Abstract
The article deals with the problem of implementing electronic document management systems for the efficient operation of information departments of state institutions. Modern electronic document management involves the use of advanced technologies and tools to automate and optimize the document processing process. The main components of the electronic document management process are: document creation, which can be carried out using word processors, spreadsheets, presentation programs, specialized programs; preservation of electronic documents, which is important for the security and availability of information through backup, which includes regular backup of data and their storage on various media, such as external hard drives, cloud storage or other media. Modern electronic document management systems used in government agencies are described: Atlas DOC, Megapolis, DOC PROF, ASKOD, FossDoc, which accompany all cycles of a document’s life: from creation to archival storage. These systems allow for efficient document management, control over their condition, and contribute to increasing the transparency and efficiency of government agencies. Implementation of electronic document management systems in the work of information departments of government agencies has the following advantages: efficiency and speed of document transfer, control over document flow, reduction of costs for stationery and document transfer, a single database, the effect of a search system. The disadvantages of electronic document management include the cost of technical equipment and its support, ensuring the confidentiality, integrity and availability of information, and the reluctance of employees to switch to new technologies. The main components of the electronic document management system in Ukraine are electronic digital signature (EDS), electronic documents and electronic exchange, document management systems (DMS), information bases and registers, and electronic archives. The article defines the legal framework for electronic document management in Ukraine, which includes a number of legislative acts regulating the use of electronic documents, electronic signatures and other aspects of electronic document management. The state regulation of the electronic document management sphere is aimed at implementing a unified state policy on electronic document management; protecting the rights and interests of electronic document management entities; and regulating the technology of processing, creation, transmission, storage, use and destruction of electronic documents.
The author examines the stages of transition from paper to electronic document management: the initial stage, which is characterized by the introduction of an automated document management system (ADMS), including primary processing of a document, creation of an electronic document registration card; the extended stage, during which the image of electronic document management is created; the developed stage, when electronic document management is introduced.
Keywords
electronic document management, paper document management, information departments, government agencies, electronic digital signature, management documentation
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