Electronic data interchange (EDI) Electronic data exchange Legally relevant electronic document management

In its development, trading IT went through several stages: from the simplest systems that helped minimize manual labor and thereby saved money, to ERP systems that optimize decision-making, and then to EDI systems that went beyond companies, made it possible to establish connections with the outside world and optimize supply chains. Full electronic data exchange is the level of development following the implementation of ERP.

Any company that re-joins the EDI community gets the opportunity to work with all EDI partners, regardless of their number. At the same time, the only necessary condition is the installation of the EDI gateway in the organization.

The Russian V2V electronic document management market consists of three main segments:

• EDI,
• legally significant EDO and
• electronic reporting to government agencies (segments "EDI/EDO/Reporting").

Each segment has its own growth drivers and incentives for the development of the market and the involvement of new customers in it. And if for EDI and a legally significant EDO, the market driver is the desire of any business to reduce operating costs, then the transition to reporting to government agencies in electronic form is stimulated by orders from tax authorities, the FIU and other controlling organizations.

Basis of Legally Relevant Electronic Document Management

• Inter-Corporate Exchange and Internal Documents
• Unstructured and formalized
• Convenient work with electronic documents (including on mobile devices)
• Long-term archives: "eternal" formats, stamping, etc.
• Simple and qualified signatures
• Blockchain

Why do I need EDI?

At the beginning of the 21st century, the global EDI market experienced a new surge. EDI in connection with the Internet allows you to carry out electronic transactions in real time and thereby significantly speed up the processes of interaction between trading partners.

To provide such a well-organized communication system, high-speed data transmission facilities are created. Electronic Data Interchange is an advanced technology for such communication.

The exchange of commercial information (orders, deliveries, invoices, money transfers, etc.) on paper media mainly provides for manual entry of information into the computer system of partner companies. The use of electronic document management standards avoids this - all actions are performed automatically, without delays and inaccuracies (as opposed to manual entry).

Automated procedures improve the speed and accuracy of data collection and enable companies to focus on key selling points rather than routine paperwork.

Whatever the company's point of view on the electronic document management system, any organization can benefit from timely and clear information on demand and supply of products, as well as save a significant part of the costs arising from manual processing of documents.

The convenience and benefit in using electronic document management is that EDI has a communication basis to which each client (whether he is a retailer, supplier or logistics company) connects once - and acquires an almost unlimited opportunity to communicate with all connected participants without thinking about the features of their accounting systems, their document management, personnel qualifications, etc.

In any case, each of the participants retains his personality and at the same time gets the opportunity to communicate with each of the participants with minimal costs. EDI can also help in resolving conflicts. For example, in controversial situations between partners, when one claims that he sent an order, and the second that he did not receive it. There can be many such situations. EDI in these situations acts as an arbitrator, external auditor, situation fixer, who can provide both participants with complete information about what happened to the documents and when. This makes the subsequent case for causes easier and quicker.

Legally relevant electronic document flow

Most developers of modern EDMS guarantee that the entire document flow in their system is legally significant. However, this term is often interpreted by each in its own way.

What should be understood by the legal significance of the document? For both paper and electronic documents, this is its evidentiary force, for example, in arbitration courts. In the definitions of GOST R 51141-98 "Workflow and Archival Business. Terms and definitions "legal force of a document is" a property of an official document communicated to it by the current legislation, the competence of the authority that issued it and the established procedure for execution. "

How is the legal force of the document guaranteed in principle? First of all, using the obligatory presence of certain details in it (depending on the type of document) and compliance with the rules for their display, established by the standards of workflow and other regulatory acts. Secondly, by observing the competence, that is, the right of an official to sign such documents. And, thirdly, the legal status of the document is ensured by guaranteeing its integrity and authenticity.

Since, whatever one may say, a paper document is historically primary, all conditions necessary to ensure its "evidentiary force" apply to an electronic document. However, the latter would not be such if, among others, there were no additional conditions for guaranteeing legal significance due to the specific method of creating, transmitting, processing and using the document in electronic form.

To sign electronic documents, as you know, an electronic signature is used as an analogue of a handwritten signature, which, in addition to confirming the authorship of the document, that is, identifying the person who signed it, ensures its properties such as integrity and counterfeit protection. However, the use of electronic signature and certified means of cryptographic protection of information to work with it, although it is a significant plus for ensuring the security of document flow, does not yet make a document in an automated system legally significant. To give the document legal status, you need to fulfill several more conditions.

For example, it is necessary to regulate the use of electronic documents for the interaction of Participants in an automated system by creating a special document: regulations for the use of an electronic signature in a separate EDMS or an Agreement on the use of an electronic signature, the conditions of which must be accepted by each System Participant. This document, among other things, should include the following provisions:

• Electronic documents certified by an electronic signature and used in the interaction of the Participants shall have legal force equal to documents on paper with the signature of an authorized person and the seal of the organization.
• Within the framework of the system, electronic documents are exchanged only between registered Participants.
• When exchanging electronic documents and verifying their authenticity, the Participants shall observe the established sequence of actions.

In addition, it is necessary to ensure the fulfillment of the conditions for recognizing the equivalence of electronic and personal signatures established by law:

• the signature key certificate relating to this electronic digital signature is not invalid (valid) at the time of verification or at the time of signing the electronic document if there is evidence determining the moment of signing;
• the authenticity of the electronic digital signature in the electronic document is confirmed;
• The digital signature is used according to the information specified in the signature key certificate.

The most successful fulfillment of these requirements is carried out using the infrastructure of a trusted third party, which, using special services, provides confirmation of the authenticity of the signature by checking the signature key certificate at the time of signing the electronic document and providing evidence determining the moment of signing (that is, stamping the time).

