Electronic document flow in an organization: a step-by-step algorithm for implementing EDI

Normative base

"GOST R 7.0.97-2016.
National standard of the Russian Federation. System of standards on information, librarianship and publishing. Organizational and administrative documentation. Requirements for the preparation of documents" (approved by Order of Rosstandart dated 08.12.2016 No. 2004-st) Resolution of the State Standard of the Russian Federation dated 03.03.2003 No. 65-st "On the adoption and implementation of the state standard of the Russian Federation" (together with "GOST R 6.30- 2003. State standard of the Russian Federation. Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for document preparation")

"GOST R 7.0.8-2013. National standard of the Russian Federation. System of standards on information, librarianship and publishing. Record keeping and archiving. Terms and definitions" (approved by Order of Rosstandart dated October 17, 2013 No. 1185-st)

How is the effectiveness of EDI measured?

EDI is a tool for increasing the efficiency of a company’s business processes. The economic effect of EDI was calculated by one Russian large integrator. According to his estimates, document circulation of 100 thousand documents in paper form requires costs of more than 5 million rubles, and electronic circulation of the same number of documents costs approximately 0.3 million rubles.

The effectiveness of internal EDI in numbers:

• up to 100% - reduction of physical contact between employees,
• up to 30% - saving time on approval and search of documents,
• 3 times - reduction in costs for consumables,
• up to 25% - increase in labor productivity,
• up to 80% – reduction in the cost of document storage.

Document flow: basic concepts

What is office management and document flow (2020)? The textbook, as well as the modern economic dictionary, defines document flow as the movement of documents between their compilers and executors along information technology chains, which makes it possible to inform all interested parties, communicate decisions made to them, and carry out accounting and control. In turn, office work is the activities for maintaining, updating and monitoring documentation.

Since the importance of information in the modern world and business can hardly be overestimated, an organization’s office work and document flow plays an important role. Often, the correctness of decision-making and the final result depend on the clarity of the wording and the speed at which papers are processed.

There are three types of document flow:

• incoming (entering the organization);
• outgoing (directed from the organization);
• internal (documentation created and used by employees in the management process).

Implementation of electronic document management in organizations in stages

Of course, like organizing any new process, electronic document management will require some costs at the initial stage. And expenses for technical support - electronic signature, payment for operator services, possibly for specialized software - will be the most predictable of them.

But since any document can be presented “digitally”, unless the law directly states otherwise, and regulatory authorities, as already mentioned, increasingly “prefer” communication in electronic form, one should come to terms with the shortcomings of the implementation period, finding an opportunity to level them out , and focus on the benefits that electronic document management will bring to the organization.

Fig. 2 EDI in the organization

The main task will be to analyze partners for the use of EDI and “agree” with them on an exchange - exchange invitations, and offer a connection option to those who do not yet use EDI.

It is important to take into account which EDF operator your counterparty is connected to or plans to connect to. The mechanism for establishing automatic roaming between different operators is not always implemented. For example, direct roaming has been established between EDF operators included in the 1C Hub: Kaluga Astral, Tensor, Link-service, ETP GPB, Certification Center. If you exchange documents with counterparties using Kontur.Diadoc, you will have to set up roaming manually. This procedure can take on average 5-6 days. You need to monitor the roaming settings status yourself.

We will implement EDI with quick setup of roaming with various operators

If your counterparties use different EDI operators, then it is more advisable to choose EDI technology that supports roaming-free exchange between all operators - WA: EDI. The technology is integrated directly with 1C-EDO and Kontur.Diadoc. It allows you to automatically configure roaming with various operators, work with various operators in a single interface, all information is automatically displayed online. You can approve documents in your Personal Account, in 1C (the service is maximally integrated with 1C) or in the usual e-mail. There is support for various approval routes and auto-signing of documents without your participation.

Since various EDF operators are aggregated in WA: EDF, outgoing documents are sent via the cheapest route, which will allow you to significantly save on EDF, since in addition you will only pay for the electronic document if you do not have one. At the same time, the technology is safe to use and meets all requirements of Russian legislation.

