Electronic document management megaphone. Documents in wires: EDI from MegaFon

February 27, 2018 12:21 pm

MegaFon recently announced the first cross-border document exchange operation. Today we bring you an exclusive interview for ECM-Journal with Mikhail Berstenev, Procurement and Logistics Director. The experts had many questions of a technical, regulatory, organizational and general market nature.

With the counterparty of which country was the EDI organized? What documents were exchanged: formalized or non-formalized?

– MegaFon became the first company in Russia to implement an international electronic document management with a non-resident company Huawei. This is our supplier from China, this country is not a member of the EAEU. We exchange non-formalized documents: certificates of acceptance and transfer of licenses and equipment, orders - according to the legislation, there can be no formalized documents with non-residents. We decided on the format at the stage of negotiating contracts. In the future, we plan to sign contracts, additional agreements, notifications using EDI, as well as conduct official correspondence with this counterparty.

Was it a test exchange or already a full-fledged operation of a ready-made solution?

– We can say that this is the first case of cross-border exchange, but not the only one. We started signing orders for licenses from August 2017, and acts from December, as we were waiting for the operator to finalize the system. In December, the first set of primary documents for the supply of technological equipment, and in January of this year - the first order for the supply of equipment. That is, this is no longer a test environment, but a full-fledged exchange. But ready solution was not originally, it was developed specifically for this case.

We have long understood the need for the implementation of such a project and have been actively working in this direction. Huawei was the first partner with which we managed to create a market precedent. Of course, we do not plan to stop there. We have big plans to scale the solution, we want to transfer interaction with all non-resident suppliers to an electronic format. In terms of timing, we focus on the first quarter of 2018. In general, the situation will depend on the needs of the business, we are always open to new projects. I am sure that this will optimize business processes and make interaction even more efficient.

On the basis of what software was the exchange organized?

– The EDF operator was the SKB Kontur company, the exchange is carried out using the Kontur Diadoc platform developed by them. On the MegaFon side, the platform is integrated into the SAP ERP system, on the Huawei side, through access via a web interface. In the near future, colleagues are planning to integrate the module into their SAP system.

From the point of view of legislation, the organization of cross-border exchange is always very difficult. What rules of law did you follow when organizing such an exchange?

– The main law in this case is the law of the Russian Federation. As part of the project, we entered into a license agreement with the EDI operator, and the other party, Huawei, concluded the same agreement with the operator. Since the whole process was regulated by the law of the Russian Federation, there were no difficulties from the point of view of legislation.

How long did it take for all the preparations?

– It is difficult to name the exact date, we have been thinking about organizing a cross-border EDI for a long time. In general, the full implementation of the project took about 6 months, including waiting for a response from government agencies and refinement of the system by the operator.

How was the signing of the EP organized during the cross-border EDF?

– With cross-border EDI, as well as with domestic Russian, documents are signed from both sides. If we talk about the technical side, then briefly the signing process is as follows - the document is first approved in our SAP system and signed by our ES, then it is transferred via the integration bus through the operator to the counterparty's personal web account, checked by him and signed by his ES. As a result, both we and the counterparty see a document signed on both sides in the system.

Thanks to the improvements that the operator made to its platform specifically for the project, MegaFon signs documents using a qualified ES, and Huawei signs an unqualified ES. As I said earlier, the whole process is governed by the law of the Russian Federation.

Both parties use Russian ES verification key certificates. For our part, we received the ES on our own through our own certification center, a non-resident - through an EDF operator.

Is a third trusted party involved in the signing process, or is the mechanism of work built differently?

– In this case, the third party is the EDI operator. It is he who checks that no changes are made to the forwarded document and controls the validity of the used ES.

On the legal side, there were no risks for the recognition of ES, since we signed supplementary agreement with the counterparty on the use of ES, where the whole process is discussed. The document clearly states that, on our part, the CEP is issued by a certification center, and on their part, by an EDF operator. The legislation also stipulates the requirement for a "paper" confirmation, that is, a printed version of the certificate, which must be attached to the package of documents in the process of obtaining the NEP. The procedure is extremely transparent, all signatures are legitimate.

How do you now assess the prospects for the development of the cross-border EDI market in general and your opportunities in particular?

– Electronic document management among Russian counterparties is no longer something new, more and more companies are switching to this format of interaction. Meanwhile, while Russian companies there are any contractual relations with non-residents, there will be a need to improve the process of cross-border exchange.

Desire to go to electronic document turnover is quite logical, because EDI has a number of advantages over the traditional document exchange system. Among the main advantages of switching to an electronic signature are the exclusion of costs for the formation, archival storage and international express delivery of paper documents, the simplification of the approval process, the ability to sign documents from anywhere where there is an Internet connection, and the elimination of the risk of losing documents. In my opinion, the direction has a great future.

