As early as the 1960s, organizations in the US and Europe began exchanging electronic data. But electronic document management was used by only a few large companies that could afford it. After all, there were no uniform standards for the electronic exchange of documents. Until in the late 1970s, they started talking about electronic signatures.
An electronic signature is information in electronic form, which is attached to or otherwise associated with other information in electronic form (signed information) and which is used to identify the person signing the information.
Article 2 federal law"On electronic signature"
Simply put, this is the requisite of an electronic document that allows you to check its authenticity (authorship), authenticity and integrity.
A cryptographic algorithm for creating primitive digital signatures was developed in 1977. And seven years later, a single pan-European data exchange standard EANCOM (EDI) was approved.
In the 1990s, in many European countries, special laws on electronic documents were adopted and legally significant document management began to be carried out in electronic form. In Russia, such a law was adopted in 2011.
Electronic document management
More and more companies are automating internal business processes, implementing Information Systems and store data in the cloud. Paper contracts and acts are being replaced by electronic documents. Law of time.
And if with internal optimization most companies cope more or less successfully, then electronic document turnover with counterparties is often frankly lame.
Electronic document management (EDF) is a legally significant document management in in electronic format between legal entities and/or individuals.
A typical situation: an accountant draws up in his accounting system certificate of completion, prints and sends it by courier to the counterparty. A few days later, the accountant of the partner firm receives and scans this document, and then manually makes the entry in his accounting system. In this case, both parties must keep paper versions of the act.
Electronic document management greatly simplifies and speeds up this process.
Advantages of EDI
- No need to pay a salary to a courier or pay for postal services.
- Working with electronic documents is faster and more convenient, and the risk that they will be lost along the way is zero.
- No need to store tons of papers in the office.
- All documents are just a click away, you can access any of them wherever there is an Internet connection.
How to set up an EDI
There are two main ways to exchange electronic documents: directly and through an intermediary.
In the first case, the companies must conclude an agreement between themselves, which will describe in detail the procedure and conditions for the exchange, or each of the counterparties must have a qualified electronic signature. To obtain it, you must contact a certification center accredited by the Ministry of Telecom and Mass Communications of Russia.
However, even with a qualified electronic signature, not all documents can be sent directly, for example, by email. According to the current legislation, invoices can be sent electronically only in the XML format approved by the Federal Tax Service.
Therefore, it is much more convenient to set up electronic document management through an intermediary. MegaFon has developed a web interface for generating, signing and exchanging accounting and other documents between legal entities. With its help, your accountant, manager or secretary will be able to quickly conclude a contract with a new partner, issue an invoice to a supplier or accept an estimate from a contractor.
At the same time, all documents will be systematized and securely stored in the company's personal account.
To use EDI, you need to have a qualified electronic signature.
In the personal account of the Electronic Document Management portal from MegaFon, you can create new documents (without signing and sending) and upload them to your work computer.
There you can also request reporting documents for communication: invoices, invoices and acts. Documents obtained in this way are legally significant and do not require printing or duplication on paper.
Even a service agreement mobile communications with "MegaFon" can be concluded remotely. Corporate clients who have an electronic signature do not have to spend time visiting the company's office. Everything can be done through your personal account. Fast, and most importantly, absolutely free.
Another plus of MegaFon's electronic document management is that it easily integrates with 1C. If you work with this accounting system, you will be able to upload documents to the portal directly from 1C.
To start using the "Electronic Document Management" service, you need:
- Register on the relevant portal.
- Connect a valid electronic signature to the system.
- Fill out an application for accession to the Regulations of the electronic document management system.
For the first 14 days you will be able to use the basic Promo package. It provides for the free sending of up to two thousand formalized and up to a thousand informal documents. Two weeks is enough time to feel all the advantages of electronic document management. After that you can choose tariff plan based on your business goals.
The Electronic Document Management service saves money and time on processing transactions and exchanging documents. The benefits of the service will be fully appreciated by agents, distributors, franchisees, organizations with a branch structure, as well as companies planning to increase the efficiency of document exchange both within the organization and when working with partners. The faster the business processes, the greater the profit. Agree, it is silly to pass by such a decision.
