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USING EDS FOR INTERNAL DOCUMENT MANAGEMENT

Digital signature is widely used in various types of systems and document management in organizations and enterprises, between legal persons and agencies.

EDS in official memos

Exchange of office memos - one of the most obvious uses for electronic signature. It is this kind of internal document circulated in any enterprise and is associated with problems that arise when the organization. In the traditional document management memo author is forced to personally communicate with multiple interested parties, to collect the necessary signatures, sometimes up to a particular executive.

Therefore memos are more and more often translated into electronic format. The system of electronic document initiator can generate a document, sign it with a digital signature and send to an executive. He in turn, sends the document further, or creates a new document and signs associated with official note. This is convenient, besides, the initiator may at any time track the state of his document.

It may seem as if the electronic digital signature in this system - is an excess element, and all you can adjust with access rights. However, in the electronic document management system (EDMS) administrator is always present with full access to all documents. There is a possibility that the document can be changed without the knowledge of concerned parties, and track such changes are almost impossible. Application of EDS will help to avoid such risks.

Coordination of the contract by digital signature

In the traditional document management coordination of the contract executed by signing the sheet reconciliation and its application to the document. If you need to go through a number of instances, the process of signing the document is long and complicated. It's worth noting that this increases the number of possible errors.

With EDMS, using EDS, coordination of the contract occurs in a strict sequence, with timing control. Digital signature in this process allows to vise, approve contract documents, guarantees invariance of the signed document and authorship of signatures.

Application of EDS in geographically remote locations

There are many organizations that have remote offices and branches. Traditionally, workflow within such organizations is constructed as follows:

  1. Document is formed in electronic form;
  2. Printed;
  3. Signed by the head;
  4. Scanned;
  5. ОSent by email;
  6. Re-printed in the remote unit.

 

With electronic document management system, with availability of means of digital signature process is greatly simplified:

  1. Document is formed in electronic form;
  2. Signed by EDS;
  3. Dispatched to execueives (they get a digitally signed document).

Intercorporate document workflow

Today, exchange of legally significant electronic documents, such as invoices, contracts, primary records is introduced.

During the development of inter-enterprise workflow new standards and regulations are being constantly developed. The general trend indicates impending large-scale transition to electronic document at all organizations and agencies. So it makes sense to introduce a means EDMS and electronic signatures now to start confidently use them to work with partners.

Benefits of using digital signatures

Implementing EDMS and using EDS, the company receives the following benefits:

  1. Reduction of the traditional paper document circulation;
  2. Acceleration of the process of exchange of documentation;
  3. The ability to quickly find internal incoming and outgoing documents, view their contents, to determine the legal status by EDS;
  4. Effective management of intercorporate exchange electronic documents legally significant.

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