Electronic documents created and signed in the external electronic document management system, in which the authenticity of the electronic signature is confirmed using the services of a trusted third party, have sufficient evidence for their use in litigation.

Guarantee of authenticity and reliability of documents

In European countries, EDI technology, software, procedures and databases guarantee the authenticity and authenticity of primary documents, the impossibility of falsifying them. If the tax office is interested in the details of individual accounts, including VAT rates, then the latter are extracted from the electronic archive. Local legislation allows for a complete electronic document flow without paper primary documents.

The history of the application of EDI in European trade began in the late 1990s. European telecommunications providers offer their channels to technically advanced network merchants in order for them to transmit data on their own. With this level of technological business culture, only a data channel provider is needed to implement EDI: a trading company uses them, independently carrying out transactions.

Competitive advantage for the supplier

The locomotives of all processes to trade in are the largest retailers, and in the future they will cooperate only with technologically advanced suppliers. It should be borne in mind that EDI implemented at the supplier will create additional difficulties for a large retailer or manufacturer to switch to a partner without electronic exchange, that is, this technology will become one of the types of competitive advantage of the supplier.

A one-quarter reduction in Out-of-Stock (that is, goods that are not available due to lack of stock, goods that are in demand but sold out) of a large Russian network returns tens of millions of dollars to circulation - this is more than a good reason to start using EDI. At the same time, this service makes sense if at least 80% of suppliers use it. Consequently, big companies - both retailers and suppliers - will either move their partners to EDI or abandon negligent partners in favor of more advanced ones.

EDI Prerequisites and Objectives

• Improving the efficiency of business processes
• Lower financial and time costs
• Improving capital turnover
• Improving Customer Experience
• Create a single company information field
• Secure and secure access to information
• Information availability
• Improving the company's social responsibility

EDI yesterday

In the early 2000s, the number of EDI projects could be recalculated on the fingers, and the implementation of EDI implied only a change in the method of transferring some documents used in operating activities: if earlier a paper document, for example, "Order of Goods," was transmitted to the supplier by fax, then after the implementation of EDI it began to be transmitted as an electronic message (the standard EDI message ORDERS corresponds to the paper document "Order of Goods"). However, the same "Order of Goods" was transferred at the same time, and there were no significant changes in the business processes of its formation. We can say that at this stage the term EDI (electronic data interchange) was most logical to translate literally, that is, as "electronic data exchange."

Nevertheless, the implementation of EDI, even in such a narrow understanding, brought tangible benefits: it was possible to reduce costs and significantly increase productivity. What factors played a role in this? The use by all players of uniform EDI standards developed by the international organization GS1, and the centralization of electronic document flows due to the emergence of EDI providers, made it possible to get rid of hundreds of different types of interfaces. The elimination of the "human factor" inevitable in the manual exchange of documents, and the transition to automated data exchange between the two information systems, made it possible to get rid of delays and errors, as well as reduce staff workload.

It is easy to notice that the greatest benefit from the implementation of EDI was received by companies that use a really large number of documents in their operations, for example, logistics operators and retail operators. At this stage, they were the main customers of EDI projects. Today, such projects have been implemented in many companies in this area, helping them make data transfer processes faster and more accurate and thus reducing costs.

This implementation of EDI was rather a purely technical task, which was usually posed to IT departments, and was successfully solved by them. The implementation of such a project most often required a little refinement of IT systems, but there was no need to change business processes.

EDI Today

In recent years, the understanding of EDI has changed a lot, and today the idea of ​ ​ replacing paper documents with electronic documents is invested in it, which includes much more than automation of data exchange.

For example, in the FMCG industry, before the onset of the "EDI era," the exchange of information about the list and prices for goods available for order was reduced to the transfer from the supplier to the trading network of a paper "price sheet" with printing and signature.

Then, in the first stage of the EDI implementation, the paper "price sheet" was supplemented with the standard EDI message PRICAT, which made it possible to speed up the transfer of information and reduce the number of errors, but was not legally valid. In addition, in practice, when forming a price sheet, its multi-stage approval occurs, which is accompanied by a number of auxiliary internal paper documents containing various additional information. The introduction of EDI exchange did not change these business processes and therefore did not lead to the rejection of the paper "price sheet."

Now, especially after the advent of electronic signature, when implementing EDI, companies are already set a larger goal - to completely abandon paper documents. We can say that at today's stage, the term EDI should be taken as "exchange of electronic documents."

But if the issue of the legal significance of the transmitted electronic EDI documents was resolved with the adoption of the Law on Electronic Signature, then the issue with internal business processes remained. For example, in the case of "price sheets," in order to completely abandon paper, it is necessary to automate related business processes related to the coordination of the list of items and prices between different departments and responsible persons of the companies participating in the process. The changes necessary for such an EDI project are no longer purely technical and often must seriously change the processes of both companies.

Nevertheless, today market participants have already formed an understanding of the category of documents that require the least number of changes in business processes and are therefore the easiest to completely abandon paper. These are documents of a contractual nature (contracts, appendices, agreements), acts of services provided (communications, advertising, consulting, etc.), acts of reconciliation of mutual settlements, etc. Today, these electronic documents without legal and tax risks for the company can be used without hard copies. The number of such EDI projects is still small, they are much more complicated than previous EDI projects, however, they can bring much more advantages - not so much by transferring the exchange of documents into electronic form, but by automating the business processes themselves, which certainly leads to their acceleration and increase transparency.

At the same time, we must not forget that such a project cannot be done by one IT division and for its successful completion it is necessary that both management and the operating departments of both companies are interested in it.

