Electronic document management between organizations: how does it work?

2024 Author: Howard Calhoun | [email protected]. Last modified: 2023-12-17 10:16

Electronic document management (EDM) is a fast way to exchange information based on the use of electronic documents with virtual signatures. It has long won recognition in the developed countries of the world as an effective tool for operational business.

Essence

Electronic document management between organizations is a set of processes for creating, processing, sending, transferring, receiving, storing, using and destroying documents. All these processes are performed after checking the integrity and confirming the receipt of documents.

The rules for the implementation of document flow between legal entities are carried out by agreement of the parties. The exchange of information is carried out using telecommunication means, and documents are stored on electronic media. The period of storage of accounting information should not exceed that established by law.

Organizationsamong themselves can exchange formal and informal documents with signatures of participants. In the field of entrepreneurial activity, these can be: invoices, agreements, invoices, contracts, agreements, orders, notifications, powers of attorney, etc. Information can be transmitted in the form of text, tabular and graphic files.

The purpose of EDI implementation

Prerequisites for the introduction of EDI can be:

• reducing routine work;
• reduce document loss;
• "transparent" work with documents;
• improving performance discipline - providing documents on time, etc.

Among the quantitative goals are the following:

• Reduce document processing time by 10 times.
• Cut office expenses in half.

Electronic document management between organizations: how it works

In accordance with domestic legislation, electronic document management between organizations is carried out by agreement of the two parties. To exchange data, it is necessary that all participants are connected to the equipment of one operator. Next, the user needs to send a request to be added to the list of counterparties. After confirming the request, system participants can exchange data.

The EDI module will have to perform the following functions:

• Invite counterparties to exchange data.
• Create an address book.
• Integrate with accounting software,for example, 1С.
• Sign and encrypt documentation.
• Structify correspondence.
• Track email statuses.

Electronic document management between organizations is carried out with the help of certificates. Connection to the server and authentication is carried out through a personal digital certificate. An EDS is issued to each user of the system, stored on an electronic Token carrier and protected by a PIN code. The user must enter his login, password to the personal account. Only after that he will have access to his documents.

Any employee of the organization connected to the system can initiate the exchange process. Before sending the document to the counterparty, it must be signed in the digital signature. This operation is performed using the Cryptopro program. The document is sent via EDI. An employee of the counterparty receives a notification about the receipt of a new document. If he accepts it, then he also puts an EDS. If you need to make changes to the document, then a new electronic version is created. Upon completion of editing, you need to save all changes using the digital signature. Then the document with the change is sent to the counterparty. If necessary, electronic coordination of information is carried out.

If you need to make changes again, then the whole procedure is repeated again. If there are no complaints about the new version, then the document is respected. The final sample is considered to be signed by two digital signatures. All versions of the document are stored on the server and are available for viewing. As soon as the sample is given the status of valid, amend thedocument will not work. Disrupted contracts are assigned the status "Cancelled". This is how electronic document management is carried out between organizations.

Equipment

What is needed for electronic document management between organizations? First, you need to select a telecom operator and install special software for information exchange. Secondly, with each counterparty with which the organization intends to conduct electronic correspondence, it is necessary to conclude an "Agreement on the exchange of electronic documents".

It is also necessary to install an EDI server where all documents will be stored. This can be both client equipment and "cloud" storage. Access to system data from the outside is carried out through an application that is installed on the equipment of employees of the organization. The interaction of computers with the server is carried out via the HTTP protocol with additional SSL 128 encryption. Access to documents is carried out only through the application interface and after passing authentication.

EDF Project

A process automation project can take anywhere from a few months to a few years. The term directly depends on the number of processes that need to be automated, the resource and financial capabilities of the organization. A brief scheme for the introduction of EDI is as follows:

• Creating a working group.
• Formation of goals, deadlines and project budget.
• Research existing processes.
• Develop tasks.
• ChooseEDI systems.
• Signing an agreement on the implementation of the EDS.
• Approval of work regulations.
• Filling system directories.
• Staff training.
• Preliminary testing.
• Issue of an order on the introduction of EDS.
• Refining software and operating procedures.
• Launching a pilot project.
• Full-scale transition to EDI.

