Documented information presented in electronic form. Electronic document

The level of computerization today requires a transition to "paperless" office work. It is based on an electronic document, which, unlike the traditional one, is characterized by a number of new properties and features. Until now, a single definition of this phenomenon does not exist either in the legislation or in the scientific world of Russia.

The concept of "electronic document" appeared already in the 1970s. So they began to call "machine-readable documents." Their feature is that they must be created with the help of and be suitable for processing on a computer. At the same time, the mandatory details are drawn up strictly in the order established for all documents.

Electronic document- informational, consisting of two mandatory parts: 1) details (name, data about the author, time, place of creation, etc.) and electronic digital signature; 2) the main content part, including textual, graphical and numerical information processed as a whole.

An electronic document must be signed, which makes it equivalent to a paper document signed with one's own hand. Information is presented in it in digital (electronic) form. Data can be perceived using a computer, transmitted over information and telecommunication networks, processed - in information systems. If necessary, such a document can take the form of a visual display both on the screen and on paper.

Electronic document management is the life cycle of an electronic company) from their receipt, state changes (agreed, brought to the attention, in work, signed, closed, etc.) to being written off to the archive. Such workflow is sometimes referred to as "workflow", which characterizes the movement of documents as a single stream. individual works within a specific business process. All includes the software you need to organize and support life cycle such kind of documents.

An electronic document and workflow based on it have a number of advantages over traditional ones. They enable employees of the organization to control not only their own area of work, but the entire process. It is much more convenient to use an electronic archive than a paper one. You can find a document in a few minutes, the time for its approval and execution is reduced. In general, it is more economical than paper. There are quite a few programs electronic document management("Motive", "E1 Euphrates", "DocsVision", "1C: Document Management", etc.).

Today there is foreign experience regulation of relations in the field of electronic document in legal terms. In Russia, the problem of regulating these relations has not received a legislative solution, although attempts have been made to adopt a relevant law (2005). The adoption of a legislative act on such a document is one of the topical areas of legislative regulation.

Now almost all self-respecting enterprises refuse paper workflow, replacing it with a more modern one. An electronic document is the most relevant form of existence of all modern files containing a huge amount of important information.

Main advantages

Main plus electronic documentation is that it allows you to work quickly and efficiently. Materials in this format are easy to sign, even if all those who should endorse them are far from each other. Due to this, it is possible to save a huge amount of money and effort.

Among other things, the presence of an electronic archive avoids the need to maintain a huge number of documents in the organization. For the storage of accumulating papers, it will be necessary to allocate an appropriate area on the territory of the enterprise, as well as hire a highly qualified archivist who can quickly understand the available materials. To store an electronic archive, only compact removable media or several hard drives are enough.

The Diadoc electronic document management system is the easiest way to exchange legally significant electronic documents and invoices.

What is meant by ED

An electronic document is a material that is fixed on special media (discs, USB flash drives, additional equipment).

It can be a whole set of images, sound files and symbols. Such a file can be transferred in space and time using special means telecommunications. Telecommunication channels can also be used for publication, storage and further processing. The main thing here is to correctly process all existing data.

Also, such a document should be understood as a special form with which you can use data for completely different purposes. We are talking about fixing information on electronic or magnetic material carriers, and then about their further processing and sending to all participants in the data correction process.

All documented materials that have been converted to electronic format are suitable for processing in existing information structures and transmission via TCS. All these files lend themselves to analytical processing, which can be done using information systems.

Electronic document and digital signature

Electronic documents must have legal force - otherwise they cannot be used when working with other structures. You can fix the action of a document using an electronic digital signature, which has the same capabilities as a regular paper one.

An EDS will be relevant if a number of conditions are met during its formation:

the certificate of the key that controls the operation of the signature must be up-to-date at the time of approval of electronic files;
Evidence must be provided that can be used to determine when the file was signed;
the authenticity of the EDS must be confirmed in the same file where it is used;
The signature should be used according to the information given in the attached certificate.

