Electronic Document Management Research Articles

The Regulatory Affairs Automation tools used in the Pharmaceutical Industry: An overview

Automation is becoming increasingly prevalent in various industries, including healthcare and pharmaceuticals. The pharmaceutical business is influenced by a variety of worldwide trends, with one of the most significant being the use of automation technologies, which will have a transformative effect on the research and development of new pharmaceutical products as well as the speed and efficiency with which products reach patients in need. Regulatory automation is enabled by a variety of technology tools, such as Electronic Document Management Systems, Regulatory Information Management (RIM) Systems, Artificial Intelligence (AI) Analytics Tools, Natural Language Processing (NLP) Tools, and Submission Publishing Tools. Automation tools can be used to automate regulatory activities such as administrative work, dossier completion, data extraction, auditing, regulatory implementation as well as quality management. Automation tools establish process links and minimize complexity, resulting in a more efficient management system. Human-AI interaction creates new prospects in regulatory concerns. This article investigates the potential use of automation techniques in pharmaceutical regulatory concerns.

Selected aspects of contractual regulation in the context of digitalization of the economy

Problem setting. One of the most noticeable modern trends is the coverage of digitalization processes in all spheres of life, including the economic sphere, which is accompanied by a rapid expansion of the electronic format of contractual interaction of participants in economic transactions and a change in the very methods of carrying out the latter. At the theoretical level, there are several approaches to the regulation of certain aspects of contractual relations in the field of e-commerce, in particular, with the help of: analogy of the law; customs of business turnover; contractual regulation at the level of individual agreements on the use of an electronic contract form and/or electronic signature, etc.; special legislative acts in this area; complex regulation using different levels of sources. It is the last approach that has gained the most widespread and support among modern scientists. Analysis of recent researches and publications. The issues of concluding, changing and terminating electronic contracts with the participation of business entities were studied in the works of O. M. Vinnyk, M. M. Dutov, S. V. Zlobina, N. B. Koval, N. V. Koryagina, V. L. Despite this, in the practice of contractual and legal regulation of economic transactions in the field of electronic commerce, a unified approach has not been formed regarding the optimal transformation (change or special application) of the established principles of contract law regarding electronic contracts. That is why the purpose of the article is to highlight and analyze problematic issues of legal support for electronic contractual interaction between participants in business relations. Purpose of the research is to highlight the problematic issues of legal support for electronic contractual interaction of the participants in business relationships. Article’s main body. The article notes the lack of a unified approach to the optimal transformation of the established principles of contract law in relation to electronic contracts. Special attention is paid to the procedure for concluding electronic contracts with the participation of business entities and to the content of the concept of “electronic form of contract”. Approaches to the legal nature of electronic offers and acceptance, as well as procedural aspects of their implementation, were investigated based on the analysis of scientific views and the current legislation of Ukraine. Existing legislative dysfunctions in the regulation of the specified issues are highlighted and separate proposals for their elimination are formulated. Conclusions and prospects for development. The article concludes that the agreement of the parties to conclude a contract with the help of information and communication systems is not a sufficient reason to consider it concluded in writing. It is noted that the recognition of the electronic form of the contract as a type of written contract does not correspond to the European approach, according to which only a qualified electronic expression of will is equated to a written form. The necessity of harmonizing the relevant provisions of the Civil Code of Ukraine, the Economic Code of Ukraine, the Law of Ukraine “On Electronic Commerce”, the Law of Ukraine “On Electronic Documents and Electronic Document Management”, etc., in terms of content and correlation of such concepts as “electronic form of transaction”, is emphasized. “electronic transaction”, “electronic form of contract”, “electronic contract”, “electronic document”, “electronic form of providing information”, etc.

A Model of an Automated Electronic Document Management System Operating under Conditions of Probable Compromise of Signature Keys, Based on a Hierarchical Decomposition of Trusted Storage Environments

The results of an analysis of the functioning of the electronic document management system in the context of the development of methods and means of cryptanalysis and an avalanche increase in the number of processed documents are presented. A conceptual model and method for decomposing the storage subsystem into contours of operational and long-term storage of electronic documents are proposed. A mathematical model of hierarchical control of the integrity of electronic documents is presented, which takes into account the integrative properties of electronic documents, as well as requirements for storage periods and information security. The methodology and results of assessing the advantages of the developed technical solution based on the logical-probabilistic method are presented.

