Setting up access to documents for employees
Storage of electronic documents will require the maintenance of certain technical infrastructure. At the very beginning, it is worth deciding on which media to keep the data - on the computer or in the cloud. On the one hand, modern media tend to lose their functionality and are subject to external influences, on the other hand, cloud archives must also have high security, and access to them must be stable.
You can copy an archival document if it needs to be issued, printed, or sent to someone. All actions with the archival document are reflected in a special journal with information:
- Date of request
- Data about the unit and the employee who made the request
- Number of the requested document
Any activity with archival documents is saved to ensure security control. Any member of staff can`t delete an electronic document just like that. Information about the deletion is reflected in the accounting documents. The decision to destroy the data is made after verification if the document retention period has expired.
As for the access of employees to electronic document management, it should precede several organizational issues. First, you need to conduct an introductory briefing with employees on working in the program that you have chosen to organize EDI. Secondly, managers should immediately learn all the nuances of the program and understand who will be responsible for access to sign documents. Since EDI is a fairly safe resource for organizing document flow, security is the first thing that company employees must observe. Executives who sign documents should create a QES for the state, reliable access, and two-step authentication.
To start working in the company's workflow, the employee is provided with the following access points: login, email, password, and API access password.
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In order to connect to the electronic document flow, it is necessary to do:
- have stable access to the Internet;
- create an electronic signature;
- install a crypto provider program on your computer to work with an electronic signature certificate;
- create login/password for each staff member of the company.
So, to provide high security for your data and documents you need to be very careful, responsible, attentive, and picky. Despite all the advantages of using EDI, we have a barrier in the perception of employees to the new system in the processing of documents. But it's just a matter of time and desire.