We will quickly implement a convenient and cheap EDI that works without roaming

From an organizational and technical point of view, the implementation of EDI in a small enterprise consists of formal tasks that boil down to ensuring the legal force of electronic documents:

• Obtain a valid electronic signature certificate for an authorized person of the organization;
• Select and conclude an agreement with an operator accredited by the Federal Tax Service;
• Send invitations to counterparties who are already using EDF;
• Establish the process of connecting to EDF counterparties for which there is no information about connecting to EDF (either independently or by the operator).

For large enterprises that have an extensive document flow structure with a large number of counterparties, in order to achieve the maximum effect from the transition to electronic document flow, it is recommended to implement specialized software products or customized integration solutions with the involvement of third parties.

Implementation of electronic document flow between organizations based on 1C

Stage No. 1. Selecting the type of electronic signature

All electronic documents are divided into formalized and informal. Non-formalized documents are free from strict regulation by the state (invoices, letters, contracts, powers of attorney, technical documentation of the transaction passport, etc.). Their acceptance and recognition is possible only with human participation.

For those formalized in separate legislative acts, a unified format and transmission regulations are clearly described and approved. This allows you to use the software of all exchange participants for recognition and processing in information systems, including accounting programs and the Federal Tax Service system. The recommended format is used by all EDF operators when exchanging.

For legally significant interaction through an operator, it is necessary to use a strengthened qualified electronic signature, this is especially strictly enforced for signing electronic invoices, therefore, for exchanges with counterparties through operators, only the most secure type of signature is used.

Fig.3 Selecting digital signature

In other cases, by agreement of the parties, the use of a simple and unqualified signature is legally permitted:

• simple only confirms the fact of signing the document;
• unqualified allows you to identify the signer and detect corrections made after the document was signed.

Stage No. 2. Selecting a certification authority (CA) and operator

Operator is an organization that has a hardware and software system for implementing formats and regulations for the exchange of electronic documents approved by law. The operator's secure servers and communication channels ensure security when exchanging open and confidential information within the framework of electronic document management. The operator promptly makes changes to exchange mechanisms and document formats in accordance with adjustments to the requirements of market regulators (Federal Tax Service, Federal Security Service, Government).

The operator notifies the Federal Tax Service that the legal entity has joined the exchange (important when exchanging invoices), checks electronic signatures for validity at the time of signing documents, guarantees delivery of electronic documents to the counterparty in accordance with the configured route, and also implements the functionality of exchanging invitations between counterparties.

It is impossible to organize a system for the exchange of legally significant documents, for example, the exchange of the same invoices without the participation of an operator, since the regulations for the transfer of documents established by law will not be observed. In addition, the participation of the operator will help to avoid many risks associated with the transition to electronic document flow and simplify a number of technical issues. All accredited operators are listed on the Federal Tax Service website.

When choosing operators, you should proceed from your own needs and focus on the cost and list of services, package offers, availability of technical support and call center, popularity and line of services.

Certification center is a legal entity, individual entrepreneur or state body or local government body that performs the functions of creating and issuing certificates of electronic signature verification keys, as well as other functions of maintaining certificates.

When choosing a CA, it is important to pay attention to its legal status. Its accreditation depends on the ability to bear financial responsibility in the event of losses of third parties who trusted the information specified in the electronic signature verification key certificate issued by this CA, or the data of the key registry maintained by this CA.

Stage No. 3. Preparation of documents and conclusion of an agreement with the CA and operator

To purchase an electronic signature, as a rule, it is necessary to conclude an agreement with a CA, pay for the service, provide original application documents and go through the procedure for identifying the certificate owner, providing identification documents and confirming authority, in a personal meeting with representatives of the certification center. Since an enhanced qualified signature is required for management representatives, their visit to the CA must be scheduled in advance.

By registering in the EDI system of the selected operator, the company joins the service regulations, which allows it not to enter into special agreements with each counterparty in the future and facilitates the process of implementing EDI. The organization is also identified by an electronic signature certificate of an authorized person and receives its own unique identifier, which can be communicated to any other participant to set up an exchange route. Operators can modify their systems based on user requests, which is also important to reflect in documents.