The Application of Blockchain Technology in the Field of Electronic Document Management: A Case Study of the ARCHANGEL Project

The Application of Blockchain Technology in the Field of Electronic Document Management: A Case Study of the ARCHANGEL Project

Modern models and methods of designing and implementing electronic document management systems

Document circulation is a set of processes related to the collection, processing, transfer and storage of documents in organizations. This is an important component of the activity of any enterprise or institution, regardless of their size or field of activity. Its more modern and effective form is electronic document circulation, which is based on the use of specialized systems for exchanging documents. Electronic document management is not just a transition from paper documents to electronic ones. This is the degree of introduction of technological innovations into every sphere of modern life. Electronic document management has become one of the most essential components of modern corporate culture and information management. Regardless of the field of application, electronic document management systems have a direct impact on the daily activities of each document management entity. Analysis of the latest scientific publications and the use of proprietary electronic document management systems are important in today's world. New scientific research demonstrates innovative approaches and technologies for optimizing and improving document processing processes, for example, the use of artificial intelligence, blockchain technologies and the development of new electronic signature methods, etc. As part of the proposed work, a review of existing models and design methods, as well as implementations of electronic document management systems, was conducted. Analyzing the latest research and publications in the field of electronic document circulation, we can conclude that this direction is quite relevant, because the problem of timely receipt of documents is urgent. The main directions of scientific research concern both improving the efficiency and security of electronic document circulation in general, and solving the problems of its use in specific areas of business. Analyzing proprietary electronic document management systems, such as Microsoft SharePoint ASKOD and Alfresco, it was noted that their developers prefer universal approaches to creating such systems. However, in order to take into account the individual characteristics of various institutions, constructors for creating your own reporting forms are additionally included. It should be noted that the mentioned systems are aimed at application in specific industries or industrial sectors, such as management (for example, ASKOD).

Legislative Acts on Electronic Document Management in China

Abstract The purpose of this article is to review the current state of legal acts on electronic document management in China. The authors analyzed its development from the point of view of state institutions, enterprises, and universities. The article is a review of the literature from open access. For many scientists, this is very valuable first-hand material that allows you to learn and understand the current state of development of legislative acts. There is little literature on electronic document management in China in current databases, especially on the state of development of electronic document management at enterprises, government institutions, and universities. The conclusion is formulated about the whole legal system of electronic document management in China, which successfully operates in the country. Nevertheless, the issue of more effective development of electronic document management in China under state regulation needs further study. In the end, constructive proposals for the further development of electronic document management in China are recommended.

New Opportunities and New Challenges for Foreign Trade Participants Arising In the Process of Digitalization of the Electronic Document Management System of the Federal Customs Service of Russia

The relevance of the topic of the article is due to the need to improve the electronic document management system between customs authorities and foreign trade participants. Currently, the use of digital technologies in the activities of customs authorities is becoming increasingly popular and relevant. The use of digital technologies in the electronic document management system opens up many new functions for participants of the foreign economic Activity and the Federal Customs Service of Russia, such as speeding up the document exchange process, automating the document processing process, and improving the security of document exchange. In this regard, the analysis of the process of providing the necessary documents and (or) information by the foreign trade participant is of particular interest, because at the moment the document flow is mainly in paper form. The purpose of the study is to analyze the process of carrying out verification measures by customs authorities, providing the necessary documents and (or) information by foreign trade participants, identify emerging problems and develop recommendations for their elimination. Objectives of the study: to assess innovations in the field of customs declaration, consideration of applications for amendments (additions) to the information declared in the goods declaration after the release of goods, as well as customs control in the form of verification of documents and (or) information on the initiative of the customs authority; to identify the key advantages and problems of the current state of document flow; to propose ways to solve the efficiency and improvement of the electronic document management system. Research methods: the current state of the electronic document management system was analyzed, including problematic issues were identified. The synthesis method made it possible to demonstrate the need to increase the efficiency of the electronic document management system, since it is used in many processes in the field of customs. The modeling methodology allowed us to propose ways to solve problematic issues of the current state of the electronic document management system and directions for improving these processes within the framework of the topic under consideration. The key problems of the electronic document management system are: abnormal situations, due to which it is not possible to view documents in electronic format, delays, loss of documents, interruptions in the work of JSC “Russian Post” when working with paper documents, the inconvenience of working with a large volume of paper documents, long periods of customs control. Promising solutions to these problems are: to amend international treaties and acts in the field of customs regulation and legislation of the member states on customs regulation, to introduce an All-Russian information system that could both serve the process of electronic declaration, the introduction of the possibility of sending a request by the customs authority for the submission of documents and (or) information in electronic form after the release of goods in a special software tool, the expansion of the functionality of the Personal account of the foreign trade participant.

