Monolith: EDMS

2020: Function of the signature of documents simple electronic signature

On January 15, 2020 the Monolit-Info company reported that within the electronic document management system (EDMS) for reduction of time of document handling function of the signature of documents the simple electronic signature appeared. Basic purpose of the electronic signature – to confirm that the electronic document (ED) is approved and signed by the particular person.

Simple Electronic Signature (SES) is the vising in an electronic format confirming the fact of creation of the visa by the specific employee of the enterprise. Simple Electronic Signature has no certificate of the EDS, validity period and is created automatically during operation with documents after authorization of the user in a system. PEP represents the text file where the identifier ED, the user login, the Full Name and also other document attributes which allow to identify both the person the performed operation, and the document over which action was made contains.

Features of functionality of PEP

In EDMS jobs during the work with internal documents the separate type of tasks Signing along with other transactions "Approval", "Execution", "Discussion" is selected. At accomplishment of a task Signing two commands "Sign" and "Refuse" are available to the user. The second is used in case of detection of the inaccuracies and errors in the document requiring their subsequent correction.

Only after signing by all necessary PEP the ERP document receives the status "is complete". Failure of signing of the document by any of participants leads to his cancellation.

Advantages:

• Processing speed of documents.
• Lack of need of the personal signature under documents.
• Lack of paper carriers and need their storages (archives).
• Reduction of terms of vising of documents.

This functionality of creation of documents with PEP allows to involve with documents the bigger number of personnel of customer organization without the need for use of the "strengthened" EDSs and tracking of their term of their action.