MegaFon PJSC has introduced a new service for corporate clients, Electronic Document Management (EDF). Now the service is available for corporate clients in Stolichny and Central branches of the operator.
The service makes it possible to organize a legally significant document flow with an electronic signature. With the help of "Electronic Document Management", companies can generate electronic acts, waybills and invoices, sign documents created in the system or uploaded by employees with an electronic signature, and exchange them with other companies using the service. In addition, the system will provide access to reporting documents for communication services. to corporative clients MegaFon.
Previously, electronic signatures and document management were available only large companies due to cost and technical requirements. Today the system can be used by anyone entity. This was made possible by moving the system to the cloud.
As the director of development comments corporate business MegaFon Vlad Wolfson:
The electronic signature entered the life of enterprises in 2002, when it became possible to hand over tax reporting through the Internet, and today has become an important tool, thanks to which office work has been significantly accelerated. We proposed new level speed and mobility, and we are sure that our customers will appreciate this service. With the help of the Electronic Document Management service, perhaps the most conservative process goes to the cloud after many corporate resources work activities companies - document flow.
Which of the EDI operators provided the service for Megafon, we will find out in the near future. Preliminarily, we can assume that these are several operators at once. informed about the beginning of connecting Megafon customers back in December 2014. Takskom also announced this, but for some reason information about this project disappeared on his website. And SKB Kontur also did not stand aside.
MegaFon PJSC conducts the exchange of electronic documents through the following operators:
- Taxcom LLC
- ZAO PF SKB Kontur
- ZAO Kaluga Astral
- KORUS Consulting CIS LLC
- LLC "Company" Tenzor "
At the same time, the client is invited to pay for EDI services directly in the Personal Account by transferring money directly to Megafon's current account. If our assumptions are confirmed and there is really only one operator, then soon the issues of inter-operator roaming will begin to be actively discussed again and will become even more important.
Similar projects are being actively pursued by others. We hope that in the near future there will be information about the success of other projects.
One of the world's automakers calculated that printing and delivery by courier to the dealership of one package of documents costs about 580 rubles. The central office of the mobile operator from the big four conducted research and it turned out that they use about 420 reams of paper per month. At the same time, even the most ordinary Internet startup spends about 11 packs per month. It is not difficult to calculate that the cost of document management for any company is a significant amount that any manager would be happy to reduce.
At the same time, in the studies, no one took into account the time that employees spend searching for the documents necessary for work. This problem is relevant even if only one person is involved in the workflow. With the collective use of documents, it is aggravated at times and, finally, becomes practically unsolvable if the organization is geographically distributed. Meanwhile, AIIM (Association for Information & Image Management) estimates that a business that produces an average of 100 file folders a week spends $18,700 a year to recover lost documents. Also, according to AIIM statistics, the average performer spends 2.5 hours a week searching for the necessary documents, while clerks spend 20-30% of their working time on this.
Do not forget that the Russian government every year introduces more and more improvements to its work, legislatively fixing the norms for the transmission of reports in electronic form using an electronic digital signature. For example, by order of the Federal Tax Service of the Russian Federation of October 14, 2015 N MMV-7-11 / [email protected] new mandatory form reporting for organizations and individual entrepreneurs - 6-NDFL. Moreover, only those organizations and individual entrepreneurs who have paid income to no more than 25 employees. The rest is exclusively in electronic form. This means that electronic digital signatures (EDS) are now available in almost all major organizations. We did a survey in our previous article (What is a signature. From a drop of blood to an EDS) and more than half of our readers have already worked with digital signature.