Recall, Precision, and F-Measure for Evaluating Information Retrieval System in Electronic Document Management Systems (EDMS)

The Legal Division of PT. ABC has implemented EDMS using the Integrated Legal Document Management Application, Centralized Legal Administration System (CLAS), to make the management of documents more accessible. The urgency is the system's accuracy in retrieving data or document input. The study employed a quantitative method with an experimental approach. Data collection techniques were observation, application search tests, documentation, and literature. Data analysis regarding the recall, precision, and F-measure calculation formulas will be compared with the standard information retrieval system effectiveness. The calculation results show that the average recall value for the search equals 1 or 100%. For the precision value that uses quotation marks, it is equal to 0.9713, while for searching without quotation marks, it is equal to 0.3920. From these results, the precision value is lower than the recall value. The precision value of 0.9713 is in the range of 0.68–1.00, which is placed as high precision, meaning that information retrieval is effective. The F-measure value is 0.98, close to 1, so the tracing system is sound. CLAS is quite effective in retrieving information according to user needs.

Электронный документооборот как фактор влияния на человеческий капитал организаций

The article represents one of the first attempts in the domestic literature on the problems of electronic docu-ment management to link this issue with such a social factor as increasing trust in society and such a problem of modern management as the role of electronic document management in managing the human capital of the organization. On the issue of trust, the article substantiates the fact that the problem initially posed by the Decree of the President of the Russian Federation of May 9, 2017, to create conditions for increasing trust in electronic documents has not yet been solved. It is emphasized that the rejection of paper media has rather reduced trust in society both at the level of the state-population and at the level of corporate employer-employee relations. In order to confirm this circumstance, the authors stress the social inertia of the transition from paternalistic social and labor relations to liberal-market commodity-money relations in modern society. On the issue of the connection of transition to electronic document flow in the management of a modern organiza-tion, the article substantiates that such a transition from the standpoint of human resource management should be assessed from the standpoint of changing the paradigm of managing the labor potential of an employee, adopted in the Soviet economy, to the paradigm of human capital management in the modern economy. The given conclusion is argued both by references to socio-economic literature and the results of socio-economic research. The article justifies that the transition to management as part of human capital issues solves the prob-lem of trust and social justice in the transition to electronic document flow management.

Major Factors Affecting the Level of Adoption of Document Management Systems in Zambia’s Higher Institutions of Learning

The aim of the study was to identify the challenges facing, Zambia’s higher institutions of learning in managing manual documents and to determine whether an electronic Document management Systems (EDMS) could be useful. The study in addition had to determine the levels of adoption prevalent in the institutions among the stakeholders to warrant implementing an Electronic Document Management System or otherwise. A quantitative survey was undertaken at three higher learning institutions covering members of staff and learners in the institutions. A questionnaire was designed to help collect the sample data from the three institutions, which was then analyzed using the SPSS application package. The purpose was to use the Technology Acceptance Model (TAM) [3], to model how users come to accept and use technology, the actual system use is the end point where people use the technology. The TAM Model relies on two primary factors influencing an individual’s intention to use new technology ie perceived usefulness, perceived ease of use , to gauge whether they provide positive indicators to show that there are high levels of perception and expectations to influence positively the dependent variables in the TAM model ie. Attitude, behavioral intention and system use. The study revealed high levels of system adoption perceptions overall, in the institutions, to warrant introducing an EDMS technology. The results revealed a very high perceived usefulness and ease of use across the three institutions of higher learning. The study recommended that an Electronic Document Management System be implemented in these higher institutions of learning.

