Today, most of all documents are created electronically. However, most often after creation, they are printed on paper and run between and within companies. Invoices, reconciliation certificates, delivery notes, contracts, etc. – all these must be verified, agreed and signed.
Electronic document flow is not only a movement of documents, but also a way of organizing work without using paper media: recording and entering documents, searching for documents, creating reports, monitoring execution, maintaining an archive, etc.
In fact, electronic document management is the exchange of documents in electronic form through a local network, the Internet or other means. The information you share may be confidential. Once on a public network, it needs protection. The electronic signature helps you protect the electronic document during the exchange process. It also ensures the legal significance of the electronic documents sent.
There are special systems for the convenient and efficient organization of electronic document management.
Electronic document management systems are used in large and medium-sized enterprises, in state structures, when working on electronic trading platforms.
Cash savings
Electronic document management reduces the costs of paper, printing, stationery, postal services and transportation.
Control over discipline and performance
The electronic document management system allows you to monitor the progress of work in real time. This function makes it easier for management to control the discipline of employees and the correctness of tasks.
Feedback
Information and gratitude letters, complaints or claims from counterparties are received in the general system, which is available to the manager and responsible persons. This eliminates the possibility that a letter will be lost or ignored.
Saving time
The time spent by both employees and managers is reduced by taking seconds to agree, sign and other document transactions. Including, the process of concluding a transaction with a counterparty is accelerating. To sign a bilateral contract, invoices and acts requires a number of simple actions on the computer, and you do not need to leave the office for this.
Reliability
By transmitting documents through the network, the system protects information from falling into third hands. Access to it is set according to user rights.
Mobility
You can exchange information using the electronic document management system 24 hours a day, from the office or from home, from a business trip or vacation. If a computer with an electronic signature and an Internet access point are at hand, all transactions will be available.
Systematizing Correspondence
The system makes it possible to restore order in electronic correspondence. Information letters, contracts with counterparties, certificates, reporting, etc. can be conveniently sorted in order to quickly find a particular document if necessary.
Relevance
In the electronic document management system, you can set up the author to be aware of the receipt of the letter. If necessary, the addressee can certify the document with a signature with a reading mark. Thus, the sender must always be aware of the current events.