To obtain such a signature, you will need to contact a certification center. In this case, it is necessary to prepare a package of documents in advance. The location of the organization can be clarified at the territorial office of the Pension Fund of Russia, where you can also get SNILS.

In addition to the SNILS indicated in the pension certificate, you will need to provide a copy of your passport and a current e-mail. In addition, you need to prepare a USB drive in advance, on which the employees of the certification center will have to write the keys and certificates necessary for approving electronic documents.

Details of an electronic document are valid only if it is certified digital signature. EDS is of equal importance with a paper counterpart, however, for this, all the necessary conditions. The signature must be legal, registered with the CA.

Electronic documentation

The concept of an electronic document provides that it may not only consist of symbols that are understandable to users. The presence of unstructured information is allowed, which must be decrypted by operating systems. The main thing is that the material must be stored on a special medium.

An important component of the document is also a form with a set of attributes necessary for its description. Thus, the file should contain information about:

the date of its formation;
data author;
the name of the document;
format, which is necessary for the correct reading of the materials.

The more detailed information about an existing document, the easier it will be to work with it in the future. An electronic document and electronic document management are closely interconnected, without the first, the second is impossible. At the same time, the circulation of materials is greatly simplified if the organizations exchanging information use the same telecommunication systems and software.

Electronic documentation may contain materials that can be used to search for files or classify them according to certain criteria. All existing files may have different permissions, they may also not carry any structured elements. In this case, the electronic document directly depends on its owner. Structured content can have special elements that can be used by external add-on applications to obtain data about individual elements of the file.

Paper and electronic documents cannot be compared with each other, because digital documents have a number of advantages. Among them:

the possibility of long-term storage;
convenience in performing additional operations (editing, deleting, archiving, etc.);
the ability to search for data within files using key markers;
ease of material handling automated systems used by organizations practicing electronic circulation.

Now there are several formats of electronic documents, but the most popular is the "odf" format, which is convenient when working on any software.

The concept and structure of an electronic document can vary significantly. The software for processing it has a huge impact on this. Separately, it is necessary to highlight the materials processed using 1C. Such files are significantly different from others, since they are not separated into separate documents. They can only be considered as information unit with unique identifiers and means of modification.

Such documentation can also include materials that are created as a result of the vigorous activity of applied information systems. They are dynamically generated using existing material stores. Thus, they do not carry any information about themselves, they can only be viewed using the system.

As soon as a document is printed or viewed, it ceases to exist in the system as an object. From now on, it functions as a special application. In the event that the file needs to be opened using other software, it will have to be converted.

What electronic documents exist

An electronic document is a file containing certain information that is not always clear to the user. To create archives and funds of these files, you need to know their classification.

According to one option, the materials may differ in the presence or absence of similar printed documents.
Files can also differ in what information they contain. This classification refers to:

text,
pictorial,
sound,
multimedia publications,
software products.

The latter should be considered as alienated works or publications of separate fragments of texts of programs and codes.

The largest classification should be considered the types of electronic documents for their intended purpose. Most often there are official publications that are published government agencies, they usually contain regulations.
Production publications are used in enterprises. They carry information about the organization of existing production. Some materials have been specially created to inform employees of certain production areas about the presence of norms and requirements when staying on the territory of enterprises.
Educational and reference publications are produced that are easy to use. To find necessary information in such a file can be done in a few seconds, this saves a huge amount of time and effort. Such documents can be used not only by students, but also by teachers.
Political parties often use electronic editions as promotional material. They contain works of public interest, which are intended for a wide audience of readers. In such materials, one can most often find analytical information used by political scientists and sociologists around the world.
Another classification of documents distinguishes them by the method of distribution. There are local editions that can be used within a single enterprise, they are also issued in paper versions and in a limited number of identical copies.
Online publications are intended for wide use, their number is not limited. Additional paper copies in this case are not mandatory, from this the value of the electronic document increases several times. Such documents can be easily sent to the archives.