Examining the efficacy of Electronic Document Management System and Employees’ Perceptions of its Usefulness at Sokoine University of Agriculture

This study was conducted at the Sokoine University of Agriculture (SUA) to assess the efficacy of Electronic Document Management System (EDMS) in the accessibility and use of records at the Sokoine University of Agriculture. Specifically, the study sought to assess employees’ perceptions of the use of the Electronic Document Management System at the Sokoine University of Agriculture and identify the challenges facing employees in accessing and using EDMS at the Sokoine University of Agriculture. The study used a cross-section research design whereby the data were collected at one time based on two approaches which are qualitative and quantitative. The study involved 100 SUA staff. These were selected from a population of 1308 SUA staff by using purposive, sampling simple random, and systematic random sampling techniques.  Results indicate that the majority of the respondents agreed that the use of SUA–EDMS fostered efficiency in management decisions, and perceive that the use of SUA–EDMS increases accountability. Among all the independent variables, duration at work and rating on effectiveness were found to have a unique contribution to a variation in the perceived usefulness of EDMS. It was concluded that the use of EDMS is very essential for the well-functioning of the organization in terms of faster access to records and which spearheads effective and efficient delivery of services to customers in the organization. The study recommends improving internet speed as one measure to improve the EDMS.

THEORETICAL OVERVIEW OF THE IMPLEMENTATION OF ELECTRONIC DOCUMENT MANAGEMENT IN INSTITUTIONS OF GENERAL SECONDARY EDUCATION

The article, based on the analysis of psychological and pedagogical literature, reflects the experience of implementing electronic document management in institutions of general secondary education. It is shown that the state of electronic document management in educational institutions is unsatisfactory and is at a low level of implementation.
 The global spread of information technologies and the development of information relations have made it possible to use technological and telecommunication resources and the Internet in the workplace and in the field of health care. Such a situation requires constant development, improvement and updating of the regulatory and legal framework of Ukraine and the creation of specialized norms and rules in this sphere Verkhovna Rada of Ukraine adopted the Law of Ukraine "On electronic devices. Documents and electronic document flow, electronic digital signature, telecommunications, mandatory copy of documents, National informatization program, communication system with state secrets, protection of information in the information and communication system, etc. The Law of Ukraine "On Electronic Documents and Electronic Document Management" establishes the basic organizational and legal principles of electronic document management and the use of electronic documents. Accordingly, the Law gives the following definitions of electronic documents: e-document - a document in which information is recorded in the form of electronic data and the main details of the document, including electronic digital signature. The legal validity of an electronic document (e-document) cannot be denied solely on the grounds that it is in electronic form. However, there are certain legal restrictions on the use of electronic documents as originals. In particular, the original certificate of the right to inheritance cannot be produced in electronic form; the document can only be produced as a copy in accordance with the law, until a centralized place is created to store the original electronic document. Electronic document management in institutions of general secondary education is an element of a high-tech, promising approach that can significantly increase the efficiency of the institution.

Adoption of Electronic Management in the Banking Sector a Case Study on Babel Bank in Iraq

Purpose: The aim of this study is to identify The Adoption of electronic management in the banking sector a case study on Babel Bank in Iraq.   Theoretical framework: Due to Rosa, A. T. R., Pustokhina, I. V., Lydia, E. L., Shankar, K., & Huda, M. (2019), Concept of Electronic Document Management System (EDMS) as an Efficient Tool for Storing Document. Abdullah, F. M., Mohammed, A. A., Maatuk, A. M., & Elberkawi, E. K. , (2019), Assessing Quality Standards in Electronic Gates of Educational Institutions: A Field Study. Faccia, A., Moşteanu, N. R., Cavaliere, L. P. L., & Mataruna-Dos-Santos, L. J. , (2020), Electronic Money Laundering, The Dark Side of Fintech: An Overview of the Most Recent Cases.   Design/methodology/approach: To achieve the study aims, the current study adopted a methodological approach in which statistical techniques were applied to evaluate the questionnaire survey data.   Findings: It was discovered that there is a high degree of adoption of electronic management in the banking industry in a case study that was conducted on Babel Bank in Iraq, where the mean value was 4.163 also the standard deviation was 0.735.   Research, practical and social implications: This study helps decision makers in banks to adopt electronic management in all banking activities to achieve the highest possible profit and with very high quality services, efficiency and effectiveness. The support of senior management is the main component of the success of this work.   Originality/value: The value of the study is e-Management extends well beyond the concept of automating work to the concept of data also information integration across multiple departments, as well as to directing the institution's work policies also procedures toward achieving its goals.