Against this background, delivery services are becoming extremely relevant. electronic reporting and electronic document management systems (EDMS). The growth of IT technologies and widespread computerization made it possible to think about the transition to fundamentally new management methods. In some countries, the implementation of the EDMS has become a national task. Thus, in the Estonian government, the e-government program was launched already in 2002, when access to the Internet in general in Estonia did not exceed 30% of the population. To date, 98% of Estonian citizens use EDI when communicating with government agencies. You can even vote in parliamentary and presidential elections using a digital electronic signature. You can also get "electronic residence" and, for example, if you are a co-founder of a Russian-Estonian company, you can remotely obtain an EDS and legally sign all documents. This is not only a convenience and time saving for the people, but also a significant cost saving for the government. According to average calculations, the savings from implementation of EDMS in a more or less large organization can reach 95-97%. For example, sending an EDI document costs only a few rubles.
Despite Russia's significant lag behind Western companies in this matter, the annual growth rate Russian market SED according to analysts account for at least 30%. The adoption of the law on electronic digital signature created legal basis for the widespread distribution of electronic document management. According to Forrester Research, 38% of Fortune 500 companies consider purchasing an EDS to be critical to business success.
EDMS systems have existed in Russia for a long time, but these are mainly large-scale operators, such as CJSC PF SKB Kontur, which support the work of federal structures and large enterprises and with which it is difficult to work with small and medium-sized businesses. Taking into account modern realities, MegaFon has developed its own Electronic Document Management (EDF) service for the formation, signing and exchange of accounting and other documents within the company and between legal entities. With the help of EDI, you can simplify the work of document management in the enterprise and increase the efficiency of departments.
The Electronic Document Management (EDF) service of PJSC MegaFon was launched in 2015 for corporate clients in the operator's Capital and Central branches, and any client of the company could use it later. Today since cloud service any legal entity can operate, which is what more than 500 organizations have used. Previously, due to the cost and technical requirements, electronic signatures and legally significant document flow were available only to large companies. With the help of EDI, you can generate electronic acts, waybills and invoices in accordance with the requirements and recommendations of the Federal Tax Service, as well as sign them with an EDS and exchange them with other user companies.
Russia has standards for all the necessary operations for using EDI: encryption, hashing, electronic signature.
1. Electronic signature and hashing are used to ensure the legal significance of electronic documents through the use of an electronic signature (ES):
- GOST R 34.10-2012: Processes for generating and verifying an electronic digital signature
- GOST R 34.11-2012: Hash function
The cryptographic strength of the encryption algorithm is based on the problem of discrete logarithm in a group of points on an elliptic curve. On the this moment there is no method for solving this problem even with subexponential complexity. It is important for us that the state recognizes it as crypto-resistant enough.
2. Encryption. Ensuring confidentiality and integrity control of information by means of its encryption:
- GOST 28147-89: Cryptographic transformation algorithm
This is a block cipher with a simple Feistel structure, with a block size of 64 bits, a 256-bit key and 32 rounds, developed back in the Soviet Union. The algorithm has been extensively researched by leading experts in the field of cryptography, and all researchers have said that everything looks like it can be or should be secure. There are a number of comments on its performance, Nicolas Courtois even reported successful attacks on this algorithm, but CryptoPro experts rehabilitated it in the eyes of the public.
3. Protection of data transmission channels on the Internet. For this task, TLS is used - a transport layer security protocol, in which the GOST 28147-89 encryption algorithms described above can be used, and hashing in accordance with GOST 34.11-2012. This combination allows it to be certified by the FSB and FSTEK, which was done by CryptoPro, Cryptocom, and VipNet in their CIPF.
We are actively developing Electronic Document Management only in the WEB interface, because the Web is protected by security certificates and file exchange through these protocols is (relatively) safe. The requirements for electronic document management operators are very high and each company is required to have an appropriate license Federal Service security, which gives the right to develop information systems and provide data encryption services. A separate license is issued for the provision of communication and data transmission services. Our base operator– Kaluga Astral, it is used to provide legally significant EDI. All data is stored within the MegaFon network (not on the Internet), and encryption is used throughout the site, which guarantees the security of your personal data. Our security technologies meet all requirements, all data is backed up and we guarantee uninterrupted operation of the service 24/7. The maximum unavailability of the service in case of very serious accidents does not exceed 15 minutes.
