Let's move on to electronic document management. How to do it right?

It is very important to keep up with the times and maintain the company's efficiency and personal efficiency at a high level, so many organizations are making the transition to electronic document management.

Why is this so important?

Imagine that you are sending information to a client by regular mail. What is the probability that the letter will 100% reach the addressee? And if they made a mistake? Of course, everything has to be redone. The result is a colossal amount of precious time.

Previously, it was difficult to imagine Ukrainian business without endless pieces of paper. But modern conditions and opportunities are actively leading us to total digitalization. There are a lot of services that help make such a transition quickly and practically painlessly. There is a saving of time for sorting through pieces of paper, and communication with clients and even controlling bodies is significantly simplified.

Who will benefit from it?

For managers who work actively with the client base and conclude regular contracts, this system will significantly save time and simplify the solution of current tasks. Employees of legal departments of companies can also use this convenient way of maintaining documentation.

Where to start and what benefits await?

There are several stages. Let's discuss the most important ones to begin with

Qualified electronic signature

Previously, this instrument was called EDS, i.e. electronic digital signature.

With it, the head of the organization or his proxies will be able to sign all the necessary documents:

• for state bodies;
• for internal documentation, originals and commercial contracts.

KEP can be issued at any qualified provider of electronic trust services (previously they were called - ACSC - Accredited Key Certification Centers). Their list can be found on the website of the Central Certification Body https://czo.gov.ua/ca-registry. You can get a KEP for free from a Qualified provider of the EDP IDD DPS, but in quarantine conditions you need to make an appointment in advance. You can also generate the KEP independently in Internet banking or the client-bank JSC KB Privatbank, or contact other providers from the list.

Registration on the electronic document circulation service

In this case, the "InstaDoc" service offers you a convenient automated system that will provide you with:

• ready-made document templates with auto-completion;
• the possibility of independently creating your own template options that are suitable for your business;
• convenient accounting and storage of all documentation;
• automatic calculation of value added tax in contracts, as well as writing numbers in three languages;
• signing KEP contracts and others.

In the case, and it often happens, if you will receive return documentation from counterparties, for its correct accounting, it is necessary that your partner or client take the same two steps for the transition. It is not difficult, moreover, you will start saving time and money from the first day of using the system.

And now the exact scheme of steps during the transition:

1. Read the legal notice
2. Choose an electronic document management system
3. Add counterparties to the register
4. Get KEP
5. Configure document templates for autofill or use ready-made templates.
6. Generate, sign and exchange electronic documents.
7. Free time to invest in development

Done!

So what is the plus?

Companies that switched to such a system voiced positive aspects over the past year:

• the burden on the managerial staff has significantly decreased;
• the documentation processing time has decreased - from 1.5 hours to 50 minutes;
• taking into account the costs of postal services and the purchase of paper, the costs became less by almost seven times.

We do not forget about customers!

Now they can monitor all manipulations with the document through the network. For example, the date of its creation, who did it, whether changes were made, whether it was signed on time, etc. This innovation allows to build transparent relations within the company itself and with partners, as well as with state bodies.

Experts and businessmen say that the advantages of electronic document management should be paid attention not only from the point of view of saving money. There are a few more very important points. First, employees can perform other, more interesting tasks. The routine of constantly printing the parties in the contract disappears from corporate life, especially if it needs to be done in several languages, because now such actions are performed automatically. There is also no need to organize documentation by folders, scan for copies. The possibility of losing an important contract or report is completely excluded, everything is stored on an internal server and can be removed at any time. There is also no need to allocate separate rooms for archives, where to find something and another task. And the most valuable thing is time. The notification comes immediately, the whole process lasts no more than a few minutes.

Of course, it is also important to dispel myths that still stop many managers.

1. A paper document has a higher legal force - an extremely incorrect statement, since legally both types have equal value.
2. It is dangerous. The requirements for electronic document management services guarantee full reliability, namely: storage in data centers, protected transmission channels, availability through a cloud solution.

Why should you cooperate with us?

• Many years of experience
• We approach any task responsibly
• We guarantee that such a transition will facilitate paper work
• We fulfill all our obligations
• We have recommendations, which speaks of the reliability of our work
• We provide comprehensive support

Optimize the company's business processes, save time and effort. With EDO, you will be able to conclude contracts faster and more reliably, and you will also save a significant amount of company time on routine work and money on consumables. Contact us now!