What, in your opinion, do EDF operators expect from the state? Is it possible in the future to monopolize the EDI market by the state?

– Analyzing the situation on the market, I can say with confidence that now the state is actively meeting us halfway and helping progress in the field of e-document flow. But I would like the industry regulators - customs, tax - to also switch to electronic document management, support the exchange of documents through personal accounts on websites, and work in the same environment. As for monopolization, I do not rule out that someday all independent EDI operators can be united “under the wing” of a single roaming center.

Service for the capital

September 22, 2015 the company " Megaphone” introduced the service for corporate clients “Electronic Document Management” - a legally significant document management with an electronic signature.

To work in the "Electronic Document Management" system, corporate clients of the operator can use the available qualified electronic signature from any accredited certification center.

Using the "Electronic Document Management" companies can generate electronic acts, waybills and invoices, sign documents created in the system or uploaded by employees with an electronic signature, and exchange with other companies using the service. The system will provide instant access to reporting documents for communication services to corporate clients " MegaFon ».

According to the statement of the operator, the service will help optimize the work of an enterprise of any size: electronic signatures and document management were previously available only large companies due to cost and technical requirements, now anyone can use the system entity. Transferring the system to the cloud made the tariffs lower, which opened up access to the system from any computer connected to the network.

For file storage and quick sending, an interface with simple navigation and easy setup has been developed. At the same time, no one can use the downloadable content, all rights to which remain with the user. Thus, the client receives easy access and reliable protection.

“The electronic signature entered the life of enterprises in 2002, when it became possible to submit tax reports through Internet, and today has become an important tool, thanks to which office work has been significantly accelerated. We have proposed a new level of speed and mobility, and we are confident that our customers will appreciate this service,” said Vlad Wolfson, director of corporate business development MegaFon". “With the help of the Electronic Document Management service, perhaps the most conservative process of the company’s work activity, the document management, goes to the cloud after many corporate resources.”

For September 22, 2015 service is available to corporate clients in capital and central branches of the operator.

Territorial restrictions lifted

November 27, 2015 press service " Megaphone” announced the development of the service for corporate clients “Electronic Document Management”. The service is now available worldwide Russia.

The service "Electronic Document Management" is a web interface for the formation, signing and exchange of accounting and other documents between legal entities. Mobile workspace, facilitating the work of accounting, administrative services and company managers.

Tasks to be solved:

• management of all types of electronic documents (incoming, outgoing, internal, organizational and administrative (ORD), archival, approved by the Federal Tax Service of Russia and others) and their paper copies;
• signing documents with an electronic signature - a legally significant analogue of a handwritten one;
• exchange of electronic documents with contractors;
• processing, distribution, storage and convenient navigation of documents in a single information space.

The most effective, according to the operator, the service will be for:

• companies providing services remotely - the geography of the business is expanding, the costs of mail and courier services are excluded.

• companies with a network of branches - optimized internal document flow, documents get to the right employees instantly and directly, the human factor is excluded during delivery. The manager can sign an urgent document while in another country.

• agents, distributors and franchisees, whose profit largely depends on the correct and prompt closing of the transaction - with electronic document management, the company does not waste time waiting for the documents to reach the partner. The risk of losing money due to delays in paperwork or loss of documents is minimized.

• companies with external accounting - increased control over accounting documents, constant access to the archive. The accountant works remotely, generating and sending documents for signature at any time.

• for small businesses - a simple and understandable system, it is easy to navigate, generate and issue correct documents to counterparties without the help of an accountant.

MegaFon PJSC has introduced a new service for corporate clients, Electronic Document Management (EDM). Now the service is available for corporate clients in Stolichny and Central branches of the operator.

The service makes it possible to organize a legally significant document flow with an electronic signature. With the help of "Electronic Document Management", companies can generate electronic acts, waybills and invoices, sign documents created in the system or uploaded by employees with an electronic signature, and exchange them with other companies using the service. In addition, the system will provide access to reporting documents for communication services to MegaFon's corporate clients.

Previously, electronic signatures and document management were available only to large companies due to cost and technical requirements. Today, the system can be used by any legal entity. This was made possible by moving the system to the cloud.

Vlad Volfson, Corporate Business Development Director at MegaFon, comments:

The electronic signature entered the life of enterprises in 2002, when it became possible to submit tax reports via the Internet, and today it has become an important tool, thanks to which office work has significantly accelerated. We have proposed a new level of speed and mobility, and we are sure that our customers will appreciate this service. With the help of the Electronic Document Management service, perhaps the most conservative process of the company's work activity - document management - goes to the cloud after many corporate resources.

