EDMS-2024: What Technologies IQusion IT Develops in Electronic Document Management

Electronic document management systems (EDMS) are currently an essential component of the effective operation of any enterprise or organization. Technologies are constantly evolving, so the companies of Intecracy Group continue to improve their software products. Mykhailo Vihovskyi, a member of the Supervisory Board, spoke about this during a client presentation held on November 17 at the office of IQusion IT LLC. 

Direction 1: API Integration

Modern EDMS are becoming increasingly versatile, providing opportunities not only for processing and storing documents but also for process management, interaction with clients and partners, data analysis, creation of analytical reports, and much more. Therefore, modern platforms integrate EDMS with other systems such as CRM (Customer Relationship Management), ERP (Enterprise Resource Planning), and many others. This ensures coordinated work of various enterprise departments and simplifies information exchange.

The UnityBase platform, on which all our solutions are built, opens up wide integration possibilities. All our products can be integrated with modern external programs and services to create a unified information environment in your organization. 

The corporate document management system Megapolis.DocNet already implements the following integrations: 

• With external document management services Deals, “Vchasno”, and the “PTAKH” roaming platform. Thanks to this integration, employees can receive documents from external counterparties, process them, and send them to external services – all within the internal corporate system without switching to other applications. 
• With SEV OVV (System of Electronic Interaction of Executive Authorities).
• With NBU mail.
• With cloud signatures. 

If necessary, Megapolis.DocNet can be integrated with any required system. 

The low-code platform for business process automation, Scriptum, has a separate integration constructor and API. Therefore, it can be easily and quickly integrated with ERP, CRM, HR, and accounting systems, as well as with any other services. API integration opens up incredible opportunities for companies that want to expand the functionality of their products, unite their company’s business processes in a single information environment, and improve the experience of users and employees. API integration makes this easy and fast for developers and inexpensive for customers. 

Direction 2: Enhancing Data Security

In the face of constant cybersecurity threats, data security becomes a priority for EDMS. Through encryption, authentication, and protection against unauthorized access, organizations ensure the reliability and confidentiality of their information. The task that IQusion IT LLC sets for information systems is to combine user convenience with enhanced security protocols. Our systems already meet G-2 and G-3 levels (an indicator of the guarantee level for the correct implementation of functional security services in information protection tools). 

Direction 3: Mobility and Remote Work

The growing trend of remote work and mobile lifestyles makes mobile access to EDMS an important factor. The ability to view, edit, and sign documents on smartphones and tablets is becoming standard. Remote work, as well as the ability to work from anywhere with internet access, dictates the need for creating mobile versions of EDMS applications. Furthermore, the expanded use of electronic signatures (qualified electronic signature – QES) is currently relevant. QES are becoming increasingly popular in the process of legalizing documents and agreements. They simplify the process of signing, storing, and confirming the authenticity of documents. 

The Megapolis system has mobile applications for various operating systems and a web interface for desktop use. 

Direction 4: Electronic Archive

Modern solutions necessarily include an electronic document archive system designed for storing, managing, and processing electronic documents. Electronic documents can include text files, spreadsheets, images, audio and video files, emails, and other forms of digital information. The solution allows for the automation of processes for compiling, registering, storing, processing, and using electronic archival documents, and guarantees the preservation, authenticity, integrity, and usability of these documents throughout their entire storage period.

Megapolis.Repository is a software module designed to automate processes for working with regulatory and other types of documents, as well as for maintaining an electronic archive in commercial and government structures. For storing documents in the Megapolis repository, the ability to form a hierarchical catalog structure with unlimited depth has been implemented. There is an option to configure forms, attributes, document statuses, and user access rights. Documents of any format can be uploaded to the repository. Relationships between documents are displayed visually. The solution easily integrates with various software, forming a unified information environment for the enterprise. Hardware requirements are twice lower than for other similar platforms. And thanks to the flexibility and logical interface of Megapolis.Repository, the system can be maintained by in-house staff without the need for developer assistance.

Direction 5: Artificial Intelligence and Process Robotization

Most document management processes are routine. These include filling out and reviewing applications; transferring data from paper to PC, and even between different types of software; checking documents and their changes, etc. All these processes are quite amenable to robotization, which is observed in the most progressive solutions. For example, Scriptum already implements integration with GhatGPT and other artificial intelligence services (Azure, Google).

The implementation of artificial intelligence (AI) in EDMS can include the following aspects:

• Process Automation: AI can be used to automate routine operations in document management, such as automatic document classification, keyword assignment, priority determination, and document routing.
• Automatic Text Processing: Natural language processing technologies allow for analyzing and extracting information from text documents. This can include sentiment detection, extraction of important data, and summary generation.
• Data Analysis: AI can help analyze large volumes of data contained in documents to identify trends, patterns, and important insights.
• Forecasting and Planning: AI can be used to forecast document needs, determine timelines, and plan resources.

Closely related to the implementation of AI is the use of machine learning (ML) technologies. Among the useful capabilities of ML are:

• Automatic Document Classification: Machine learning can train models to determine document types, categories, and key characteristics based on their content, structure, and metadata. This facilitates the automatic distribution of documents into appropriate categories for further processing.
• Information Extraction: Machine learning models can be trained to extract structured data from text documents, such as dates, names, numbers, amounts, and other important elements. This is useful for automatic information processing and analysis.
• Document Processing Time Prediction: Based on the analysis of data on the processing time of previous documents, machine learning models can predict the expected completion times for current documents.
• Anomaly Detection: Machine learning can help detect anomalies in documents, such as suspicious transactions or incorrect values, which contributes to ensuring data security and integrity.

Direction 6: Low-code Tools

Modern corporate solutions must include low-code tools. In EDMS, such capabilities gain particular importance due to the large number of documents, their types, approving parties, statuses, and other parameters. Low-code tools allow configuring the program without involving programmers, which in turn saves the company’s time and labor (and thus financial) resources. Our solutions have such tools, thus meeting modern requirements. 

Direction 7: BPM Tools

Documents are characterized by complex workflows. Documents are divided into several types – contracts, acts, invoices, applications, certificates, etc. If it’s a certificate, everything comes down to its ordering, preparation, signing, and sending – this is a fairly simple example of a document route. However, other types of documents, such as contracts, must be approved by various departments (financial, legal, economic, technical, etc.). At each stage, discussions and changes may arise. Each change must be agreed upon by all interested parties. Thus, the route of such a document depends on many conditions and norms adopted by the enterprise. And here, it is difficult to do without BPM tools. Our developers are working on improving these tools, and relevant updates are planned for the future. 

Direction 8: Analytical Reports

The application of reports in EDMS can be divided into three categories:

• Data showcases, charts, and visualization. The use of graphs, diagrams, and other visual elements helps to present analytical information clearly, simplifying its understanding.
• Text reports. Designed to provide the organization and its management with valuable information about the current state, processes, directions, and other aspects related to document and business process management.
• Comparison and forecasting. Analytical reports may include an analysis of comparative data between different time periods, groups, or parameters, and also provide forecasts based on collected information.

“In 2024, electronic document management systems will continue to evolve, becoming more integrated, efficient, and secure. Organizations that skillfully utilize the latest tools will be able to boost their productivity and competitiveness,” said Mykhailo Vihovskyi.