If you are planning to introduce paperless document management technology at your enterprise and need advice, contact our specialists in any way convenient for you. Our company specializes in building such systems, starting from standard ones - where only the implementation and configuration of a standard 1C-EDO is required, to the most complex projects for building full-fledged BPM systems using the unique WA: EDM technology.

Stages of work

Work with documents in an organization is divided into stages.

For incoming:

• reception and primary processing;
• preliminary review by the clerk;
• registration;
• consideration by the management of the organization and direction for execution;
• processing, execution, preparation of responses;
• execution control.

For outgoing:

• development, design;
• registration;
• dispatch.

For internal:

• development, design;
• registration;
• processing, execution, preparation of responses;
• execution control.

For all:

• accounting and analysis of document flow volumes;
• storage.

The speed at which the stages are completed directly depends on the correctness of the paperwork, as well as on the document flow standards approved by the organization. A sample regulation on document flow in an organization (2020) can be downloaded below.

Responsible persons: who draws up, approves and controls

The person responsible for drawing up and preparing GDOs in an organization for accounting purposes is the chief accountant. This is a full-time employee of the institution or another person who is entrusted with key responsibilities for organizing and maintaining accounting.

Another question is who approves the document flow schedule: only the head of the company (other authorized person) has the right to approve the GDO. The standard may be drawn up as an annex to the accounting policy. But approval by a separate order or regulation is also allowed.

After approval, the GDO is communicated to all employees involved in the document flow for signature. At the same time, the requirements of the chief accountant regarding the procedure for processing transactions and providing the necessary documents and information to the accounting department are mandatory for all divisions and services of the organization. This leads to the conclusion that who monitors compliance with the document flow schedule is the chief accountant or another person responsible for accounting in the company.

GOST standards for office work 2021

The requirements for the preparation of official documents at present are formulated in the national standard of the Russian Federation GOST R 7.0.97-2016 “System of standards for information, library and publishing. Organizational and administrative documentation. Documentation requirements." It replaced the state standard of the Russian Federation GOST R 6.30-2003.

In our opinion, it is useful to start getting acquainted with GOST for office work by studying the terminology, which is described in detail by another national standard - GOST R 7.0.8-2013 (GOST office work and archiving), since this knowledge will help to correctly understand and use professional vocabulary.

It defines the concepts used in the article:

1. Document is information recorded on a medium with details that allow it to be identified.
2. Document execution - putting the necessary details on the document.
3. Document attribute is an element of document design.

GOST R 7.0.8-2013

Categories

At a certain stage of its development, an organization has to regulate its main business processes, i.e. describe the progress of their implementation in local regulations. A document such as a regulation covers the process step by step, which is being worked on in several departments at once. It is unlikely that the secretary will be entrusted with the development of regulations for a complex production process, but it is quite likely for office work.

This article examines the regulations as a type of document, its structure and basic details, and also provides an example of the regulations for one of the most important processes in a preschool educational institution - monitoring the execution of tasks according to documents.

REGULATIONS AS A DOCUMENT

Our dictionary

A regulation in a commercial organization is an organizational and administrative document that describes a specific business process step by step from its beginning to its completion.

The regulations are strictly individual and can only apply to the organization that has approved them for itself. Thus, when drawing up instructions for office work, GOST R 6.30-2003 “Unified documentation systems” is usually used. Unified system of organizational and administrative documentation. Requirements for the preparation of documents" and Methodological recommendations for the implementation of GOST R 6.30-2003. Based on these documents, internal instructions are created both in a small store and in a federal-level JSC. But, for example, the procedure for passing internal documents established in one organization may be completely unsuitable for another.

Having familiarized himself with the regulations, a new employee of the department must understand what his tasks are and promptly get involved in the process.

Typically, business process regulations are developed by representatives of a consulting company invited to the organization. But they cannot do it without the help of workers who carry out these processes every day.

When several structural units are involved in a business process (this process is called end-to-end), one regulation can replace lengthy internal correspondence. After all, an employee of one department cannot obey the boss of another, so why should he take the baton and carry out some actions without the order of his immediate supervisor? Under normal conditions, department heads have to enter into correspondence. If there is a regulation, then employees of different departments are involved in the implementation of the process without waiting for instructions “from above”.