Which of the EDI operators provided the service for Megafon, we will find out in the near future. Preliminarily, we can assume that these are several operators at once. informed about the beginning of connecting Megafon customers back in December 2014. Takskom also announced this, but for some reason information about this project disappeared on his website. And SKB Kontur also did not stand aside.

MegaFon PJSC conducts the exchange of electronic documents through the following operators:

• Taxcom LLC
• ZAO PF SKB Kontur
• ZAO Kaluga Astral
• KORUS Consulting CIS LLC
• LLC "Company" Tenzor "

At the same time, the client is offered to pay for EDI services directly in Personal account by transferring money directly to Megafon's current account. If our assumptions are confirmed and there is really only one operator, then soon the issues of inter-operator roaming will begin to be actively discussed again and will become even more important.

Similar projects are being actively pursued by others. We hope that in the near future there will be information about the success of other projects.

One of the world's automakers calculated that printing and delivery by courier to the dealership of one package of documents costs about 580 rubles. At the central office of the operator mobile communications from big four conducted research and it turned out that they use about 420 reams of paper per month. At the same time, even the most ordinary Internet startup spends about 11 packs per month. It is not difficult to calculate that the cost of document management for any company is a significant amount that any manager would be happy to reduce.

At the same time, in the studies, no one took into account the time that employees spend searching for the documents necessary for work. This problem is relevant even if only one person is involved in the workflow. At collective use documents, it is exacerbated many times and, finally, becomes practically unsolvable if the organization is geographically distributed. Meanwhile, AIIM (Association for Information & Image Management) estimates that a business that produces an average of 100 file folders a week spends $18,700 a year to recover lost documents. Also, according to AIIM statistics, the average performer spends 2.5 hours a week searching for the necessary documents, while clerks spend 20-30% of their working time on this.

Do not forget that the Russian government every year introduces more and more improvements to its work, legislatively fixing the norms for reporting reporting to electronic form using an electronic digital signature. For example, by order of the Federal Tax Service of the Russian Federation of October 14, 2015 N MMV-7-11 / [email protected] A new mandatory reporting form was introduced for organizations and individual entrepreneurs - 6-NDFL. Moreover, only those organizations and individual entrepreneurs who have paid income to no more than 25 employees. The rest is exclusively in electronic form. This means that electronic digital signatures (EDS) are now available in almost all major organizations. We did a survey in our previous article (What is a signature. From a drop of blood to an EDS) and more than half of our readers have already worked with digital signature.

Against this background, electronic reporting services and electronic document management systems (EDMS) are becoming extremely relevant. The growth of IT technologies and widespread computerization made it possible to think about the transition to fundamentally new management methods. In some countries, the implementation of the EDMS has become a national task. So in the Estonian government the program e-government was launched already in 2002, when Internet access in Estonia as a whole did not exceed 30% of the population. To date, 98% of Estonian citizens use EDI when communicating with government agencies. You can even vote in parliamentary and presidential elections using digital electronic signature. You can also get "electronic residency" and, for example, if you are a co-founder of a Russian-Estonian company, you can remotely obtain an EDS and legally sign all documents. This is not only a convenience and time saving for the people, but also a significant cost saving for the government. According to average calculations, the savings from implementation of EDMS in a more or less large organization can reach 95-97%. For example, sending an EDI document costs only a few rubles.

Despite Russia's significant lag behind Western companies in this matter, the annual growth rate Russian market SED according to analysts account for at least 30%. The adoption of the law on electronic digital signature created legal basis for the widespread distribution of electronic document management. According to Forrester Research, 38% of Fortune 500 companies consider purchasing an EDS to be critical to business success.

EDMS systems have existed in Russia for a long time, but these are mainly large-scale operators, such as CJSC PF SKB Kontur, which support the work of federal structures and large enterprises and with which it is difficult to work with small and medium-sized businesses. Taking into account modern realities, MegaFon has developed its Electronic Document Management (EDF) service for the formation, signing and exchange of accounting and other documents within the company and between legal entities. With the help of EDI, you can simplify the work of document management in the enterprise and increase the efficiency of departments.

The Electronic Document Management (EDF) service of PJSC MegaFon was launched in 2015 for corporate clients in the operator's Capital and Central branches, and any client of the company could use it later. Today, any legal entity can work with the cloud service, which is what more than 500 organizations have used. Previously, due to the cost and technical requirements, electronic signatures and legally significant document flow were available only to large companies. Using EDI, you can generate electronic acts, waybills and invoices in accordance with the requirements and recommendations of the Federal Tax Service, as well as sign them with an EDS and exchange them with other user companies.