EDI tomorrow

Tomorrow EDI is an opportunity to completely abandon paper document management between companies. However, so far this is hampered by a large number of unresolved problems that prevent the exchange of certain types of documents into electronic format.

Firstly, not the entire legislative framework is ready for the use of documents exclusively in electronic form. For example, electronic invoices can only be used for operational management accounting, and it remains necessary to send a hard copy document for accounting and tax purposes.

Secondly, some workers are used to using traditional documents, and due to the low level of automation of their activities, as well as the peculiarities of the mentality, it is still difficult for them to completely abandon paper. For example, today it is difficult to imagine a traffic police inspector who is pleased with only one electronic document accompanying the delivery of goods. In the same way, it is impossible to imagine a forwarding agent who will hand over the goods to the store for electronic signature in an electronic document without leaving any confirmations in his hands (especially if discrepancies in the quantity of the goods were found during acceptance).

Thirdly, for the FMCG industry, it is necessary to take into account the factor of frequent changes of personnel working with commodity documents, which entails the need to issue a separate electronic signature for each new employee, and this is a slow and costly process. However, it is already clear that the market recognizes all the advantages of a complete transition to paperless EDI technologies, therefore, in the near future, solutions to existing problems will be found and the number of projects to completely abandon paper documents will be measured in thousands.

Example of calculation of EDI usage efficiency

You can use the Unified Key Figure Set (KPIs) to evaluate the effectiveness of the EDI. The use of uniform criteria allows the company to compare its performance with other companies in Russia, in other countries, within the corporation, etc.

It is easy to calculate how many different exchange agreements the participants will need to conclude in the most general case:

• For 6 partners
  

N = 6 x (6-1)/2 = 15

• For 100 partners
  

N = 100 x (100-1)/2 = 4450

With the increase in the number of participants in electronic data exchange, this figure increases exponentially. In addition, it should be noted that the communication equipment and protocols used by each partner may differ significantly. Therefore, the organization and maintenance of the electronic data exchange scheme "everyone with everyone," its correct and reliable work can become a difficult task even with a small number of partners and require significant resources (financial, personnel, organizational, administrative).

Now let's look at how the task of organizing the exchange of documents in the EDI network is solved.

The number of connections is now equal to the number of exchange participants, each partner "plays" according to the same rules and solves only one problem - its own connection to the EDI platform. At the same time, he does not care at all how the other partners are connected and work: the EDI provider takes on all other tasks. And all this is done due to the fact that there is a certain standardization of messages on the EDI platform. Their transformation "at the input" - to the standard view, "at the output" - to the view of the recipient.

Let's analyze the economic efficiency during implementation, take a retail network that sends 4,000 orders per month.

• Manual order processing - 30 minutes using EDI - 5 minutes.
• The cost of the employee's time is 20 thousand rubles. s/p, + 5 thousand rubles. taxes, + 3 thousand rubles premium, + 20% from the salary of office overheads, total: 32 thousand rubles, 1 hour = 32,000/21,75/8 = 184rub
  .

Direct savings on employee salaries:

4000 х 25/60 х 184 = 301 thousand rubles.

If a trading enterprise has several hundred or thousands of suppliers, then even a simple savings of 30 minutes on each partner already gives a tangible result. For example, the Moscow chain of hypermarkets Mosmart (Partner), which sold EDI, has 50 thousand items of goods, 800 suppliers and 75 thousand buyers daily.

Legally significant electronic document flow through the "multi-provider bus"

Integration bus is a service that allows you to exchange electronic documents with counterparties through EDM operators without roaming

Pros of the solution

• No roaming
• There is no need to connect to another EMO operator
• Integration with any accounting/information system (SAP, 1C, EDMS, Archive)

For customer:

• There is no need to integrate with each EDM operator
• No roaming
• Integration with any accounting/information system
• The software itself selects the desired EDM operator to send the document based on the specified route
• Stamping on document types based on signature files
• Possibility of organizing an intra-group UWEDO

For counterparty:

• There is no need to connect to another EMO operator (you can use the current one)

EDI roaming

Технология, позволяющая обмениваться юридически значимыми электронными документами между контрагентами, подключенными к разным операторам electronic document management

Прямая интеграция систем EDM with each other, without the participation of a certified software and hardware complex (RC EDM)

Интеграция систем ЭДО с сертифицированным программно-аппаратным комплексом по единым стандартам (РЦ ЭДО)

Direct Roaming Connection between EDM Operators

• Individual integration with each EDM Operator
• Non-certified means of data exchange between EDM Operators
• Individual charging conditions with each EDM Operator
• Individual creation of a Roaming Connection for each counterparty pair
• Creation of a Roaming Connection with the involvement of technical support of the EDM Operator only

• If Operator 1 has implemented only one integration, for example, with Operator 2, then SW EDM is possible only between users of two EDM systems
• When selecting the Operator, the User focuses more on the number of counterparties connected to this Operator, and less on the terms of cooperation with the Operator
• In most cases, you have to connect to 2 or 3 Operators in order to organize SW EDO with most of your counterparties

Roaming through a certified Roaming Center

• Uniform data exchange standards between EDM Operators
• Certified means of data exchange between EDM Operators
• Uniform charging conditions with all EDM Operators
• Mass creation of Roaming connections with all possible counterparties
• Independent creation of a Roaming Connection without involving technical support of the EDM Operator

• If Operator 1 has implemented only one integration, for example, with the Roaming Center, then SW EDO is possible between all users of all Operators who have connected to the EDO DC
• When selecting an Operator, the user is more guided by the terms of cooperation with the Operator than over the number of counterparties
• One connection is enough to organize SW EDO with most of its counterparties

EDI in Russia

2022: FTS approved the parameters of the electronic reconciliation act

The Federal Tax Service approved the parameters of the electronic reconciliation act. This became known on June 22, 2022.