What processes are subject to regulation?

Having separate regulations for all work processes is undoubtedly very convenient. However, this medal also has a flip side, namely:

• regulation requires serious financial investments: good consultants are expensive, as is the working time of their own employees;
• any process is constantly evolving: new technical working conditions appear, new, differently trained people come to carry it out, and the process diagram drawn up today may change beyond recognition in a year. This also needs to be monitored, which means new costs;
• the approach to performing a process where “a step to the side is tantamount to running away” does not encourage employees to show initiative, and no one, ultimately, will be able to optimize the process better than those who directly work on it;
• The implementation of the regulations is almost guaranteed to entail resistance from workers, both direct participants in the process and numerous “sympathizers.” Overcoming resistance is a whole stage of implementing regulations, requiring both time and material resources.

Thus, standard processes are primarily subject to regulation. They will always be carried out in the organization, regardless of the external situation. The list of processes that are subject to regulation in a particular organization is compiled strictly individually, based on many factors.

STRUCTURE AND CONTENT OF THE REGULATIONS

As a rule, the regulations consist of the following main sections:

1. General provisions.
2. Terms, definitions, abbreviations.
3. Process description.
4. Responsibility.
5. Control.

The contents of the sections of the regulations are presented in more detail in the table.

BASIC DETAILS OF THE REGULATIONS

The main details of the document include:

• name of company;
• date and number of the document, place of its preparation;
• approval stamp;
• Title of the document;
• document text;
• application (if any);
• visa approval.

By the way

The requirements for the registration of the listed details are established by GOST R 6.30-2003. Methodological recommendations for the implementation of GOST R 6.30-2003 explain and specify the procedure for the implementation and application of this standard.

BUSINESS PROCESS MODEL

A business process model can serve as an annex to the regulations. It is customary to depict it graphically (see diagram), but it is also permissible to draw up a table and even describe the process verbally. Graphic models of business processes are created using special software.

What at first glance seems like an intricacy of lines and geometric shapes, in fact, represents a strict order of actions when performing a particular process, in our case, the office work process. The business process diagram is much easier to understand than the text of the same regulations. It clearly shows who starts each stage and where, how they finish it, and who passes the baton to in working on the process.

The graphic model of the business process “Approval of a draft document” presents such key parameters of the business process as inputs and outputs, clients and participants. Each new employee, looking at the model, will quickly become involved in the execution of his process at a certain stage and will know how to behave in any work situation associated with it.

PROCEDURE FOR WORK ON THE REGULATIONS

Working on regulations is no different from working on any other organizational and administrative document: first, a draft document is drawn up, which is agreed upon with interested officials, then it is approved by the head of the organization or a person authorized by him. Finally, the participants in the process get acquainted with the regulations against signature and receive copies of them.

Regulations can be approved in several ways:

1. directly (the manager signs the document with his own hand);
2. indirectly (by issuing an order) (see Example 1). In this case, the registration data of the order will be included in the approval stamp.

Example 1

Order on approval and implementation of business process regulations

Limited Liability Company "Perspective" (LLC "Perspective")

ORDER

07/23/2014 No. 456-Pr

Moscow

On approval and implementation of business process regulations

In order to improve the paperwork procedures of Perspektiva LLC

I ORDER:

1. Approve and put into effect from 01.08.2014 the regulations for the following business processes:

1.1. Registration and accounting of documents.

1.2. Control of document execution.

1.3. Storage and retrieval of documents.

2. Appoint administrative director A.V. Legostaev responsible for fulfilling the requirements specified in clause 1 of this order.

3. To the head of the office Parshina V.K. ensure that the employees of Perspektiva LLC are familiarized with this order against signature and submit copies of the approved regulations to the structural divisions of Perspektiva LLC by July 30, 2014.

4. I reserve control over the execution of this order.

General Director D.A. Maksimov Maksimov

The following have been familiarized with the order:

Legostaev A.V. Legostaev 07/24/2014

Parshina V.K. Parshina 07/24/2014

P.A. Karpenko

23-78

The regulations for the business process “Control of document execution” are given in Example 2.