Electronic file documents are a requirement of modern society

Now you know what an electronic document is, what types of it exist, and how they can be used in Everyday life. In this case, the information may be in files in an encrypted format. To work with them, you will need to use existing passwords that can be changed at any time.

Any user of telecommunications channels has the right to create own documents. The only thing he needs for this is the presence of a special software. The period of storage of such files is not limited. You can perform any operations with them at any time.

Electronic document

Electronic document -

The legal significance of an electronic document is given by an electronic digital signature, which in the territory Russian Federation is equivalent to a handwritten signature in a paper document, subject to the following conditions:

the signature key certificate related to this electronic digital signature has not expired (is valid) at the time of verification or at the time of signing the electronic document;
if there is evidence that determines the moment of signing;
the authenticity of the electronic digital signature in the electronic document is confirmed;
The electronic digital signature is used in accordance with the information specified in the signature key certificate.

Notes

Wikimedia Foundation. 2010 .

See what "Electronic document" is in other dictionaries:

electronic document- ED A form of document presentation in the form of a set of interconnected implementations in electronic environment and their respective interconnected implementations in the digital environment. [GOST R 52292 2004] electronic document A document in which information ... ... Technical Translator's Handbook

Electronic document- a document on a digital medium, consisting of three elements: information content; form of content provision; carrier of information. In many areas of activity, the use of electronic documents has become widespread, and ... ... Big Law Dictionary

ELECTRONIC DOCUMENT- a document on a machine-readable medium, the use of which requires funds computer science, a document in which information is presented in electronic digital form ... Legal Encyclopedia

Electronic document- (electronic document) - a document in which information is presented in electronic digital form and which, as a legally full-fledged analogue of a paper document, is created, transmitted and stored using software and technical means,… … Economic and Mathematical Dictionary

electronic document- 3.1 electronic document: A document on a machine-readable medium, the use of which requires computer facilities. A source … Dictionary-reference book of terms of normative and technical documentation

ELECTRONIC DOCUMENT- in accordance with Art. 1 of the Law of January 10, 2000 On Electronic Document (hereinafter referred to as the Law), an electronic document means information recorded on a machine medium and meeting the requirements established by the Law. According to Art. 2… … Law Dictionary modern civil law

Electronic document- 11.1) electronic document documented information presented in electronic form, that is, in a form suitable for human perception using electronic computers, as well as for transmission via information ... ... Official terminology

A set of data recorded on a tangible medium and / or transmitted via electronic communication channels with details that allow identifying this information and its author. An electronic document can be created on the basis of a document on ... ... Depository terms

ELECTRONIC DOCUMENT- 1) according to federal law“On Electronic Digital Signature” dated 10.01.2001 No. 1 FZ, - a document in which information is presented in electronic digital form; 2) in accordance with the Federal Law "On Information, information technology and protection... Office work and archiving in terms and definitions

electronic document- information recorded on a machine medium and meeting the requirements established by this Law (Article 1 of the Law of the Republic of Belarus On Electronic Document) ... Law of Belarus: Concepts, terms, definitions

Books

Modern technologies of office work and document flow No. 3 (51) 2015, " Modern technologies office work and document flow” – a magazine for heads of office departments. You will learn how to effectively implement and optimize electronic ... Category: Business Popular Series: Journal "Modern technologies of office work and document flow" 2015 Publisher: MCFER, electronic book
Scanning and recognition of texts. ABBYY FineReader10 Tutorial, AG Zhadaev, 248 pages Working with electronic documents is much more convenient and easier than with their paper counterparts. An electronic document can be edited, used when creating own works,… Category: Information technology Publisher:

Question 5. Classification of documents

Document classification- distribution of documents into groups (types) based on the characteristics of the content, form of compilation, etc. in order to organize and improve the efficiency of working with them.