The format of the electronic document can be used from July 21, 2022.

Thanks to this innovation, both sides of trade and economic relations will be able to compare data, find inconsistencies in the shipment and payment of goods. All this will help reduce paper flow.

Prior to this, the Federal Tax Service presented an electronic agreement in the format of PDF/A-3 the ^[1] Service ^[2].

2021

Minek has developed a comprehensive reform of electronic document management

In mid-September 2021, the Ministry of Economic Development of the Russian Federation announced the development of a comprehensive reform of electronic document management. The initiative is aimed at removing legal barriers in this area.

As noted in the Ministry of Economic Development, the department analyzed the current regulatory legal acts in order to determine obstacles to the further formation and use of various kinds of documents in electronic form. For example, a driver's license, a certificate of registration of a civil aircraft, a hunting permit, an employment contract and many other papers still remain outside the electronic format.

According to the ministry, by mid-September 2021, more than 400 documents are subject to paperwork only. Such requirements contain the provisions of 8 acts of international law, 46 federal laws, 12 acts of the President of the Russian Federation, 60 acts of the Government of the Russian Federation and 246 acts of federal executive bodies.

At the same time, a significant part of them can be issued in electronic format if "state bodies and parties to legal relations have technical capabilities," they stressed. The Ministry of Economic Development believes that electronic document management in the public sector will help save time and significantly reduce the costs of citizens, business and the state.

In 2021, a single electronic format of the contract will appear in Russia. Its development is carried out by specialists from the Federal Tax Service. After the format is approved, contracts can legally be sent to counterparties within the framework of formalized electronic document management. Now the contract, unlike invoices, does not apply to formalized documents.

As noted in the Federal Tax Service, in Russia by September 2021 there is no full-fledged regulatory, organizational and technological basis for legally significant electronic document management. There are no uniform approaches to the creation, circulation, storage and use of electronic documents by companies and individual entrepreneurs. This leads to duplication of electronic and paper technologies and prevents the transition to paperless digital interaction both within organizations and when working with counterparties.^[3]

The Government of the Russian Federation supported the bill on the transition to electronic document management

In mid-May 2021 Government of the Russian Federation , she supported the bill on electronic document management, which establishes the procedure for transferring paper documents to digital documents while maintaining legal significance. It was developed Ministry of Economic Development as part of the national program "" and Digital Economy of the Russian Federation the National Economic Recovery Plan.

According to TASS Information Agency of Russia with reference to the head of the Ministry of Economic Development of the Russian Federation Maxim Reshetnikov, the bill also creates rules for the long-term storage of electronic documents belonging to business and authorities of all levels.

This will apply to almost 99% of documents, they can be transferred to electronic form, and further their storage period [paper documents] is reduced to one year, the minister said.

According to him, the initiative, among other things, solves the problem of already existing electronic documents for which the electronic signature expires. Thanks to the bill, companies will be able to significantly reduce the cost of physical storage of paper documents, we are talking about billions of rubles a year, said Maxim Reshetnikov.

It is also noted that when transferring a document from paper to electronic form, the average work time of a company employee with such a document is reduced by 5 times.

Deputy Prime Minister Dmitry Chernyshenko noted that the Government of the Russian Federation has carried out large-scale work to simplify document management for business and citizens, transfer it to electronic form.

This is one of the key elements of the digitalization of the economy. For our initiative to work in full force, it is necessary to adopt a number of by-laws. We will soon discuss their development, details of the further transition process with entrepreneurs in order to take into account the needs and wishes of the business, "he stressed in mid-May 2021.[4]

2020: Minek decided to translate business document management into electronic form

On September 14, 2020, the Ministry of Economic Development of the Russian Federation announced the development of a bill on electronic business document management. The department believes that the new initiative will save companies billions of rubles. The document was submitted to the Government of the Russian Federation.

The business must keep the documentation in paper form. The Ministry of Economic Development proposes to translate them into electronic form, and destroy paper copies a year after digitalization, unless otherwise directly established by regulatory acts. This will save entrepreneurs time, place and money, - said Deputy Minister of Economic Development Vladislav Fedulov.

The draft law provides for basic regulation of long-term storage of documents in electronic form, creating the possibility of converting an electronic document into another format while maintaining its legal significance. Minek outlined the main tasks that, according to the ministry, this bill solves:

• It will be possible to create duplicates of documents on paper in electronic form and duplicates of electronic documents on material medium with the preservation of a duplicate of the legal significance of the original document.
• A general procedure for creating duplicate documents will be introduced, in which case the legal significance of the created document will be equal to the original document.
• Regulation of the mechanism for converting electronic documents is provided. This means transforming the original electronic document by changing its format while preserving its content.
• Requirements for the implementation of entrepreneurial activities on the creation and storage of electronic duplicates of documents are established, state accreditation of such activities is provided.
• General requirements for electronic documents storage procedure are established.
• It is possible to reduce the shelf life of original paper documents when creating their electronic duplicates.^[5]

2019: Plan to introduce a ban on submitting paper reports to customs for companies trading with EAEU countries

On November 7, 2019, it became known that the Russian companies that deal trade with countries EEU will have to submit statistical forms on the movement of goods across the border only in electronic form. This will take the extra burden off the business and make trade statistics more accurate.

As reported, companies that import and export goods between Russia and other countries of the Eurasian Economic Union (EAEU) will submit to the customs authority statistical forms on the movement of goods across the border only in electronic form. The relevant changes are provided for in the Procedure for maintaining statistics of mutual trade in goods of the Russian Federation with the member states of the Eurasian Economic Union.

