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The Federal Tax Service has developed recommendations for the introduction of electronic document management

Legal Digest News
The Tax Service has published recommendations on the implementation of electronic document management: Acsour experts reviewed the new document and told how it will help to understand the services, processes and benefits.

Electronic document management: what is it and what is it for?

Electronic document management is a way to exchange documents in a digital format. Work with documentation is carried out on the Internet, namely in information systems, including local programs. The use of this method of document management also implies the use of electronic signatures.

According to the analysis of the EDO SKB Kontur — Diadok service, in 2022−2023 the number of documents sent increased by 30%, the number of senders by 21%, and recipients by 22%. In addition, there is an increase in the intensity of document flow — by 50%.

The increasing demand for electronic document management is due to a wide range of possible operations:

  • creating a document;
  • signing the document;
  • sending the document to the counterparty;
  • receiving a document from a counterparty;
  • ensuring the security of the transfer of documents;
  • document storage;
  • quick document search.

Electronic document management is available to legal entities and citizens, including entrepreneurs and the self-employed. In addition, Acsour experts note that electronic document management is widely used by government agencies, which reduces the time required for the provision of services and interdepartmental interaction.

Recommendations of the Federal Tax Service: the main aspects

The effective guidelines of the Federal Tax Service for the introduction of electronic document management include 10 sections that highlight:

  • types of electronic document management: interdepartmental, between citizens and the state, between business entities and government agencies, between organizations, cross-border, between organizations and individuals, between individuals, internal electronic document management system;
  • who needs it: citizens, business and the state;
  • advantages and features of its implementation. The legislator highlights a number of advantages of electronic document management: mobility, the ability to track the status of document delivery and processing in real time, reducing the risk of document loss, speeding up document processing, increased security of digital documents, and reducing the number of errors. In addition, the document contains a link to 2 scenarios for the introduction of electronic document management: the first option is characterized by a quick connection to the operator’s system, the second involves a comprehensive digitalization of business processes during the transition to electronic document management.
  • methods of storing electronic documents: in the organization’s own archive, on external media, in the cloud archive, in the archive of the operator;
  • types of electronic signature:

  1. Simple electronic signature: for example, access codes from SMS, codes on scratch cards, login-password pairs in personal accounts on websites and in e-mail;
  2. An enhanced unqualified signature that identifies the identity of the owner and allows you to check whether changes were made to the file after it was sent;
  3. Enhanced qualified electronic signature. This type of signature is the most regulated: an enhanced qualified electronic signature must have a qualified certificate, the software for operation is certified by the Federal Security Service of Russia, and only an accredited certification center can issue such a signature.

  • receiving an electronic signature. The document describes the processes of obtaining signatures by individuals, as well as directors of organizations.
  • implementation errors and the process of correcting them.

Acsour experts note that electronic document management is a convenient way for parties to interact, but the implementation process is accompanied by both new opportunities and risks. Our specialists have extensive experience working with electronic document management in HR administration and together with Kontur. KEDO will be glad to help your company with the implementation of electronic document management.
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