Document Workflow

An electronic archive is a structured digital repository designed for systematization, search, secure storage and document management. More detailed information is available in the articles about Document flow and the scaling technology.

Source: term "Electronic archive"

According to Article 17 of Federal Law No. 125-FZ "On Archival Affairs in the Russian Federation", documents with established storage periods should be transferred to the archive. Read more about related aspects in the materials: Document flow and Sintezm.

Source: term "Electronic archive"

Search in an electronic archive is performed by attributes (number, date, document type, counterparty) and by full-text search, including across scanned copies using OCR. Access rights and roles determine which documents a user can search and view. For in-depth study, refer to the sections Document flow and Sintezm.

Source: term "Electronic archive"

Creating an electronic archive is the systematization, digitalization and reliable storage of corporate documents. For in-depth study, refer to the sections Document flow and Sintezm.

Source: term "Electronic archive"

An electronic archive is an automated information system for storing electronic documents, ensuring storage reliability, confidentiality and differentiation of access rights, tracking the history of document use, fast and convenient search. Read more about related aspects in the materials: Document flow and Sintezm.

Source: term "Electronic archive"

An electronic archive provides systematized storage of documents, fast search, reliable protection of information, differentiation of access rights and control over the document life cycle from creation to archival storage. More detailed information is available in the articles about Sintezm, Document flow and the scaling technology.

Source: term "Electronic archive"

Thanks to the information stored in the electronic archive, an employee does not need to refer to the original paper document again, thereby prolonging its preservation in proper form. More detailed information is available in the articles about Sintezm, the scaling technology and Document flow.

Source: term "Electronic archive"

Primary accounting documents must be kept for 5 years. The period is calculated from January 1 of the year following the year of closing. For EDF systems the periods are the same as for paper.

Source: term "Document retention period"

Personnel documents are kept for 50 years (documents closed after January 1, 2003) and 75 years (before January 1, 2003). Exception — documents on industrial accidents (45 years).

Source: term "Document retention period"

Destruction entails a fine of 2,000 to 5,000 rubles for officials and 20,000 to 50,000 rubles for legal entities, and under Art. 13.25 of the Code of Administrative Offenses — up to 300,000 rubles.

Source: term "Document retention period"

The period is calculated from January 1 of the year following the year of closing. This rule applies to both paper and electronic documents in document flow systems.

Source: term "Document retention period"

The procedure includes creating an expert commission, drawing up an act on the destruction of documents and direct destruction. The destruction of electronic documents is confirmed by acts in the electronic archive.

Source: term "Document retention period"

Charters, constituent documents, certificates of state registration, annual financial statements, documents on the creation and reorganization of an organization are stored permanently.

Source: term "Document retention period"

In EDF systems the control is automated: each category of documents is assigned a retention period, the system tracks the end date and notifies responsible employees.

Source: term "Document retention period"

Ordinary EDF is used for internal exchange without legal force. Legally significant EDF guarantees the same force as paper via QES and compliance with formats.

Source: term "Legally significant electronic document flow"

A qualified electronic signature (QES) is required, the certificate issued by an accredited certification center. It is regulated by 63-FZ.

Source: term "Legally significant electronic document flow"

Diadoc, Sbis, 1C-EDO, Takskom and others included in the FNS trusted network ensure legal significance of documents.

Source: term "Legally significant electronic document flow"

Invoices, acts, delivery notes (UPD), contracts, personnel documents, reporting and legally significant messages. See more in the document flow section.

Source: term "Legally significant electronic document flow"

Documents are stored in electronic archives with integrity ensured. Backup systems protect against data loss. The periods are the same as for paper.

Source: term "Legally significant electronic document flow"

Components: QES (from 1,500 rubles/year per certificate), EDF operator fee (200-1,500 rubles/month), SED implementation (from 50,000 rubles), staff training. Costs pay back in 6-12 months.

Source: term "Legally significant electronic document flow"

Audit, choose an operator, obtain QES, implement a SED, configure approval routes and train employees.

Source: term "Legally significant electronic document flow"

A scan copy is an electronic image of a paper document, whereas an electronic document is created digitally and signed with an electronic signature. An electronic document has legal force; a scan copy has only informational value.

Source: term "Document scan copy"

Use applications: Google Drive, Adobe Scan, Microsoft Lens, CamScanner. Photograph the document; the app will align the perspective and improve contrast.

Source: term "Document scan copy"

An ordinary scan copy has no legal force. Notarization, an electronic signature (QES) or MFC certification is required.

Source: term "Document scan copy"

For multi-page documents use PDF with OCR. For single pages JPEG or PNG. For archival storage TIFF or PDF/A.

Source: term "Document scan copy"

Scan at 300 dpi for text, 600 dpi for photos; use black-and-white mode for text; apply automatic perspective correction; use OCR.