EDS
To use EDI, you need to have a qualified electronic signature and set up your computer to work with it. An electronic signature is a legal analogue of a handwritten signature, is regulated by the N63-FZ law and is intended to identify the person who signed the electronic document. You can get an EDS certificate in Russia at any of the Certification Centers. They are in every city. The current list of CAs can be found on the website of the Ministry of Telecom and Mass Communications of Russia.
After receiving the EDS, you need to purchase and install software, which implements the information security algorithms described above. We recommend "Crypto-Pro". These are means of cryptographic protection, with the help of which documents are signed on computers.
CryptoPro is a leader in the distribution of cryptographic information protection and electronic signatures in Russia. The main products of the company are cryptographic information protection tools (CIPF) CryptoPro CSP and the certification center CryptoPro CA. Due to the support of most mobile platforms and ES carriers, CIPF is embedded in most mobile solutions based on iOS, Android, and Windows8 that use cryptography.
You can find license prices on the official website. Installing and configuring CryptoPro, as well as registering your EDS in it is not difficult. A lot of instructions have already been written about this. By the way, MegaFon continues to modify its SIM cards by equipping them with an electronic digital signature, which will allow you to quickly sign documents of any kind.
Our interface accepts any qualified certificates, regardless of which certification authority they are issued by.
Problems of using EDS
EDS fraud is mainly associated with the theft or physical use of the certificate by others. This most often occurs due to incorrect storage of the token with the certificate and the password from it. Also, attackers often use the introduction of viruses on the PC of EDI users, for example, they replace the text of the document on the screen that the user wants to sign.
However, all these factors depend on the security of the interface in which the user works, and on whether the user himself observes elementary security measures when working with the EDS.
Working with EDI
Registration
To register in the EDO (doc.megafon.ru), you need to fill out a form and receive confirmation to the address you specified Email. This takes five minutes.
You can take advantage of the trial period and try the service for 14 days.
After installing the EDS, you need to register it. To do this, go to "Documents" and click "Receive and Send" or "Settings" and "Service Management".
Choose your electronic signature:
And fill in the details of your company:
Adding users and assigning roles
After registering the EDS certificate, bring all employees of the organization into the service through the “My Company” menu, and you can also add already known counterparties who work in electronic document management there.
There are three user roles in EDF: Administrator, Operator and Signer. You can make it so that some employees can only create Required documents, and entrust them to sign and send to counterparties only to authorized persons. For example, the chief accountant or commercial director.
The Administrator fills in and edits the Company's details on the Portal, distributes roles and forms invitations between employees and contractors, manages electronic signature certificates in the company, as well as tariffs and a set of services.
The operator generates and signs notices and notifications of receipt of documents.
The signer signs the documents for sending or rejects them. The signer can also delete erroneously signed documents.
An administrator can invite a user.
Or find it among those already added to the EDI system.
Creating Documents
Consider the process of creating an exchange of documents, for the sake of which, in fact, you get yourself an EDI system. There are two options for sending documents to a counterparty: either upload them or create them yourself in the interface. The system itself will tell you if you do something wrong.
Let's try to create an invoice, waybill or act in the interface. From the "Download" menu, you can also attach an agreement and any other accompanying document to send it to a counterparty.
If your counterparty is not yet in the system, then you can add it from the corresponding menu.
After preparing the document, it looks like this. If everything is correct, then you can send it through the EDI operator. To start the process of signing a company, you need to activate the service of an EDF special operator.
In addition, you can view and print a paper version of the document, as well as see its entire history. A useful option for the leader.
If you work with the 1C system in an organization, then you can use a special module for automating the process of processing formalized documents (TORG-12, acts of work performed and invoices) received or issued electronically.
Contacts
The Contacts menu collects all your counterparties, employees and just contacts of people who work in the EDI system and with whom you exchange documents.
Outcome:
We have tried to make the MegaFon PJSC Electronic Document Management system as simple and understandable for users as possible. You will only need to carry out the initial setup and start working with it. Of course, all your counterparties must also connect to the EDI.