Example 2

Regulations for the business process “Control of document execution”

Limited Liability Company "Perspective" (LLC "Perspective")

REGULATION No. 7 of the business process “Control of document execution”

1. General Provisions

1.1. The Regulations of the business process “Control of the execution of documents” (hereinafter referred to as the Regulations) determine the procedure for monitoring the execution of tasks based on documents in Perspektiva LLC (hereinafter referred to as the Organization).

1.2. The requirements and rules of the Regulations apply to all structural units of the Organization.

1.3. The Regulations are approved, amended and canceled by order of the General Director of the Organization.

1.4. Employees of the Organization are required to know and comply with the requirements of the Regulations. All newly hired employees of the Organization must be familiarized by the heads of structural divisions with the established procedure for monitoring the execution of documents in the Organization.

2. Terms, definitions, abbreviations

2.1. The Regulations use the following terms and definitions:

The author of the task is the employee who sent the performer an email message containing the task.

Document is information recorded on a medium with details that allow it to be identified.

A task is an order from a manager.

Task - see task.

Performer is an employee of the Organization who is entrusted with the execution of a task.

Control is a set of actions that ensure timely execution of a document.

A responsible executor is an employee from among the executors who has the right to coordinate the work of other executors. The resolution indicates first.

Resolution is a requisite containing instructions from an official regarding the execution of a document. Includes the surnames, initials of the performers, the contents of the order (if necessary), due date, signature and date.

The leader is the official who makes the resolution.

Due date – calendar date for completing the task. The period for execution of the document begins from the day of its registration in the office of the Organization and is calculated in calendar days. Documents are subject to execution within the following typical deadlines:

– from a specific date of execution – within the specified period, if the document was received by the Organization no later than three days before the expiration of the specified period;

– without indicating a specific execution date and special notes – within 30 days;

– without specifying a specific date, marked “Urgent” or “Immediately” – within three days;

– without specifying a specific date, marked “Promptly” – within 10 days.

3. Process description

3.1. Submitting a document for control.

3.1.1. All registered documents requiring execution are subject to control.

3.1.2. The basis for placing a document under control is the resolution of the General Director of the Organization or his deputy.

The resolution states:

– executor of the document;

– deadline for completing the task;

– if necessary – the content of the task.

3.1.3. Having received the document with the resolution, the secretary of the general director or the secretary of the deputy general director (hereinafter referred to as the Secretaries) prepare a scanned copy of the document with the resolution. The scanned document is placed in the “Under Control” folder.

3.1.4. A copy of the document file is attached to the email message sent to the contractor.

3.1.5. In the email message parameters, you set the deadline for completing the task and enable the option to notify the task author about its receipt.

3.1.6. After receiving an electronic message with a task, the executor sends a notification of its receipt to the author of the task.

3.1.7. If the contractor receives a task, the content of which is beyond his competence, he is obliged to notify the author of the task about this within one working day from the receipt of the task. The author of the task, having received such a notification, submits a document to the manager for a second resolution.

3.2. Completing the task.

3.2.1. The contractor fulfills the task assigned to him within the time period established in the resolution.

3.2.2. If the last day of task execution falls on a non-working day, the document must be executed on the next working day.

3.2.3. If it is not possible to complete the task within the time period established in the resolution, the contractor is obliged to report this to the manager before the deadline expires and explain the reason for the delay. If the reason is valid, the manager can extend the deadline for completing the task.

3.2.4. If the deadline for completing a task was extended by the manager, the author of the task changes the deadline for its completion in the electronic document card.

3.3. Report on the completion of the task.

3.3.1. Having completed the task, the executor generates a completion report, which is sent to the author of the task in the form of an electronic message. The assignment report must be informative and contain a specific description of the actions and measures taken. If a document was required to complete a task, its registration data is indicated in the task completion report.

3.3.2. Having received a report on the completion of a task, the task author sets the status “Completed” in the electronic document card. The document is removed from the “Under Control” folder and placed in the file.