Source: term "Document scan copy"

Only if notarized or signed with an electronic signature can it be accepted as evidence.

Source: term "Document scan copy"

200-300 dpi for text, 300-400 dpi for small details, 400-600 dpi for photos, 600 dpi for archival scanning.

Source: term "Document scan copy"

A standard document is a template used repeatedly for similar operations. An individual document is created for a unique situation.

Source: term "Standard document"

Unified forms approved by Goskomstat (T-1, T-6) and FNS (invoices, sales books) are mandatory.

Source: term "Standard document"

In SED systems, standard documents are implemented as templates that automatically substitute data from reference books.

Source: term "Standard document"

Mandatory forms cannot be changed. Recommended and internal templates can be adapted.

Source: term "Standard document"

Develop a template with substitution fields, map the fields with reference books, add it to the library. In low-code platforms this can be done visually.

Source: term "Standard document"

Compliance with approved forms, legal significance via electronic signature and integration with systems such as Electronic Budget.

Source: term "Standard document"

Documents are created automatically from corporate system data. Combined with BPMS, full document flow automation is ensured.

Source: term "Standard document"

A simple signature has no legal force. QES is equivalent to a handwritten signature, created with certified CIPF.

Source: term "Qualified electronic signature (QES)"

From accredited certification centers: Kaluga Astral, SKB Kontur, Takskom. The list is published by the Ministry of Digital Development.

Source: term "Qualified electronic signature (QES)"

From 1,500 to 6,000 rubles per year depending on the center and area of application.

Source: term "Qualified electronic signature (QES)"

Passport, SNILS, INN, a document confirming authority. For organizations — the charter and an EGRUL extract.

Source: term "Qualified electronic signature (QES)"

On the Gosuslugi portal, on the certification center website or via built-in document flow tools.

Source: term "Qualified electronic signature (QES)"

Usually 1 year. Renew 1-2 months before expiration.

Source: term "Qualified electronic signature (QES)"

Immediately contact the certification center to revoke the certificate and issue a new one. Notify all counterparties.

Source: term "Qualified electronic signature (QES)"

Contact an accredited center, provide documents, undergo identification and receive a certificate on a token. Install CIPF.

Source: term "Enhanced qualified electronic signature (EQES)"

EQES and QES are used as synonyms. Actually EQES is an enhanced qualified signature created with certified CIPF.

Source: term "Enhanced qualified electronic signature (EQES)"

Public procurement, FNS reporting, electronic document flow, DBO payment orders and government information systems.

Source: term "Enhanced qualified electronic signature (EQES)"

On the Gosuslugi portal, the certification center website or via built-in document flow tools.

Source: term "Enhanced qualified electronic signature (EQES)"

Usually 1 year. Renew 1-2 months before expiration.

Source: term "Enhanced qualified electronic signature (EQES)"

Immediately contact the certification center to revoke the certificate and issue a new one.

Source: term "Enhanced qualified electronic signature (EQES)"

Yes, the certificate is on a portable token. Install CIPF and drivers on each device.

Source: term "Enhanced qualified electronic signature (EQES)"

EDF allows creating, signing with an electronic signature, sending and storing documents electronically, reducing processing time and costs.

Source: term "Electronic document flow (EDF)"

Diadoc, Sbis, 1C-EDO, Takskom, VK EDO, included in the FNS trusted network.

Source: term "Electronic document flow (EDF)"

Invoices, acts, delivery notes (UPD), contracts, personnel documents, reporting, official memos and orders.

Source: term "Electronic document flow (EDF)"

Electronic signature (1,500-6,000 rubles/year), EDF operator (200-1,500 rubles/month), SED implementation (from 50,000 rubles) and training.

Source: term "Electronic document flow (EDF)"

Legal significance via EQES, integration with ESIA, SMEV, Electronic Budget, certified CIPF and compliance with 187-FZ.

Source: term "Electronic document flow (EDF)"

Via QES certified by the FSB, storage in PDF/A or XML, logging and compliance with 63-FZ.

Source: term "Electronic document flow (EDF)"

Analysis, purchase of ES, operator contract, system setup, route configuration, training, pilot launch, operation.

Source: term "Electronic document flow (EDF)"

1C:Accounting for state institutions, 1C:Salary and HR, 1C:Document Flow, 1C:Budget Reporting and 1C:Public Procurement Management.

Source: term "1C:Enterprise"

Yes, via CIPF and electronic signatures, and integration with ESIA and SMEV.

Source: term "1C:Enterprise"

Basic configurations from 5,000-10,000 rubles per license; full projects from 500,000 rubles.

Source: term "1C:Enterprise"

No for standard configurations. Specialists are needed for customization and integration.

Source: term "1C:Enterprise"

Depends on users and data volume. Large organizations need 32+ GB RAM and fault-tolerant storage systems.