Digitalization of processes of transport enterprises as the basis of its strategic planning

Methods. To achieve the outlined goal, a set of general scientific and specific methods of cognition were used, namely: analysis and comparison, synthesis and theoretical generalization – to determine the essence and role of digitization, namely the introduction of electronic document management in the activities of a transport enterprise; abstract-logical – when determining the factors that prevent the enterprise from switching to electronic document management and the reasons for the need for the switch; grapho-analytical – for a visual presentation of the obtained research results. Results. The authors substantiated in the article that digitization processes are taking place in Ukraine, namely the introduction of electronic document management in the activities of a transport enterprise, which will make it possible to reduce the number of divisions of the enterprise that deal with documentation, save time and financial resources, as well as achieve success and further strategic development by improving the quality of management, which helps to create a complete electronic system. There are determined factors that prevent the enterprise from switching to electronic document management (EDM), namely: employees of the enterprise and counterparties do not want to introduce innovations related to EDM, there is a possibility of hacking of the EDM system by competitors or criminals, and they believe that an electronic document has no legal value. The reasons for the company's transition to electronic document management are substantiated, which will make it possible: to perform work for employees remotely from the office or to be out of office; optimize imperfect communication and establish interaction with those clients whose documents were lost or damaged, comply with regulatory requirements for document management, optimize enterprise costs and prevent cyber threats. The stages of optimization of the EDO implementation process at the transport enterprise are analyzed and examples of the introduction of EDO into the accounting system of the transport, namely logistics enterprise are given. There is summarized the experience of international companies and the results of the transition to EDO, the use of which will lead to the digitalization of all processes of the transport enterprise. Novelty. The authors justified the processes of digitalization, namely the introduction of electronic document management in the activities of a transport enterprise to improve its work and improve the quality of management, which will help create a complete electronic system. Practical value. The obtained results can be used in the further implementation of electronic document flow in the activities of enterprises of various directions, which will help to more effectively use the resources of the enterprise and engage in its strategic development.

A Framework for Electronic Document Management in the Implementation of E-Government in Kenya

The implementation of Information and communication technology through e-government has proven to be effective in service delivery in many governments. A lot of developing countries are at risk of failing to implement their e-government services because of lack of proper guidelines which guide proper storage and management of electronic records. This paper aims to bring to light the significance of framework in the management of electronic records of profound e-government in Kenya implementation. This paper analyzes various secondary resources to reflect on the importance of electronic records vis-à-vis the support of e-government in Kenya and why there is need to have a guideline in managing electronic records. Through ICT Authority (ICTA), the Kenyan government has developed some form of framework which guides the implementation and the requirements of managing electronic records management. However, there are no policies and regulation that directs the creation, storage, maintenance, dissemination and disposal of electronic records produced by various government institutions in Kenya. The manner in which electronic records are managed in government institutions is a recipe for disastrous e-government. Owing to the fact that advancement in technology is taking place at a high speed, the use of electronic records in government institutions will rise. This means that there is need to have adequate policies and guidelines that cover all facets of records management particularly electronic records management to foster profound government services through e-government. After the adoption of Kenya vision 2030, Information and communication technology has been exploited in order to promote the efficiency and effectiveness in government administration. This paper recommends that The Kenya National Archives and Documentation Services (KNADS) needs to come up with a comprehensive policy for managing electronic records across all government institutions. The paper also recommends the importance of Digital achieving all government records into one platform controlled by the KNADS for effective and easier management. Keywords: Electronic Records Management, E-Government, Framework, Kenya DOI: 10.7176/IKM/13-2-02 Publication date: February 28 th 2023

