronic document management system.
- Archive creation
- Support and development.