The draft of this procedure and the government decree, which is planned to approve it, for November 2019 can be found on the portal for publishing draft regulatory legal acts. The draft resolution is at the stage of public discussion, which will last until November 19, 2019.

After the entry into force of these documents, Resolution of December 7, 2015 No. 1329 "On the Organization of Statistics of Mutual Trade of the Russian Federation with the Member States of the Eurasian Economic Union" will expire.

The explanatory note notes that this procedure is aimed at improving the maintenance of statistics on mutual trade between Russia and other EAEU countries. Submission of the statistical form only in electronic form should reduce the burden on applicants and ensure faster receipt of the form to the customs authority. The procedure will make it possible to improve the quality of statistical information on Russia's trade with other EAEU countries, the note says.

Companies that trade with the EAEU countries will need to submit statistical forms only in electronic form In addition, the procedure gives an additional eight working days for submitting a statistical form to the customs authority without bringing to administrative responsibility. It will also simplify the filling out of the statistical form for goods that move across the border as part of online trading to individuals.

Paragraph 9 of the new Procedure for Statistics states that the statistical form must be submitted to the customs authority in electronic form, and it must be assured with an enhanced qualified electronic signature. The form is submitted through the personal account of a participant in foreign economic activity on the website of the Federal Customs Service (FCS). The customs authority where the form was submitted must carry out its electronic registration. In this case, the date of submission of the form will be considered the date when it was submitted through the personal account.

If the customs authority finds false information in the form, it must notify the applicant about it. The applicant will have ten working days to submit electronically through his personal account a corrected version of the form and an application for cancellation of the previous version, signed by an electronic signature. The application can be drawn up in any form, but it is imperative to indicate the registration number of the canceled form, the list of amendments made and the justification for their introduction.

If the applicant himself realized that he had sent false information in the first version of the form, then he also, on his own initiative, sends to the customs authority a corrected version and an application for cancellation of the previous one.

The statistical form is submitted by Russian companies that import and export goods between Russia and the EAEU member countries. The form is submitted for the reporting month for several shipments/receipts of goods performed on the same terms under the same contract. You can submit the form and for each shipment and receipt separately. The form is submitted within the first ten business days of the month following the reporting month.^[6]

2018: Bill on online insurance contracts supported by experts

The bill on the possibility of concluding contracts between insurance brokers and insurance agents in electronic form was supported by experts from the Regulatory Regulation working group at the Digital Economy ANO. The decision was made on April 9, 2018 at a meeting held at the Ministry of Economic Development of the Russian Federation with the participation of this department, FAS, Sberbank, Gazprombank, Skolkovo Foundation, HSE, MTS, 1C and others.

The bill was prepared by the competence center of the direction "Regulatory Regulation" of the program "Digital Economy of the Russian Federation" - the Skolkovo Foundation. As follows from the explanatory note to the document, the project was developed to increase the availability of services for policyholders, including legal entities. In particular, it eliminates the legal restriction on the conclusion of contracts online for the insurance of goods, property of legal entities (with the exception of vehicles) and business risks. At the same time, these types of insurance, according to the authors of the document, are very relevant for insurers and profitable for insurers: in 2016, insurance premium fees under property insurance contracts amounted to 107.5 billion rubles with an average payment ratio of 28.6%.

Expert support for the bill on the conclusion of insurance contracts online means another step towards creating a paperless environment, that is, the development of the digital economy. And we still have a lot of such steps to do in the next few months, "said Ruslan Ibragimov, head of the Regulatory Regulation working group at the Digital Economy ANO, vice president for corporate and legal issues at MTS.

2015: E-Com calculated how to save 4 million rubles per year on EDI

The company E-Com estimated business processes retail in 2015 and identified two main areas that directly affect the optimization process: the number of orders sent and the number of deliveries per month^[7]

"Thanks to

these elements, using electronic data exchange (EDI), you can optimize the work of personnel and get savings in the amount of 372 thousand rubles. per month, or more than 4 million rubles per year, "commented Eduard Kishkovsky, head of the E-Com integration solutions hotel, for the year

.

As you know, there are a number of standard EDI messages: order (ORDERS), order response (ORDRSP), shipment notification (DESADV), receipt notification (RECADV), electronic invoice, and others. However, the most popular and important among them is ORDERS - with it the relationship between the buyer and the supplier begins, the company noted. Thanks to the implementation of this document, the company often saves on facsimile and telephone conversations, as well as on reducing the staff.

According to Georgy Bagrov, senior manager for work with key clients of the Karavay group of companies, their company has about 70-100 thousand orders per month through EDI. The savings for their processing are 3500 man-hours. And representatives of the alcohol distributor company "Trading House ROSSICH" noted that thanks to the integration solution, the company was able to significantly reduce the processing time of orders - one operator is now able to process more than 300 documents per day, excluding errors in entering incorrect items.

When calculating the economic efficiency, E-Com specialists took the following for the initial data: the average number of orders sent - 5 thousand per month; the average salary of one employee at an 8-hour working day (according to Rosstat for 2015) is p31 thousand per month. The time spent on working time indicates that the time spent on manual processing of the order is about 30 minutes, through EDI - 5 minutes.

Thus, one employee will send 16 orders per shift, and 96 orders per shift. To process the initial number of documents in the first variant, you will need (5,000/16x21.75 = 14.36) about 14 employees, and in the second (5,000/96x21.75 = 2.39) - 2. Personnel reduction on one operation leads to savings according to the following formula 12х31000. This calculation ultimately leads to an amount of p4 million per year, explained in E-Com.

2006 years

In Russia, a joint project to implement ECR technologies began in 2003. As of 2006, several dozen companies take part in the ECR-Rus initiative, while most of the Russian market has a vague idea of ​ ​ the project or does not have it at all.