Electronic Document Management and Its Value for Business

The purpose of the article is to outline the value of electronic document management for business, in particular, to formulate its advantages in the context of modern digital transformation and global challenges.
 The research methodology consists of scientific research principles, a systematic approach to identifying the problem, methods of theoretical systematization and generalization (to identify the results and conclusions of previous studies), critical analysis (to critically evaluate the existing positions of the authors), observation, analysis and synthesis (to identify the problems of using electronic document management in business, formulating its main advantages and disadvantages).
 The scientific novelty lies in the formulated advantages of electronic document management for business in the context of modern challenges of digital transformation and global challenges, including saving money, time and space resources, strengthening the competitiveness of business through the growth of its flexibility and adaptability.
 Conclusions. There is a rather primitive idea of the benefits of using electronic documentation in business processes. The multidimensionality of the business space, due to the digital transformation of the economy and the modern business environment, determines qualitatively new requirements for the circulation of information; metadata, which is formed in the interaction of business with other economic agents in the digital space, is gaining importance. Having a high-quality electronic document management system will improve both internal efficiency and overall business competitiveness. The use of modern digital data processing systems requires a review of the requirements for the electronic documents themselves, the reduction of classic document details, and their replacement with metadata. This will simplify the procedures for creating documents, reduce the burden of documentary work, linkage of documents with each other, and verification of the document’s legitimacy. The biggest advantage of electronic document management is the ability to index documents and process them using artificial intelligence technologies, which allows you to search for errors and differences from previous operations, predict operations, and use registers of open and official data.

Cloud Computing Opportunities and Challenges in Electronic Document Management

Background of the study: Technological developments have encouraged the creation of cloud computing technology that allows access to information from everywhere via the internet. The use of cloud computing in managing electronic documents can manage document storage without having storage specialists, reducing the need for physical storage space, and access flexibility. But behind the benefits offered, some risks must be anticipated by the organization. Purpose: This study aims to determine the opportunities and challenges of using cloud computing in electronic document management. Method: This study uses the Systematic Literature Review method on the literature available in the Google Scholar database from 2017 to 2022. Findings: Based on the results of an analysis conducted on 20 selected articles, it was found that the opportunity of cloud computing in electronic document management is to increase efficiency in managing electronic documents, especially in terms of centralized document storage, increasing productivity, and response time of business processes, and cost efficiency. Meanwhile, the challenges are related to data security, system stability, authentication, and disaster preparedness, both from nature and cybercrime. Conclusion: The research recommends that organizations using cloud computing to manage their electronic document must provide compatible and good security systems.

ПРАВОВІ АСПЕКТИ ЦИФРОВІЗАЦІЇ МІЖНАРОДНОЇ ТОРГІВЛІ ШЛЯХОМ УПРОВАДЖЕННЯ ТЕХНОЛОГІЇ БЛОКЧЕЙН (ДОСВІД ДЛЯ УКРАЇНИ)