3.3.3. If the author of the task has not received a report on the completion of the task within the time period specified in the resolution, he sends an email request to the executor with a request to indicate the reason for the failure to complete the task. The author of the task reports to the manager about failure to complete the task, attaching explanations from the performer. If the reason is valid, the manager can extend the deadline for completing the task.

3.3.4. If the deadline for completing a task was extended by the manager, the author of the task changes the due date in the electronic document card.

3.4. Generating a report on task completion.

3.4.1. Secretaries generate a monthly report on the completion of tasks based on documents, which they present to the manager.

The report states:

– the total number of tasks assigned during the reporting period;

– number of completed tasks;

– number of tasks with extended deadlines;

– the number of tasks not completed on time.

If there are tasks not completed on time, the names of the performers of these tasks are also indicated.

4. Responsibility

Employees of the Organization, regardless of their positions, bear disciplinary liability for improper execution or failure to comply with the requirements of these Regulations.

5. Control

Control over the implementation of the Regulations is carried out by the administrative director of the Organization.

Organizational and administrative documentation. Documentation requirements. Methodological recommendations for the implementation of GOST R 6.30-2003 (approved by Rosarkhiv).

Office work 2020: new requirements for paperwork

Taking into account the described definitions, let’s consider the rules for drawing up official papers.

For those who learned about the existence of a standard in the field of office work from this article, a detailed analysis of the sections of GOST will be useful. For experienced clerks, we suggest that you familiarize yourself with the changes that came into force on July 1, 2018, along with GOST R 7.0.97-2016.

Immediately noteworthy is the new important section “General requirements for the creation of documents”, which systematizes and describes the rules relating to all types of details, including text:

• page numbers;
• preferred typefaces and font sizes;
• paragraph indentation;
• the amount of line spacing, intervals between letters and words;
• text alignment;
• maximum line length for angular and longitudinal arrangement;
• rules for highlighting bold text;
• title page design.

All changes are aimed at improving the requirements. The list of details has been expanded to include:

• access restriction stamp;
• electronic signature mark;
• name of the structural unit - the author of the document;
• job title of the person who authored the document.

Some details are combined into one, for example, the “reference information about the organization” detail may include not only the postal address and telephone number, but also OKPO, OGRN, INN/KPP.

The “Registration of details” section has been supplemented with rules for the use of introductory addresses and final etiquette phrases, electronic signatures, as well as the signature of the person acting as manager.

Sample of order execution according to GOST (2020)

In the “Forms” section, another form size has been added - A6, the size of the left margin has been determined for documents with long storage periods (more than 10 years), and rules have been established for the use of forms in two languages.

The appendices are supplemented with samples of a title page, a form of a structural unit, and a longitudinal form of a letter from an organization in two languages.

Taking into account the described additions and changes, we consider it advisable to prepare or revise the existing instructions for the organization’s office management.

Standard instructions for office work (2020)

Instructions for office work (2020) in government agencies

Main innovations

The new standard establishes a number of new requirements for document flow, different from those given in the old one. The most important ones include:

1. Rules for the creation and execution of documentation. It covers issues such as fonts and typefaces, paragraph indents and spacing, margins and formatting.
2. Instructions for certification of copies of documents. The mandatory inscription has expanded.
3. System for registration of details. The usual ones have changed, new ones have appeared and some old ones have been eliminated.

Standard 2020 differs in the numbering of details. Let's look at all the innovations in more detail.

EDI - as a management tool

EDI is speed, transparency, and clarity of the movement of documents in the company. Let us tell you in a little more detail what electronic document management provides to various participants in the management vertical of the organization.

1. Top management
   receives increased controllability of the company by increasing the transparency of ongoing business processes and simplifying control over them.
2. Managers of individual departments
   understand more clearly the boundaries of their own responsibility and the results of the activities of their departments.
3. Ordinary employees
   receive clearer and more understandable tasks - as a result, increased labor productivity.