Classification allows you to develop certain methods of working with each group of documents, fix them in instructions, organize documents in office work. 2. Conventionally, documents can be divided into the following groups: by way of documentation: handwritten; electronic;

Graphic;

film, photo, audio documents;

by area of use: organizational and administrative; financial and accounting; scientific and technical; by labor; reporting and statistical;

at the place of compilation:

Incoming (incoming to the organization);

Outgoing (sent from the organization);

Internal (compiled and used in the organization itself);

according to the access restriction heading:

open (non-secret);

with access restrictions. Documents may have the following stamps:

"For administrative use" ( service information for employees only specific organization or industry) "Secret", "Top Secret", "Special Importance" (information containing state secrets); "Confidential" (information, access to which is limited by the legislation of the Russian Federation);

« trade secret”(information that has commercial value due to its unknown to third parties, to which there is no free access on a legal basis and in respect of which the owner of such information has introduced a protection regime);

by origin:

official (official) (affecting the interests of the organization, drawn up by legal or individual, drawn up in the prescribed manner); personal (concerning the interests of a particular person and being nominal);

south of religious importance:

originals or originals (the first or single copies of official documents, personally signed by the author);

copies (documents that fully reproduce the information of a genuine document and all of its external features or part of them that are not legally binding);

certified copies (copies of documents, on which, in accordance with the established procedure, the necessary details are affixed, giving them legal force);

duplicates (repeated copies of the original document that have legal force);

in the form of presentation:

individual (the content of which is presented in free form);

template (when the structure, part of the document, standard phrases are prepared in advance, and the other part is filled in when compiling, for example, a certificate of employment);

typical (created to document standard situations, for example, business trips, and used in all organizations);

by shelf life:

permanent storage;

long-term storage (over 10 years); temporary storage (up to 10 years).

1 . Electronic document- a document in which information is presented in electronic form, with the details necessary to recognize it as valid.

An electronic document must comply with the following requirements:

be created, processed, stored, transmitted and received using software and hardware;

be displayed (reproduced) in a form understandable for perception.

Electronic document may be reproduced in shape and form, understandable for perception: on the display screen; paper carrier;

another material object separable from the machine carrier in a form accessible for visual inspection. When using an electronic document, it is not required to provide a copy of it on paper, with the exception of cases provided for by regulatory legal acts RF or by agreement of the parties. Advantagesuse of electronic documents:

the computer set of documents is reduced to a minimum when using ready-made samples contained in the PC memory; computer processing of electronic documents (for example, applications for goods) is much faster than the processing of paper documents;

collection, systematization and search of any document or information from documents is accelerated and simplified; E-mail is used to quickly transfer documents to any distance; storage of electronic documents allows you to save on small media a large number of information and therefore does not require large areas for archives; the volume of routine technical operations with documents is reduced, time is freed up for solving meaningful management tasks;

the number of lost documents, the location of which is unknown, is reduced;

it becomes possible to use the information received to prepare another document (report, summary, review, etc.), thereby increasing the efficiency and quality of the document being compiled.

Approval of the draft electronic document has the following Benefits:

reading a document on a PC screen without outputting to paper; corrections are made to the draft document;

To disadvantageselectronic documents can be: fragility of storage compared to paper documents;

the need for technical means for reading; the possibility of making unauthorized changes (in the absence of an electronic digital signature (EDS) or other means of protection).

3. Electronic document management- the process of movement, processing, storage and exchange of electronic documents. Participants in the exchange of electronic documents - physical and legal entities, public authorities of the Russian Federation, bodies local government participating in the exchange of electronic documents.

Sender of an electronic document- a participant in the exchange of electronic documents that compiles an electronic document, signs it with his EDS and sends it to the recipient directly or through an information intermediary.

Recipient of the electronic document- participant in the exchange of electronic documents, to which the electronic document was received.

Intermediary in the exchange of electronic documents (information intermediary)- legal entity or individual entrepreneur, which performs services related to the exchange of electronic documents between senders and recipients of electronic documents.

When exchanging electronic documents, information security tools must be used in accordance with the requirements of regulatory legal acts of the Russian Federation.

