Electronic Archive from IQusion — a New Technological Solution for Organizations and Enterprises in Ukraine

Currently, the use of the most optimal and effective methods of data and information management is key to the success of any enterprise. One way to achieve this goal is the implementation of an electronic archive, which has a number of advantages compared to traditional paper systems. This was discussed today, October 9, 2023, by Serhii Balashuk, Director of IQusion IT LLC, during the presentation of the company’s new services and capabilities.

According to the expert, the Megapolis.DocNet electronic document management system allows for organizing document management in companies of any level and various industries, including the public sector. In addition, there is the possibility of implementing the electronic archive function based on the Megapolis.Repository software product. This technology is designed to automate document processing with regulatory and other types of documents, as well as to maintain an electronic archive in commercial and government structures. The Megapolis.Repository system covers all stages of the document lifecycle: from creating templates and projects to organizing document storage with the possibility of using an electronic digital signature.

Key Advantages of an Electronic Archive

1. Operational Efficiency and Information Accessibility

Electronic documents are convenient to store, search, and process. They are always accessible and can be sent or received immediately, which contributes to the operational efficiency of business processes and improves cooperation between departments and partners.

2. Cost Reduction

An electronic archive allows saving costs on purchasing paper, printers, stationery, and space for storing documentation. Expenses for personnel who would process and store paper documents are significantly reduced.

3. Data Security

Electronic documents can be protected with passwords, encryption, and other information security measures, minimizing the risk of loss, theft, or deliberate destruction of information.

4. Space Optimization

The use of electronic archives allows freeing up significant office space previously used for storing paper documents and utilizing it more rationally.

5. Environmental Friendliness

Minimizing paper usage contributes to forest conservation and waste reduction, which positively impacts the environment.

6. Ease of Archiving and Backup

Systematic backup and archiving of electronic documents can be automated and do not require significant labor costs.

7. Document Version Control

Electronic systems allow easy tracking of changes in documents, preserving their version history and contributing to data consistency.

8. Legality

In accordance with Ukrainian legislation, electronic documents signed with a QES (qualified electronic signature) have the same legal force as paper documents.

“In light of the aforementioned advantages, the implementation of an electronic archive in Ukrainian enterprises and in state and local government organizations is an important step towards technological and operational improvement of information process management. Electronic documentation opens up wide opportunities for optimizing workflows, saving resources, and improving the quality of service for clients and partners,” notes Serhii Balashuk, Director of IQusion IT LLC.