ELECTRONIC DOCUMENT MANAGEMENT SYSTEMS IN STATE GOVERNMENT BODIES
Authors:   Educational and Scientific Institute of Information Security and Strategic Communications of the National Academy of the Security Service of Ukraine, Blavatska Natalya , Berdar Olha ,   Educational and Scientific Institute of Information Security and Strategic Communications of the National Academy of the Security Service of Ukraine
Published: February 2025

The Russian Federation's unprovoked military aggression against Ukraine is rapidly bringing drastic changes to all spheres of our country's life. This is especially true of state authorities. The effectiveness of the management of state bodies in the conditions of martial law depends to a large extent on solving the tasks of operational creation of electronic documents, control over their execution, on the organization of preservation, as well as search and use. Electronic document management allows you to significantly increase work efficiency and reduce time spent on solving problems related to the activities of state bodies.
The system of electronic document circulation is an organizational and technical system that ensures the process of creation, access management and distribution of electronic documents in computer networks, and also provides control over document flows in the organization.
According to the legislation, the system of electronic document circulation must meet the requirements of normative legal acts in the field of information protection. In particular, this concerns the provisions of the Law of Ukraine "On the Protection of Information in Information and Communication Systems" and the Resolution of the Cabinet of Ministers of Ukraine "On Approval of the Rules for Ensuring the Protection of Information in Information, Electronic Communication and Information and Communication Systems".
To date, Ukraine has introduced electronic document management in state bodies, all regional state administrations are connected to it, and work is underway to implement electronic document management systems for other state bodies of local authorities.
All work processes in the electronic document management system can be customized, which allows you to take into account the peculiarities of the implementation of any functions. The system provides access to advanced analytics and reporting that allow analyzing business processes and making effective management decisions.
Subjects of electronic document circulation must store electronic documents on electronic data carriers in a form that makes it possible to check their integrity on these carriers. The term of storage of electronic documents on electronic data carriers must not be less than the term established by law for the corresponding documents on paper.
The leading state institution engaged in the storage of electronic documents is the Central State Electronic Archive of Ukraine, created in accordance with the order of the Cabinet of Ministers of Ukraine N 279 of May 12, 2007 to solve the tasks of permanent storage of documents of the National Archival Fund of Ukraine, namely electronic documents, electronic information resources and providing access to the information of these documents.
Although the advantages of using electronic document management systems in government bodies are obvious, the implementation of such systems is not progressing as quickly as desired.
The main problems of the successful implementation and use of electronic document management systems in state bodies are the actual lack of sufficiently effective organizational and legal mechanisms for their implementation, the lack of a general methodology for their use, and the specificity of the work of the state apparatus, which stands in the way of the implementation of standard solutions in this field.