Errors in EDI implementation

In the process of automating documents, special attention should be paid to processes in which the presence of paper is required by law. You cannot duplicate a paper document electronically. This significantly slows down the work process and causes a negative attitude towards the automation process as a whole. No one pays extra for doing double work.

In the process of implementation, it is necessary to develop a new procedure for working with documents, train staff, and only after that engage in full-fledged implementation. This can only be achieved if the benefits of using new technologies are communicated to employees.

Another popular mistake is the poor development of requirements for the EDMS. If users have to work in an unconfigured system, then the EDI process differs from that adopted in the organization.

Electronic document management between organizations: pros and cons

Benefits:

• Reducing the cost of sending original documents by mail.
• Saving storage space for documentation. It is all stored electronically.
• Easy to use. The document is sent from one workplace. A quick search for a document is carried out by status (sent, received, accepted, etc.).
• Instant delivery. All sent information gets to the addressee within a few seconds.
• A document cannot be lost until its retention period in the system expires.

Flaws:

• To use the equipment, you need to purchase a license, which costs a lot of money.
• Most often, data can only be exchanged between members of the same system.
• Electronic document management between organizations in 1C or using any other software differs from the previously used scheme. With the introduction of the new algorithm, all employees will have questions about the conduct of work.
• Technical equipment. Before the introduction of EDI, the organization needs to purchase equipment and train employees to manage the new system.
• EDI is carried out using an EDS, the validity of which is 1 year. Certificates need to be tracked and updated in a timely manner. It is also necessary to control the validity period of counterparty certificates in order to avoid problems with the tax.

Legal regulation

What regulations regulate electronic document management between organizations? The legislation of the Russian Federation includes Federal Law No. 63 "On Electronic Signature", the rules for submitting documents to the Federal Tax Service are prescribed in the order of the Ministry of Finance No. MMV-7-2 / 168. EDIbetween organizations is carried out on the basis of the order of the Ministry of Finance No. 50n. The rules for the exchange of primary accounting documents in electronic form are prescribed in the order of the Federal Tax Service No. ММВ-7-6 / 36@. All EDF operators in the course of their activities must be guided by the order of the Federal Tax Service No. ММВ-7-6/253@.

SBIS

Electronic document management between SBIS organizations gives customers the following benefits:

• You can send documents to any organization that is registered on the territory of the Russian Federation. If the counterparty is not a member of the SBIS system, then an employee of the company will simply contact the representative of the organization and send invitations to participate in the system to his e-mail. Immediately after the confirmation of the request, the exchange of information between the participants will be carried out without intermediaries.
• You do not need to install software on your computer. It is enough to have an up-to-date version of the browser and access to the Internet.
• You don't need a special program to work with data. If the report is initially prepared in third-party software, for example, 1C, then you can set up data integration with the VLIS system.
• Typical document form not installed. You can send text, spreadsheet, images, and more.

SKB "Kontur"

One of the first software developers in Russia also supplies equipment for electronic document management between organizations. Kontur has developed the Diadoc system, through which electronic documents are exchanged. A feature of the system is that access to data can be obtained while abroad. The company has developed roaming tariffs especially for this purpose. If you wish, you can access the data via the API.

What do you need?

To connect EDI, an organization needs to buy:

• licensed software;
• server;
• upgrade hardware;
• train staff;
• set up and integrate EDMS to work with internal applications.

Such investments need to be made in order to connect electronic document management between the organization? Inclusion in the costs of technical support consultations, EDMS and software updates is the second stage of investment. These costs will have to be paid monthly.

Conclusion

The paper workflow is being replaced by electronic. It not only reduces the organization's process costs, but also increases the efficiency of the business as a whole. For EDI to function successfully, it is necessary to clearly formulate the goals of implementing the system and properly configure the equipment.