The article is devoted to the study of the peculiarities of digitalization of international trade through the introduction of blockchain technology and the identification of issues that require legal regulation for the implementation of the relevant process in Ukraine. It is emphasized that digitalization of international trade through the introduction of blockchain technology opens up opportunities for optimization of administrative trade procedures and stimulation of foreign trade activity, in particular, it allows modernizing and optimizing the work of “single windows” (including certification and customs clearance); cross-border data exchange between government agencies or authorities and economic entities; payment transfer system, etc. In turn, the use of smart contracts, built on the appropriate technology, can automate the compliance of stakeholders with various contractual obligations; and data (in the blockchain) — is a stream of reliable information about past transactions, as they remain unchanged after entry. This provides greater transparency and the ability to trace the movement of a product or document throughout the supply chain with a high level of security and immutability, as well as eliminates double spending (in particular, by using the same digital documents as collateral for financing, which is a common source of fraud in international trade. At the same time, blockchain technology is only a tool on the way to optimizing administrative trade procedures and stimulating foreign economic activity and can be used only if there is appropriate legislation. In particular, the issues of determining the legal status of the blockchain (in particular, the terminology — “blockchain”, “smart contracts”) and blockchain-based applications need to be settled. Analysis of international experience proves the lack of unified approaches in this area. This actualizes the need to intensify work at the global international level to address the above issues. It is also advisable for Ukraine to join this process. For the sake of end-to-end digitalization of trade and limiting the possibility of potentially conflicting individual approaches that could lead to further disconnection and barriers to trade, harmonization of domestic legislation in accordance with existing international documents (in particular, UNCITRAL model laws) is becoming important. Digital trade agreements (e.g., the upcoming Digital Trade Agreement between Ukraine and the United Kingdom) are one of the tools that will help to intensify actions in this direction. In addition, among the issues that require regulation prior to the introduction of blockchain technology in international trade are the following: (1) the procedure for entering data (in particular, ensuring their accuracy and completeness) to be transmitted and exchanged on the blockchain; (2) protection of the transmitted data, (3) responsibility for data entry and processing, as well as the legal algorithm for their correction in case of errors (in particular, it should be clearly defined whether it is possible to make changes to the code underlying the blockchain to correct errors and, if so, who has the right to do it), (4) dispute resolution procedure; (5) mutual recognition of documents/certificates issued (this will ensure that the algorithms used work accurately with the data entered and comply with specific (international and national) rules), etc., as well as recognition of electronic signatures and electronic documents (in particular, transfer documents, bills of lading, promissory notes, warehouse receipts, etc. On this basis, it is considered expedient not to adopt a separate legal act like the Illinois State Law “On the Implementation of Blockchain Technology”, but to modernize the existing laws of Ukraine: the Law of Ukraine “On Electronic Commerce”, the Law of Ukraine “On Electronic Documents and Electronic Document Management”, etc. These are the directions of further research. It is considered appropriate at the legislative level to allow the use of smart contracts, records and signatures protected by blockchain in the field of trade and to use the method of analogy of the law in order to extend the legal regime of electronic contracts and signatures to them, which is reflected in the law-making of certain foreign countries (in particular, the United States (New York State). It is proposed to develop and adopt legislation on the digitalization of economic policy in general and foreign economic policy in particular, taking into account the principles of functional equivalence and technological neutrality. This will protect domestic legislation from the need for constant amendments to take into account the emergence of new technologies.

System elektronicznego zarządzania dokumentacją EZD PUW a wewnętrzne normatywy regulujące zarządzanie dokumentacją w jednostkach administracji samorządowej i rządowej w terenie (2011–2021). Wybrane aspekty