The advantages of using EDO include:
- refusal of paper carriers and the associated savings in time and money on expendable materials and maintenance of office equipment;
- a secure way of exchanging and storing information, as well as organizing multi-level access for any of the company's employees;
- a quick way to find the right data, which is especially important for organizations working with large volumes of documentation.
What hinders the development of electronic document management in the organization:
- established opinion about the greater reliability of a paper document
- retroactive closure of documents
- the need to train staff in electronic work.
- unavailability of other counterparties
EDI operators are trying to push companies by offering a convenient tool for finding counterparties who are already ready to exchange documents electronically. MegaFon is not far behind and we continue to work on improving the service and simplifying the interface. Today, the process of sending a document is quite simple, but we do not stop there and continue our research, trying to make our product as simple and convenient as possible.
MegaFon presents a unique service for corporate clients "Electronic Document Management". The service makes it possible to organize a legally significant document flow with an electronic signature.
An electronic signature today is a document management tool recognized by all government services, including the tax service of the Russian Federation. To work in the "Electronic Document Management" system, corporate clients of the operator can use the available qualified electronic signature from any accredited certification center.
With the help of "Electronic Document Management", companies can generate electronic acts, waybills and invoices, sign documents created in the system or uploaded by employees with an electronic signature, and exchange them with other companies using the service. In addition, the system will provide instant access to reporting documents for communication services to MegaFon's corporate clients.
The Electronic Document Management service will help optimize the work of an enterprise of any size. If earlier electronic signatures and document flow were available only to large companies due to cost and technical requirements, today any legal entity can use the system. This became possible due to the transfer of the system to the cloud, which made it possible to make tariffs as low and flexible as possible, and opened access to the system from any computer connected to the network. This allows you to speed up work processes, because the manager can sign documents at any time from anywhere in the world.
In order to store files and, if necessary, quickly send them from the file storage (“cloud”), a very friendly interface has been developed with simple navigation and extremely easy setup. At the same time, no one can use the downloadable content, all rights to which remain with the user. Thus, the client receives easy access and reliable protection.
Before making a decision, each client who has an electronic signature can access the system and use the free sending of documents within 14 days. This will allow not only to get acquainted with all the possibilities of the system, but also to assess the required intensity of its use, which will help in choosing the appropriate tariff.
“The electronic signature entered the life of enterprises in 2002, when it became possible to submit tax reports via the Internet, and today it has become an important tool, thanks to which office work has significantly accelerated. We have offered a new level of speed and mobility, and we are confident that our customers will appreciate this service,” comments Mikhail Sinyugin, Head of Corporate Business Development at MegaFon in the Orenburg Region. “With the help of the Electronic Document Management service, perhaps the most conservative process of the company’s work activity, the document management, goes to the cloud after many corporate resources.”
February 27, 2018 12:21 pmMegaFon recently announced the first cross-border document exchange operation. Today we bring you an exclusive interview for ECM-Journal with Mikhail Berstenev, Procurement and Logistics Director. The experts had many questions of a technical, regulatory, organizational and general market nature.
With the counterparty of which country was the EDI organized? What documents were exchanged: formalized or non-formalized?
– MegaFon became the first company in Russia to implement an international electronic document management project with a non-resident, Huawei. This is our supplier from China, this country is not a member of the EAEU. We exchange non-formalized documents: certificates of acceptance and transfer of licenses and equipment, orders - according to the legislation, there can be no formalized documents with non-residents. We decided on the format at the stage of negotiating contracts. In the future, we plan to sign contracts, additional agreements, notifications using EDI, as well as conduct official correspondence with this counterparty.
Was it a test exchange or already a full-fledged operation of a ready-made solution?
– We can say that this is the first case of cross-border exchange, but not the only one. We started signing orders for licenses from August 2017, and acts from December, as we were waiting for the operator to finalize the system. The first set was signed in December primary documents on delivery technological equipment, and in January of this year - the first order for the supply of equipment. That is, this is no longer a test environment, but a full-fledged exchange. But there was no ready-made solution initially, it was developed specifically for this case.