In Russia, Western companies have chosen a slightly different path for the development of EDI than in Europe. The reasons lie both in the underdevelopment of these services, the strong fragmentation of the supplier market, and in our legislation. The average level of IT development of Russian companies is much lower than in Europe. There are many companies in Russia, especially among suppliers who have never heard of EDI. It is necessary to find potential customers for services, promote the technology, show how it is used, what its pros and cons are and where the "pitfalls" lie. This can be effectively done by a company that professionally implements EDI, that is, a specialized provider^[8]

For FMCG providers, the advantage of EDI becomes tangible only when electronic data exchange is integrated with the IT infrastructure. For example, when an order is immediately loaded into the information system. Not every company can do it on its own. In this case, the supplier needs IT integration consulting.

For these and many other reasons, Russian retailers give EDI to the full. outsourcing The provider is responsible not only for communication channels, but also for broadcasting data, and also conducts all work on connecting, training the customer, support and necessary consulting. Often when implementing EDI for integration purposes, it is necessary to describe and optimize business processes the customer.

As for infrastructure, the company should use an accounting system, and this can be both 1C and SAP. True, the higher the level of the accounting system, the fewer problems when switching to EDI.

An easy solution for some companies may be a web portal for electronic commercial document management. For small companies that are not friends with IT or even have no accounting system at all, the web portal is the only option to optimize EDI costs.

A small supplier enters the portal, saves its data there, they are automatically broadcast to the desired format, then an electronic exchange takes place between the portal and large counterparties of the supplier. There is also an offline solution: the user can download and fill out the form offline, and then send it away. Thus, from the point of view of technology, modern EDI solutions allow organizations with any IT infrastructure and almost any communication channel to work with them.

2004: EDI Providers

Commercial EDI is possible in Russia, because there is a localized EANCOM electronic data exchange standard, there is a global and local IT infrastructure for such document management, and provider companies operate that take on all the tasks of implementing projects.

In the summer of 2004, the ECR-Rus Technology Committee held a tender, which resulted in the selection of several provider companies that received the right to provide electronic data exchange services under the ECR initiative in Russia. The committee plans to continuously expand the list of EDI providers.

The criteria for choosing companies are both technological readiness for the provision of EDI services and the cost of services for the consumer. ECR-Rus aims to introduce EDI technologies not only in large companies, but also among medium and small businesses. The committee signs an agreement with all service providers, thereby monitoring and maintaining the basic quality standard defined by ECR-Rus for its members.

EDI providers provide on outsourcing their own IT infrastructure and can even provide the client with access to a processing center with high performance and reliability. EDI services should be available 365 days per year, 7 days per week and 24 hours per day. Unlike the infrastructure of most companies, the processing center has continuous power supply, multi-level protection against unauthorized access, and data protection in case of any failures. The time for which the message must pass from one user to another, according to the requirements of ECR-Rus, must not exceed 10 minutes. The provider is responsible for the speed of the service, guarantees the delivery of messages and their verification for errors. At the same time, EDI providers provide communication through open networks (Internet), direct connections between customers and communication through networks with additional services (VAN).

The situation with the introduction and use of EDI in Russia is very different from Europe or America. There EDI, information systems for ensuring the delivery of goods, payments and automation of trade began to develop rapidly in the 70s of the twentieth century, they appeared in our country only in the mid-1990s. Therefore, EDI providers offer various connection options that take into account the level of IT in the company, the volume of documents sent and the means of communication. This allows each company to solve its tasks in an optimal way: integrate an account system with EDI or simply have a web interface for exchanging documents with partners. Different levels of tasks and their solutions involve different ways to connect and service levels. The services of EDI providers in Russia are used by both the largest companies (Auchan, Metro, Coca-Cola, Procter and Gamble, Lenta Retail Network, Mosmart (Partner), Ramstor, etc.), and their smaller partners - suppliers and customers.

In some cases, at first, large companies are so interested in working with partners through EDI that they can offer the provider to pay for all transactions of their counterparties, or introduce a small subscription fee for them to use the portal.

EDI Provider Service Requirements

Customers record their requirements for the provider in service level agreements. It specifies the time of operation of the technical support service, the response time to a client request, the time for troubleshooting various problems, and other parameters. As a rule, service providers offer their customers not only various ways to connect to EDI, but also various tariff plans that directly depend on the level of service. Customer requirements and provider obligations can be significantly higher than basic ECR-Rus requirements. For example, for large companies, you need a guaranteed time for processing and delivering a message, calculated not in minutes, but in dozens of seconds - no more than 10-20 sec. per message.

EDI Provider Service Requirements:

• support for all data types and types of their transmission
• low total cost of ownership
• connection safety
• interoperability with partners
• Easy to install and configure
• full audit of documents passing through the network
• translating documents from one format to another
• routing and forwarding messages to customers of other providers
• online connection of the customer's trading partners
• localization and development of EDI software
• consulting, training and development of EDI solutions
• technical support for users

EDO market in Russia

2020: Only 30% of companies use electronic document management in Russia

Electronic document management (EDO), which helps to exchange information safely online during business, is used in its activities by only 30% of Russian enterprises. Moreover, the smaller the size of the business, the less often the company interacts with its counterparties in digital format. Such data are provided by experts of SKB Kontur, a developer of software for electronic document management, and Gazprombank Avtolizinga, which finances the purchase of transport for business.

Companies that deduct a single imputed income tax (UTII) and individual entrepreneurs (micro and small businesses) resort to EDO less often than others - in only 5% of cases. Small and medium-sized businesses on a simplified taxation system (STS) digitalize data transmission more often - in about 12% of cases. Among the leaders of digitalization are companies operating on the main taxation system (OSNO): about half of them actively use EDO systems, and about 70% have subscriber boxes from any operator.