Artykuł zawiera sprawozdanie z badań dotyczących funkcjonowania systemu Elektronicznego Zarządzania Dokumentacją Podlaskiego Urzędu Wojewódzkiego (dalej EZD PUW), który jest drugim pod względem liczby wdrożeń systemem typu EZD w administracji publicznej w Polsce. Celem badań było ustalenie, w jaki sposób wprowadzenie do stosowania EZD PUW wpływa na działanie registratury w urzędzie, obieg dokumentów oraz sposoby załatwiania i dokumentowania spraw. Tekst składa się z części wprowadzającej, omówienia metody gromadzenia i analizy materiałów źródłowych oraz prezentacji wyników w dwóch ujęciach – dla jednostek, które wskazały system tradycyjny jako podstawowy sposób dokumentowania przebiegu załatwiania i rozstrzygania spraw oraz dla urzędów, które za główny system zarządzania dokumentacją uznały EZD. Badaniem objęto 163 urzędy administracji samorządowej i rządowej w terenie, które w latach 2011–2022 wprowadziły do stosowania system EZD PUW. W grupie tej znalazły się 133 urzędy miejskie, gminne oraz miejsko-gminne, 32 starostwa powiatowe, 13 urzędów wojewódzkich oraz 5 urzędów marszałkowskich. Autor przeanalizował odpowiedzi udzielone w ankiecie skierowanej do wytypowanych urzędów oraz udostępnione przez respondentów normatywy wewnętrzne dotyczące zarządzania dokumentacją elektroniczną, będące suplementem do podstawowych instrukcji kancelaryjno-archiwalnych wymaganych przez przepisy prawa. Badanie pokazało niejednorodność regulacji wewnętrznych dotyczących wdrożenia systemu EZD PUW i jego funkcjonowania w poszczególnych urzędach, zarówno w wypadku pełnego wprowadzenia elektronicznego obiegu dokumentów, jak i rozwiązań hybrydowych. Zdaniem autora, ta różnorodność rozwiązań przekłada się na heterogeniczność funkcjonowania urzędów i dokumentowania ich działalności, co w obszarze działania administracji publicznej jest zjawiskiem niepożądanym. Wskazano dwie główne przyczyny takiego stanu rzeczy. Pierwsza to obowiązywanie – nieprzystających do obecnych rozwiązań stosowanych w biurowości elektronicznej – przepisów państwowych z 2011 r. regulujących organizację biurowości administracji publicznej w Polsce. Drugą jest nieadekwatna do współczesnych potrzeb kancelarii elektronicznej polityka nadzoru nad narastającym zasobem archiwalnym prowadzona przez archiwa państwowe. Do artykułu załączono dwa aneksy zawierające wykazy wewnętrznych regulacji wpływających na postępowanie z dokumentacją. The EZD PUW electronic records management system vs. internal norms governing records management in local and state government units in the field (2011–2021). Selected aspects The article is a report from a survey concerning operation of the Podlaskie Voivodship Office’s Electronic Documents Management system (hereinafter: EZD PUW), which is the second most implemented EDM- type system in public administration in Poland. The aim of the survey was to determine how the implementation of EZD PUW affects the operation of the Office’s registry, the workflow of documents and procedures for handling and documenting cases. The text comprises an introductory part, a discussion of the method of collecting and analysing source materials, and a presentation of the results divided into two perspectives – for the offices that indicated the traditional system as their primary method of documenting the course of handling and resolving cases, and for those offices that recognized the EDM system as their main documentation management environment. The survey covered 163 offices of self- government and government administration units, which implemented the EZD PUW system in 2011–2022. The group included 133 Municipal Offices (urban, rural and mixed), 32 County Offices, 13 Voivodship Offices and five Marshal’s Offices. The author analysed responses to a survey addressed to the selected offices, as well as the internal regulations, provided by the respondents, determining procedures for management of electronic records, supplementary to the basic office and archival manuals required by law. The survey revealed lack of uniformity of internal regulations regarding the implementation of the EZD PUW system and its operation in individual offices, both in case of implementation of fully electronic document workflow and in case of hybrid solutions. According to the researcher, such diversity of solutions translates into heterogeneity in the operation of offices themselves as well as in the documentation of their activities. According to the author, such a situation is undesirable in the field of public administration operations. Two main reasons for this state of affairs were indicated. The first is the applicability of the 2011 framework state regulations governing the organization of clerical work in public administration in Poland, which are not adapted to the current electronic office solutions. The second is the supervision policy on the part of the state archives with regard to the growing archival resource, inadequate to modern needs of an electronic chancellery. There are two appendices to the article , containing lists of internal regulations affecting the handling of records.

Blockchain integration into electronic document management (EDM) system in construction common data environment

PurposeThe digitization of electronic document management (EDM) in the construction industry has become more common in nature with the evolution of technology. However, there are still some limitations in EDM in the common data environment which can be improved with the integration of blockchain technology. The purpose of this paper is to identify the limitations of the current EDM system in the construction industry, to determine the potential of blockchain in improving the EDM system in the construction industry and challenges towards blockchain-based EDM.Design/methodology/approachSemi-structured interviews were conducted with nine (9) respondents with background from the construction industry and blockchain expertise. Content analysis was used to analyze the primary data.FindingsCurrent EDM system in the construction industry possessed limitations such as system maturity, high cost, slow adoption of technology and security concerns. Blockchain is able to make improvements in the current EDM system in terms of data integrity, data tracking, data immutability, data security, data trustability, and data accountability. Several challenges such as costs, blockchain scalability and industry knowledge, industry culture and hardware need to overcome prior blockchain-based EDM systems can be widely applied in the construction industry.Originality/valueThe research findings provide insight on future EDM in the construction industry and aids future research in this field.