We have long understood the need for the implementation of such a project and have been actively working in this direction. Huawei was the first partner with which we managed to create a market precedent. Of course, we do not plan to stop there. We have big plans for scaling the solution, we want to transfer interaction with all non-resident suppliers to an electronic format. In terms of timing, we focus on the first quarter of 2018. In general, the situation will depend on the needs of the business, we are always open to new projects. I am sure that this will optimize business processes and make interaction even more efficient.
On the basis of what software was the exchange organized?
– The EDF operator was the SKB Kontur company, the exchange is carried out using the Kontur Diadoc platform developed by them. On the MegaFon side, the platform is integrated into the SAP ERP system, on the Huawei side, through access via a web interface. In the near future, colleagues are planning to integrate the module into their SAP system.
From the point of view of legislation, the organization of cross-border exchange is always very difficult. What rules of law did you follow when organizing such an exchange?
– The main law in this case is the law of the Russian Federation. As part of the project, we entered into a license agreement with the EDI operator, and the other party, Huawei, concluded the same agreement with the operator. Since the whole process was regulated by the law of the Russian Federation, there were no difficulties from the point of view of legislation.
How long did it take for all the preparations?
– It is difficult to name the exact date, we have been thinking about organizing a cross-border EDI for a long time. In general, the full implementation of the project took about 6 months, including waiting for a response from government agencies and refinement of the system by the operator.
How was the signing of the EP organized during the cross-border EDF?
– With cross-border EDI, as well as with domestic Russian, documents are signed from both sides. If we talk about the technical side, then briefly the signing process is as follows - the document is first approved in our SAP system and signed by our ES, then it is transferred via the integration bus through the operator to the counterparty's personal web account, checked by him and signed by his ES. As a result, both we and the counterparty see a document signed on both sides in the system.
Thanks to the improvements that the operator made to its platform specifically for the project, MegaFon signs documents using a qualified ES, and Huawei signs an unqualified ES. As I said earlier, the whole process is governed by the law of the Russian Federation.
Both parties use Russian ES verification key certificates. For our part, we received the ES on our own through our own certification center, a non-resident - through an EDF operator.
Is a third trusted party involved in the signing process, or is the mechanism of work built differently?
– In this case, the third party is the EDF operator. It is he who checks that no changes are made to the forwarded document and controls the validity of the used ES.
On the legal side, there were no risks for the recognition of ES, since we signed supplementary agreement with the counterparty on the use of ES, where the whole process is discussed. The document clearly states that, on our part, the CEP is issued by a certification center, and on their part, by an EDF operator. The legislation also stipulates the requirement for a "paper" confirmation, that is, a printed version of the certificate, which must be attached to the package of documents in the process of obtaining the NEP. The procedure is extremely transparent, all signatures are legitimate.
How do you now assess the prospects for the development of the cross-border EDI market in general and your opportunities in particular?
– Electronic document management among Russian counterparties is no longer something new, more and more companies are switching to this format of interaction. Meanwhile, while Russian companies there are any contractual relations with non-residents, there will be a need to improve the process of cross-border exchange.
The desire to switch to electronic document management is quite logical, because EDI has a number of advantages over the traditional document exchange system. Among the main advantages of switching to an electronic signature are the exclusion of costs for the formation, archival storage and international express delivery of paper documents, the simplification of the approval process, the ability to sign documents from anywhere with an Internet connection, and the elimination of the risk of losing documents. In my opinion, the direction has a great future.
What, in your opinion, do EDF operators expect from the government? Is it possible in the future to monopolize the EDI market by the state?
– Analyzing the situation on the market, I can say with confidence that now the state is actively meeting us halfway and helping progress in the field of e-document flow. But I would like the regulators of the industry - customs, tax - to also switch to EDI, support the exchange of documents through personal accounts on sites that worked in the same environment. As for monopolization, I do not rule out that someday all independent EDI operators can be united "under the wing" of a single roaming center.