Source: term "1C:Enterprise"

Monthly or quarterly, including legislation changes. Mandatory for state institutions.

Source: term "1C:Enterprise"

SINTEZ-M, ELMA 365, SimpleOne, and localized foreign ERP systems. For the public sector 1C remains the de facto standard.

Source: term "1C:Enterprise"

Project management manages a unique set of works with a start and end. BPM manages recurring operations.

Source: term "Project management"

Waterfall is often used for state projects. Agile or Hybrid is increasingly used within software development.

Source: term "Project management"

Low-code accelerates development; project management provides planning and control. Together they deliver faster.

Source: term "Project management"

Jira, MS Project, 1C:Project Management and custom Low-code solutions.

Source: term "Project management"

Choose a methodology, implement a planning system, integrate with document flow and BPMS.

Source: term "Project management"

Methodologies, planning, budget management, team management, communication, risk and change management.

Source: term "Project management"

Changing requirements, lack of resources, delays, budget overruns. Mitigate via planning, monitoring and reserves.

Source: term "Project management"

A certification authority is like a digital notary. It verifies your identity and issues a certificate that confirms that your electronic signature belongs to you. Without a CA, no one could trust electronic signatures, because there would be no way to verify who it belongs to. Read about how electronic signatures work in the article Electronic signature.

Source: term "Certification authority"

A CA performs five main functions: identifies the signature owner (verifies identity), issues certificates (links the owner to the public key), manages certificates (suspends, revokes), provides software for encryption (cryptographic information protection) and secure media (tokens), and also allows verifying the authenticity of electronic signatures through public registries.

Source: term "Certification authority"

QES (qualified electronic signature) has full legal force and is equated to a handwritten signature with a seal. Issued only by accredited CAs included in the Ministry of Digital Development registry. NES (non-qualified) is suitable for internal document management (for example, HR EDM) and interaction with specific counterparties by agreement, but does not have the same force for government agencies and courts. Read about types of signatures in the article Qualified electronic signature.

Source: term "Certification authority"

To check the legitimacy of a CA, take three steps: check the organization in the registry of accredited certification authorities of the Ministry of Digital Development of Russia, check the CA through the Rosakkreditatsiya service by INN, make sure there is an FSB license for cryptography. A legal CA must have a valid accreditation and license. Read about choosing a partner in the article Document flow.

Source: term "Certification authority"

Yes, you can get an electronic signature at an MFC. To do this, contact the “My Documents” center with a passport, SNILS and INN. An MFC employee will help you submit the application, and after payment the signature will be written to a secure medium (token, for example, Rutoken). This is a convenient way for individuals and individual entrepreneurs. Read about obtaining a signature in the article Electronic signature.

Source: term "Certification authority"

The cost depends on the type of signature, validity period and level of verification. QES for legal entities and individual entrepreneurs usually costs from 3,000 to 10,000 rubles per year. For individuals — from 1,500 to 5,000 rubles. The price includes the medium (token) and software (CryptoPro CSP). Some CAs offer subscriptions with annual renewal and discounts for corporate clients. Read about choosing a tariff in the article Document flow.

Source: term "Certification authority"

A root certification authority (root CA) is the top level of the trust system in the electronic signature infrastructure. It confirms that the CA itself is legitimate and trusted. The system works like a chain of trust: the root CA confirms the CA, the CA confirms the signature owner. In Russia, the root CA is the certification authority of the Federal Tax Service of Russia, which confirms all accredited commercial CAs. This ensures a hierarchy of trust in electronic document management. Read about the trust system in the article Electronic signature.

Source: term "Certification authority"

This is the complete path of a document from creation to destruction or archive. Like a person's life: birth, growing up, activity and retirement. Stages: creation, approval, signing, registration, execution, storage, archive. Read about electronic document management in the article Electronic document management (EDM).

Source: term "Document lifecycle"

In the standard model, 5-7 stages are distinguished: development, approval, signing, registration, execution, storage, archive or destruction. The number of stages can vary depending on the type of document and the organization's regulations. Read about office work rules in the article Legally significant document flow.

Source: term "Document lifecycle"

An incoming document goes through: reception and initial processing, registration, preliminary review, review by the manager, execution, writing off to the file. Each stage is controlled by responsible persons. Read about working with documents in the article Document flow.

Source: term "Document lifecycle"

With the help of electronic document management systems (EDMS): 1C:Document Management, ELMA, Directum. They track each stage, control deadlines, eliminate the loss of documents and reduce processing time. Read about choosing software in the article Open source software.

Source: term "Document lifecycle"

Retention periods depend on the type of document. Permanent storage — constituent documents, orders for core activities. 5-15 years — employment contracts, invoices. 1-3 years — internal memos. Read about storage rules in the article Document retention period.

Source: term "Document lifecycle"