In the modern world, doing business online is becoming an increasingly popular and in-demand way of working. Companies, realizing the advantages of digitalization and automation of processes, are increasingly introducing electronic document management. It allows to significantly speed up the exchange of information, reduce time and financial costs, as well as increase the level of data security and reliability. In the article, we will consider the advantages of the transition of companies in Belarus to electronic document management and ways to implement it to optimize business processes in the digital economy.
Why it is important for companies to switch to electronic document management in some cases
The transition of companies to electronic document management is an important step in modern business for several reasons.
- The transition to electronic document management increases the efficiency of the enterprise, as it reduces the time for processing and transferring documents, speeds up decision-making processes and reduces the possibility of errors in the transmission of information.
- Electronic document management helps to increase transparency and control over processes in the company, allows to quickly track the status of documents and control their turnover. This increases the level of security and protection of confidential information.
- The transition to electronic document management allows to reduce the cost of paper documentation, forwarding and storage of paper documents, which in turn contributes to more economical and environmentally friendly activities of the company.
In general, the transition to electronic document management increases the competitiveness of the company, improves work processes and makes it possible to manage business more effectively in the digital economy.
What you need to know to switch to electronic document management
In order to consider the opportunities that the transition to electronic document management gives the company, it is necessary to know some concepts and features of the organization of the exchange of electronic documents in Belarus.
What is EDMS?
EDMS is an electronic document management system. Electronic documents with an electronic digital signature (EDS) are exchanged using the EDMS service. The EDMS service allows to create, receive, send, process and store documents in the cloud. The EDMS service helps to save time, speed up the processes of approving and signing documents, and ensures the safety and integrity of information on secure servers in the cloud. When using electronic document exchange services, correcting an error requires only a few clicks, without having to repeat the process of approving, signing and sending documents to the counterparty.
Company documents are created and stored electronically when using the EDMS service. Documents can be stored on company servers or in cloud storage. To store documents in the cloud, you need to sign a contract with your provider. Our specialists can represent your interests when agreeing on the terms of the contract.
What is AS DMS?
AS DMS is an automated system of documentation support for management in a certain company. With the help of the AS, DMS creates, stores and exchanges electronic documents, forms them into electronic files and transfers them to the company’s archive for storage. In general, AS DMS is an electronic document management system in a company.
When using such a system, you can exchange electronic documents with other companies in the following ways:
- By e-mail. In this case, the documents are signed with an electronic digital signature. When such a document must be signed by representatives of several companies (for example, this is a contract), it is important that all representatives have the opportunity to sign it using an electronic digital signature.
- With the help of departmental or corporate electronic document management systems. The departmental electronic document management system uses an electronic digital signature. This is not necessary in a corporate electronic document management system.
The procedure for exchanging documents using an internal corporate electronic document management system is defined in a local document. For example, in a Regulation. Our consultants will help you draft such a document after studying the business processes related to the exchange of documents in your company.
How to start the transition to electronic document management in a company
Step 1. Choosing an electronic document management system
It is necessary to study the business processes associated with the creation of documents in the company. In particular: the number of documents of different types, document routes, etc. In the process of studying, it is necessary to form requirements for the electronic document management system.
Step 2. Determine whether connection to the interdepartmental document management system is required
When the company’s document management system is connected to the interdepartmental document management system, the company can exchange electronic documents with other companies and government agencies. There is a list of electronic document management systems (37 in total) that are connected to the interdepartmental document management system. You can choose the right one after consulting with our specialist.
Step 3. Assign those responsible for the transition to EDMS
Usually, a company creates a working group that examines the needs of the company and determines the requirements for the corporate electronic document management system.
Step 4. Purchase and implementation of an electronic document management system
1. Proposals from suppliers of such systems are being studied.
2. The system is purchased and, as a rule, its maintenance.
3. In parallel, a plan is being drawn up for the implementation of an electronic document management system in the company based on the needs and number of documents in various areas of work. We recommend starting the implementation with those documents that do not need to be archived by the company. Documents with a shelf life of less than 10 years can be stored in the electronic document management system in which they were created.
A company can organize a mixed document flow, when the same types of documents are created and stored in the EDMS and on paper.
4. Employees are trained to work in the electronic document management system.
5. The electronic document management system is being put into operation.
6. The procedure for the implementation of an electronic document management system and the operation of this system is prescribed in the company’s local document.
Features of connection to the interdepartmental document management system
Step 1. Submitting an application for the organization of a communication channel
To connect the electronic document management system to the interdepartmental system, an application is submitted to the National Center for Electronic Services on the organization of a secure communication channel. Next, this application is transferred to the company that provides communication services (provider).
Step 2. Signing a contract with the provider
A company that wants to connect to the interdepartmental document management system enters into an agreement with the provider.
Step 3. Purchase of personal electronic digital signature keys
The personal keys of an electronic digital signature (EDS) are needed by the company’s employees to exchange documents in the interdepartmental document management system. It is recommended that employees who have the right to sign documents on behalf of the company receive personal EDS keys.
Step 4. Submitting an application for connection to the interdepartmental document management system
The application can be submitted electronically on the website of the National Center for Electronic Services. Our experts will advise on the specifics of submitting and reviewing applications and will assist in their preparation.
How we can be useful in the company’s transition to electronic document management
Our employees are experienced specialists in the field of electronic document management. We can:
- Advise you on the transition to electronic document management.
- Audit business processes related to the movement of documents and develop requirements for an electronic document management system.
- Prepare a package of documents related to the transition to electronic document management.
- Represent your interests in concluding contracts related to the transition to electronic document management.
Contact us
If you have any questions related to the company’s transition to electronic document management, we will be happy to help you! Our many years of experience will help you resolve any disputes.
Phone and e-mail communication options are available for your convenience:
- +375293664477 (WhatsApp/Telegram/Viber);
- info@ambylegal.by.