Document types

Three types of papers are involved in the document flow of an enterprise:

• Inbox . These are letters and requests received by the organization from third parties. Their receipt entails the preparation of appropriate outgoing notifications. The deadline for execution of these papers is determined by law or by the time period specified in the text of the letter itself.
• Outbox . They are compiled for the following purposes:
• as a response to a previously received incoming letter;

in the form of a request for subsequent response.

They are prepared on the basis of internal documents.

Each of them must contain certain attributes. There are both general and special details. It is their presence that makes the compiled paper official.

Common attributes include:

• Registration number . Each document passed through the office receives a unique number. Its structure may differ for outgoing and incoming papers. Organizations install it themselves.
• Code according to the nomenclature of cases . This requisite relates the paper to a certain type of issue that the company resolves during its work.
• Source . This attribute indicates where the official document was obtained from. Outgoing messages contain the name of the structural unit. For incoming users, the name of the third party organization that sent the request.
• Performer . This detail indicates the position and surname of the employee who is entrusted with executing the document. In outgoing and internal it is the originator.

Some attributes are set depending on what type of documents they are.

Incoming papers, in addition to general details, also have special ones:

• The deadline for execution is determined either based on the text or in accordance with legislative norms.
• Controlling person - he is appointed by the manager or deputy, after completion of document processing, this fact is brought to the attention of the specified employee.

Internal ones can have the following attributes:

• list of performers, that is, compilers;
• period of execution;
• a list of departments that should familiarize themselves with the paper.

Outboxes also have some additional details:

• mailing list, that is, a list of persons to whom a request or notification needs to be sent;
• response time, most often this attribute is not specified;
• basis, this detail is mandatory, its registration number is indicated in the document.

Enterprises can add additional attributes to documents if they consider this necessary to ensure management accounting.

What is document flow

The office work in the institution is carried out by the secretary or the office work service.

It exists in the following forms:

• general - in terms of the activities of the enterprise as a whole;
• personnel - in terms of personnel movements, carried out by the personnel service;
• secret - regarding documents of a confidential nature according to special established requirements;
• electronic - in terms of transmitting information via automated systems.

Office work and document flow 2021 (a tutorial on paperwork can be found in open sources) assumes that the circulation of papers in an organization begins with their nomenclature, that is, a list of all existing cases (papers of the same type or direction). To form it, you need to establish a list of all available securities and combine them in identical areas. Next, for each type you need to set a number, that is, a code that includes a series of numbers or letters. The nomenclature is designed to facilitate the process of archiving and systematizing papers. As a rule, it is provided in the form of a table with columns reflecting the name of the case, code (number), place in the archive, and storage period.

In an organization, the number of cases and types of papers in circulation depends on the areas and specifics of the activity, but there are rules and types common to different industries:

• internal (those that are operated within the institution);
• incoming (sent from external structures);
• outgoing (sent to external structures).

As a general rule, they are recorded in registration logs (each type has its own) indicating the serial number, date, name, and information about the sender.

The magazine needs to be sewn and numbered.

In general, the number of journals in an organization is related to its needs and areas of activity.

Stages and principles of document flow

EDF is an automated document movement system. Document flows are divided into two types: internal and external. The subject of our article today is internal electronic document management, that is, the flow of internal documents within the company. This type of document is not intended to be sent outside the company.

Principles of document flow:

• Clarity of the movement algorithm. Indicates that papers and electronic files should move in a clearly defined direction without any obstacles. To do this, the enterprise needs to develop a specific traffic pattern.
• Compliance with movement deadlines. Without setting deadlines for document processing, it will not be possible to ensure uninterrupted work, so there must be regulations that regulate document flow.
• Subsequence. The same process cannot be performed by multiple participants.
• Safety. Electronic document management is designed to ensure the reliability, safety of data, as well as its protection from leakage or loss. A document in EDF is accessible only to a designated circle of persons, it is transmitted through closed communication channels, and is protected from forgery, loss, etc.

Stages of processing an organization’s internal document flow:

• document preparation: drafting and verification,
• document approval,
• signing the document,
• registration,
• execution of tasks (if necessary),
• archiving or destruction of documentation.