An electronic document is subject to verification to confirm its authenticity by means of digital signature verification. Authentication of an electronic document is carried out by the recipient of the electronic document using the EDS verification tools provided to him by the sender or distributor of the EDS verification tools. Authenticity of an electronic document is considered confirmed if, as a result of the execution by the recipient of the electronic document of the procedures provided for by the means of verifying the EDS, the invariance of all its details is established. Electronic document managementregulated regulations :

state;

intersectoral;

industry;

local (enterprises).

Legal regulation in the field of circulation of electronic documents sent:

for the implementation of a unified state policy in the field of circulation of electronic documents;

ensuring the security and protection of information during its creation, processing, storage, transmission and reception;

ensuring the rights and legitimate interests of users of electronic documents;

legal support technologies for creating, processing, storing, transmitting and receiving electronic documents. Working with electronic documents sent via e-mail, held likewise working with paper documents. Therefore, electronic document management is also called automated business. Each subscriber in e-mail is allocated an individual mailbox, which is assigned a user code, and exchange electronic messages through these mailboxes.

The sender of an electronic document creates a message file, specifies its name, date, time of sending, and launches the e-mail sender.

Electronic documents are transferred to the addressees in accordance with the instructions for distribution.

The recipient receives the document on the PC screen, which, if necessary, can be transferred to paper. With the help of a PC, electronic documents are registered.

The manager, having received an electronic document, affixes a resolution on it, and the document is sent via the internal network to the PC to the executor (executors).

The process of execution of electronic documents similar execution of paper documents. Electronic document management is constantly growing, especially in connection with the development of Internet commerce. Period of storage of electronic documents same, as with paper ones (for example, bank notices and transfer requirements - 5 years). Storing files for such a period can lead to their loss, so it is recommended to create special archives of electronic documents on CDs.

At storage of electronic documents in the electronic archive should be provided:

protection of electronic documents from unauthorized access and distortion;

the possibility of providing interested persons with access to stored electronic documents in the manner prescribed by regulatory enactments;

the possibility of confirming the authenticity of electronic documents during the entire period of their storage;

the possibility of presenting stored electronic documents in the form of a copy on paper.

In the future, the development of electronic document management is focused on the maximum use of electronic documents, which involves a change in existing domestic traditions of office work and the gradual abandonment of paper information carriers.

An electronic document is documented information presented in electronic form, that is, in a form suitable for human perception using electronic computers, as well as for transmission over information and telecommunication networks or processing in information systems (clause 11.1, article 2 of the Federal Law dated July 27, 2006 No. 149-FZ "On information, information technologies and information protection").

According to the definition presented in paragraph 3.1 "GOST R 7.0.8-2013. National standard of the Russian Federation. The system of standards for information, librarianship and publishing. Office work and archiving. Terms and definitions" (approved by Order of Rosstandart of 10/17/2013 No. 1185-st), an electronic document is a document whose information is presented in electronic form.

At the same time, an electronic document is characterized by:

authenticity - a property of an electronic document that guarantees that an electronic document is identical to the declared one;
reliability - the property of an electronic document, in which the content of an electronic document is a complete and accurate representation of the confirmed transactions, activities or facts and which can be trusted in subsequent operations or in subsequent activities;
integrity - the state of an electronic document in which no changes were made after its creation;
suitability for use - a property of an electronic document that allows it to be localized and reproduced at any time.

Based on this, we can conclude that an electronic document is any document that is presented in in electronic format, including a scanned image of a document, a file typed in a text editor, etc.

At the same time, electronic documents can be formalized, i.e. drawn up in a way that allows software tools recognize their content, and unformalized (for example, a scanned copy).

As part of the exchange of electronic documents, the parties can use both formalized documents and non-formalized ones. The exception is cases where the legislation has approved a mandatory format for the exchange of a specific document (for example, the format of an invoice). But if the document is not formalized, its acceptance and recognition is possible only with the participation of a person.

In order to exchange documents in electronic form without human participation in recognizing the text of these documents, it is necessary to draw up all documents in a formalized form, i.e. in a format that can be used by the software of all participants in the exchange.