At the same time, with the forced self-isolation of Coronavirus COVID-19 in Russia, many organizations had to actively rebuild business processes: transfer offline stores to online format, send goods with couriers, organize home offices for employees. Electronic document management in these conditions is another opportunity to adapt the business to new realities.

This is evidenced by the data of the Contour, whose clients for the first quarter of 2020 transferred 30% more data through the system of legally significant electronic documents Diadoc than in the same period last year. And the document management service between retail chains and Contour suppliers. Kontur.EDI began to be used 27% more often.

In conditions of remote work, EDO will help to easily replace the traditional paper document flow, because to work with it you only need the Internet and a qualified electronic signature (KEP). It is cheaper and faster than paper, and in difficult economic conditions this is especially important. If sending a package of documents by standard mail costs 50-60 rubles, then through the electronic data transfer system - 5-7 times cheaper. It is not necessary to wait a few days for the counterparty, perhaps, to receive the papers - sending and guaranteed receipt takes a few seconds.

It is easy to start working with electronic documents in an online service, for this you do not need to download and install the program on your computer. This method is suitable for companies with a small amount of document flow, which may notice the immediate effect of digitalization in the form of savings on paper and sending documents. Large enterprises are interested in automating document flow, for them the decisive arguments in favor of EDO are the acceleration of processing large volumes of documents, reducing labor costs at all stages of working with documents and reducing tax risks.

2018: Consumption of web services of external EDO increased by 31% to 13 billion rubles

On June 27, 2019, J'son & Partners Consulting announced that it had completed the preparation of a study of the Russian web services market for external electronic document management (VEDO) based on the results of 2018 and its development forecasts until 2022. The results of the study show that without a deep revision of the technological and economic foundations of the market, its further growth is impossible.

For the period 2014-2018. The average annual increase in consumption of all types of external electronic document management considered in the study, provided in the format of web services, amounted to 31%, in absolute terms, the consumption of web services increased from 4.5 to 13 billion rubles. The volume and dynamics of consumption of external EDO in the on-premium format is significantly lower than those for web services: the volume of all segments of external EDO in the on-premium format, including integration costs, for the period 2014-2018. increased from 3.2 in 2014 to 5.8 billion rubles in 2018, with a CAGR of 16%. The total volume of EDO consumption in web and on-premium format increased from 7.6 (2014) to 18.3 billion rubles in 2018, which corresponds to the average annual growth rate of 25% of CAGR.

It is expected that in the period 2019-2022, the growth rate of the external EDO web services market will decrease to 2% of CARG, and the market volume in 2022 will amount to 13.8 billion rubles. The volume of consumption of external EDO in the format of on-premium installations will grow at a rate of 1% of CAGR, and will increase from 5.8 to 6 billion rubles. due to growth in the segment of inter-corporate EDO, where the share of on-premium will remain high.

According to the forecast of J'son & Partners Consulting, the consumption of business SaaS in Russia will grow from 5.8 in 2018 to 13.7 billion rubles in 2022, that is, it will only equal the volume of the external EDO web services market, which are a source of primary data for business SaaS services. This means that the depth of analysis of primary data in business SaaS services will remain low, as well as the economic effect of using these services.

The main industry (vertical) segment, which provides more than 75% of the total consumption of external electronic document management services, is trade and services (Fig. 1). It is expected that the share of this industry segment will slightly decrease and will amount to slightly less than 70% in 2022, while the share of industry (including fuel and energy complex) and agriculture will increase due to the introduction of labeling and traceability services covering the production stage.

The drivers of the further development of the external electronic document management market are, according to analysts, precisely the economic efficiency of the use of these services by all business entities. From a technical point of view, this requires the integration of EDI and inter-corporate EDO with corporate accounting systems and the implementation of complex predictive analytics on top of accounting systems. If the first is already largely implemented, then the second is not yet. In addition, rather radical organizational changes are needed: end-to-end optimization requires a complete overhaul of management methods both within a single company and the implementation of end-to-end management of the entire chain of creation, distribution and consumption of tangible and intangible values. For service providers of external EDO, solving the problem of end-to-end optimization means the need to implement all types of external as one of the types of functions of ecosystems of cloud platforms and applications of the industrial Internet of Things (IIoT platforms and applications).

Even from a purely technical point of view, if you "distract" from the legislative preferences (barriers) artificially created for specialized external EDO players that limit competition, it is easy to notice the absence of fundamental differences between providers of any type of external EDO and integration (service) platforms of the Internet of things (in Fig. 2 in the middle).

Question price

If the company already has an ERP system and a centralized access to the EDI service provider, then we can assume that the infrastructure and software problems have been solved. However, this is not the case for many Russian companies. Therefore, the best option for them is to assign most of the tasks to the provider, which is not only professionally engaged in the provision of EDI services, but also provides EDI consulting.

The price of the issue depends on the agreement with the provider. It is important to note here that the ECR-Rus technology committee has taken over the functions of centrally determining the price boundaries of providers. The services of Russian EDI providers are available even to a small company and amount to less than a thousand dollars initially and no more than several hundred dollars per month for traffic. Now the cost of one transaction is comparable to the cost of sending an SMS message. In theory, over time, when these services become mass, their relative cost should decrease even more.

The ECR-Rus Committee has developed a template for the contract between the parties, which reflects its vision of the interaction between the provider and the client. For example, if two clients work with different providers, then they should be able to exchange information with each other. The providers selected by the committee guarantee this. Some customers, such as the Moscow-based Mosmart hypermarket chain, work with several providers at once.