Forms of document flow organization:

• centralized - documentation is concentrated in a department-group of departments, this could be a secretariat or an office. These departments take on basic responsibilities, such as registration, processing, storage of documentation,
• decentralized - documentation is concentrated in several structural divisions. This form is usually used when a company has several divisions geographically remote from each other,
• mixed - combines the characteristics of centralized and decentralized forms.

Examples of documents related to internal document flow:

• orders on main activities and personnel,
• office notes,
• reports,
• audit acts,
• safety training log,
• leave application,
• order to change the staffing table,
• order to change the employee's salary.

Requirements for ED

As part of EDI, any legally significant documents are transferred digitally. The main thing is to comply with legal requirements for electronic document management, namely:

• registration;
• transfer;
• storage.

Failure to comply will result in losses, fines and penalties. The concept of a document as a material carrier is defined in Federal Law 77 of December 29, 1994. Electronic introduced by Federal Law 149 of July 27, 2006. In fact, the EDMS uses the following documents:

• material, translated into electronic images;
• originally created digitally.

This difference determines the method of assurance:

• Any digital signature is suitable for material “images”;
• electronic - you need a reinforced one.

IMPORTANT!

Digital and paper documents are legally equivalent, unless otherwise provided by law or agreement. Exceptions are those that are subject to increased requirements for data security and storage conditions. Today, when using EDI, there is no uniform approach and clear legislative answers to the following questions:

• who can use electronic document management;
• what are the requirements for its organization and what is needed to begin to apply it in relations with third parties;
• what is meant by ED and electronic signatures;
• Is it necessary to print documents for electronic document management and which ones exactly?
• which can be signed electronically.

Organizations in practice are guided by:

• when signing and exchanging digital documents - Federal Law 149 of July 27, 2006;
• when interacting with executive authorities and state extra-budgetary funds - PP 1494 of December 25, 2014.

Document flow, depending on its type, is regulated:

• internal - local regulations (employment contracts with remote workers, electronic work books, other documents, except for cases where they require a mandatory paper form);
• external with counterparties - the parties themselves determine the list of documents, requirements for them, the procedure for signing and using types of digital signature (civil contracts and documents drawn up as part of their execution);
• external, executed via telecommunication channels with tax authorities and authorities.

In the latter case, regulatory legal acts of departments apply, for example:

• orders of the Federal Tax Service of Russia No. 7-10/, No. 7-10/ in relation to No. ММВ-7-15/;
• order of the Judicial Department at the Supreme Court of the Russian Federation dated December 28, 2016 No. 252, etc.

A special case is the conclusion of contracts remotely. The option is provided for by law - clause 2 of Art. 434 and para. 2 p. 1 art. 160 GK. A digitized form is equivalent to a written one if the following conditions are met:

• the transaction is carried out using electronic or other technical means, its contents are reproduced unchanged on a tangible medium;
• Instead of a signature, a reliable method of verifying the signature was used.

The use of a qualified digital signature in the contract does not have to be recorded (clause 1, article 6 of Federal Law No. 63 of 04/05/2011). The hand-signed agreement between the parties stipulates:

• exchange of documents signed with a simple or enhanced unqualified electronic signature;
• method of exchange in paper or electronic form (with mandatory subsequent exchange of signed originals).

IMPORTANT!

At the moment, with the remote form of execution of agreements, the issue of drawing up and exchanging acts closing the transaction has not been fully resolved, while any type of digital signature is used (Federal Law 83).

How to correct errors in e-documents

The general procedure for making corrections is currently valid for both paper and EDI and is regulated by:

• 402-FZ dated December 6, 2011;
• Regulations on documents and document flow in accounting, approved. Ministry of Finance of the USSR 07/29/1983 No. 105.

Changes are made to primary accounting documents (except for cash and banking documents) only with the agreement of the parties to the business transaction and confirmed with signatures indicating the date of the corrections (letter of the Ministry of Finance dated January 25, 2012 No. 07-02-06/9). In practice, there are more options for correcting the electronic primary:

• generation of a new electronic original with parallel cancellation of the incorrect one;
• use of an act of established discrepancy in any form;
• preparation of additional primary documents, for example, in case of excess supply of goods.