Electronic document - standalone object of protection

An electronic document (together with its metadata), being an independent legal object, from the point of view of information security, is also an independent, if more precisely, autonomous object of protection, for which the following security priorities and safety requirements should be provided ^[9]

• integrity ( identity, authenticity of the document) shall be ensured. The priority is absolute and must be ensured at all stages of the document life cycle;
• the document must be accessible at all stages of the document lifecycle. The rules for granting access to a document may change over time depending on its status;
• confidentiality of the document shall be ensured. The requirements for classifying a document as confidential may change over time;
• the document should be kept safe throughout the life cycle and protected from uncontrolled destruction.

The main factor that allows you to use an electronic document in the system of legal relations is the possibility of giving it, if necessary, legal force throughout the life cycle, or from the point of view of the right to provide the necessary level of trust.

Trust in a document arises only when its authenticity is ensured, which implies ensuring the identity (identification) and integrity of an electronic document, naturally also throughout its life cycle.

What documents can be used as evidence of trust

• An official, up-to-date report on the results of assessing the organization's compliance with information protection requirements, containing a conclusion on the compliance of the organization's protection level with the established requirements. For credit and financial institutions - not less than 0.85.
• List of information protection tools with valid certificates for them. Information about the presence of certificates for electronic signatories is included in the certificate of the signature verification key.
• A license for technical protection of confidential information, indicating the types of licensed activities established for CMEA, issued to the organization participating in electronic interaction in the financial market.
• A license to provide telematics communication services issued to the organization as the organizer of the trusted message transmission system (requires regulatory registration).
• Certificate of accreditation of the organization for the performance of activities related to the long-term storage of electronic documents (requires regulatory registration).

Project risks

Even with a provider that takes over everything, a number of internal changes are possible in the company. For example, now many Russian trading partners can communicate with each other on their internal codes, and GLN codes may not be used at all. Before you can start an EDI project, you must obtain these codes and enter them in the system.

For many market participants, the risks of implementing EDI directly depend on the level of IT. In the presence of patchwork automation in the company, the risks of integration will lie not in the integration itself, but in the absence of a full-fledged accounting system.

The risks of large retailers are associated with the underdevelopment of the EDI market. In particular, its development is hampered by legislation - despite the adopted law on electronic signature, Russian trading companies must produce and store tons of archives with primary paper documents. In addition, regional partners of large retailers are still wary of EDI services and are in no hurry to use them. Due to the current geographical and other conditions, they feel like "monopolists" and in the EDI aspect they may not obey the retailer's dictates.

As for prices, the EDI service in principle cannot be expensive, since it is designed to optimize logistics costs. However, small companies can perceive EDI technology as expensive both when implemented and when used. If they are not used to working with IT, if their business processes are not debugged, then they are unlikely to benefit from the benefits and benefits of electronic data exchange. When subsidies for investments or payment of traffic from a large partner stop (or the provider suddenly begins to raise prices), then small suppliers and stores will stop using EDI. An example of this is the European market, where small manufacturers cannot take advantage of EDI (there the costs of infrastructure, equipment, software, provider services are decent sums) and therefore actively oppose ECR technologies.

Technologies and Standards

The first multilevel EDI model is comparable to the ISO/OSI 1983 reference model, which described the development and content of network protocols. Its distinctive feature is another level of abstraction.

The 1983 EDI model consists of 4 levels:

• Physical infrastructure
• Transfer
• Presentation and Standards
• Applications and Semantics
  

Infrastructure

Consists of telephone dial-up and cable lines, networks. During the beginning of the development of EDI, the Internet was perceived as many open networks (BITNET, others) and intra-corporate specialized networks (EDI-Express General Electric, IBM Information Exchange Network). High-speed backbone networks were of great importance.

Today, a wide range of hardware can be used as a platform for EDI: mainframes, mid-range servers or client servers, and even ordinary PCs. When choosing a platform, the main thing is to correctly assess the volume of expected transactions, the type of data for exchange and the number of business partners.

transfer

It was carried out through E-Mail, point-to-point Telnet and FTP connections, HTTP. Electronic data transmission was supported. Other common transfer protocols include SMTP, POP3 (ISP), IMAP.

Presentation and Standards

At this level, syntax and semantics (content) define the data structure. An important issue was the standardization of data structuring, with the widespread standards of ANSI X.12 in the USA and ECE EDIFACT in Europe and Asia. There are also many proprietary industry standards.

Applications and Semantics

This layer includes applications in which data is created and automatically processed and read. The application is installed at the sender and recipient of the data, intermediaries can perform data validation and conversion of standards.

EDI transactions can be arranged on top of various telecommunication protocols. In Europe, for EDI systems, the common types of direct connections are VPN (Virtual Private Network), FTP (File Transfer Protocol) and EDIINT (EDI over the Internet), as well as networks with added VANs services (Value-added Networks).

There are also two standards for the transmission of documents over the Internet: the AS1 standard allows the transmission of EDI documents through the SMTP protocol (e-mail), the AS2 standard serves for transmission via http.

Internet EDI Implementation Principles (AS1 and AS2 Standards)

• Confidentiality - Only documents available to the sender or recipient
• Authentication - Authenticating through Electronic Signature Verification
• Validity - inability to change the document without the recipient's knowledge
• Alert Reliability - Cannot be denied when receiving a message

See also

• EDMS (more)
• ECM – Enterprise Content Management
• EDMS (Software Technologies)
• EDMS (implementation methodology)
• ECM (Global Market)
• ECM Top Trends
• EDMS (Russian market)
• EDMS in Russia: industry specifics
• Trends in the Russian EDMS/ECM systems market
• Geography of EDMS/ESM projects
• EDMS in SaaS format

Notes

Electronic interaction in time and space