Russia has standards for all the necessary operations for using EDI: encryption, hashing, electronic signature.

1. Electronic signature and hashing are used to ensure the legal significance of electronic documents through the use of an electronic signature (ES):

• GOST R 34.10-2012: Processes for generating and verifying an electronic digital signature
• GOST R 34.11-2012: Hash function

The cryptographic strength of the encryption algorithm is based on the problem of discrete logarithm in a group of points on an elliptic curve. On the this moment there is no method for solving this problem even with subexponential complexity. It is important for us that the state recognizes it as crypto-resistant enough.

2. Encryption. Ensuring confidentiality and integrity control of information by means of its encryption:

• GOST 28147-89: Cryptographic transformation algorithm

This is a block cipher with a simple Feistel structure, with a block size of 64 bits, a 256-bit key and 32 rounds, developed back in the Soviet Union. The algorithm has been extensively researched by leading experts in the field of cryptography, and all researchers have said that everything looks like it can be or should be secure. There are a number of comments on its performance, Nicolas Courtois even reported successful attacks on this algorithm, but CryptoPro experts rehabilitated it in the eyes of the public.

3. Protection of data transmission channels on the Internet. For this task, TLS is used - a transport layer security protocol, in which the GOST 28147-89 encryption algorithms described above can be used, and hashing in accordance with GOST 34.11-2012. This combination allows it to be certified by the FSB and FSTEK, which was done by CryptoPro, Cryptocom, and VipNet in their CIPF.

We are actively developing Electronic Document Management only in the WEB interface, because the Web is protected by security certificates and file exchange through these protocols is (relatively) safe. The requirements for electronic document management operators are very high and each company is required to have an appropriate license Federal Service security, giving the right to develop Information Systems and provide data encryption services. A separate license is issued for the provision of communication and data transmission services. Our base operator, Kaluga Astral, is used to provide legally relevant EDI. All data is stored within the MegaFon network (not on the Internet), and encryption is used throughout the site, which guarantees the security of your personal data. Our security technologies meet all requirements, all data is backed up and we guarantee uninterrupted operation of the service 24/7. The maximum unavailability of the service in case of very serious accidents does not exceed 15 minutes.

EDS

To use EDI, you need to have a qualified electronic signature and set up your computer to work with it. An electronic signature is a legal analogue of a handwritten signature, is regulated by the N63-FZ law and is intended to identify the person who signed the electronic document. You can get an EDS certificate in Russia at any of the Certification Centers. They are in every city. The current list of CAs can be found on the website of the Ministry of Telecom and Mass Communications of Russia.

After obtaining an EDS you need to purchase and install software, which implements the information security algorithms described above. We recommend "Crypto-Pro". These are means of cryptographic protection, with the help of which documents are signed on computers.

CryptoPro is a leader in the distribution of cryptographic information protection and electronic signatures in Russia. The main products of the company are cryptographic information protection tools (CIPF) CryptoPro CSP and the certification center CryptoPro CA. Due to the support of most mobile platforms and ES carriers, CIPF is embedded in most mobile solutions based on iOS, Android, and Windows8 that use cryptography.

You can find license prices on the official website. Installing and configuring CryptoPro, as well as registering your EDS in it is not difficult. A lot of instructions have already been written about this. By the way, MegaFon continues to modify its SIM cards by equipping them with an electronic digital signature, which will allow you to quickly sign documents of any kind.

Our interface accepts any qualified certificates, regardless of which certification authority they are issued by.

Problems of using EDS

EDS fraud is mainly associated with the theft or physical use of the certificate by others. This most often occurs due to incorrect storage of the token with the certificate and the password from it. Also, attackers often use the introduction of viruses on the PC of EDI users, for example, they replace the text of the document on the screen that the user wants to sign.

However, all these factors depend on the security of the interface in which the user works, and on whether the user himself observes elementary security measures when working with the EDS.

Working with EDI

Registration

To register in the EDI (doc.megafon.ru), you need to fill out a form and receive a confirmation to the e-mail address you specified. This takes five minutes.

You can take advantage of the trial period and try the service for 14 days.

After installing the EDS, you need to register it. To do this, go to "Documents" and click "Receive and Send" or "Settings" and "Service Management".

Choose your electronic signature:

And fill in the details of your company:

Adding users and assigning roles

After registering the EDS certificate, bring all employees of the organization into the service through the “My Company” menu, and you can also add already known counterparties who work in electronic document management there.

There are three user roles in EDF: Administrator, Operator and Signer. You can make it so that some employees can only create Required documents, and entrust them to sign and send to counterparties only to authorized persons. For example, the chief accountant or commercial director.

The Administrator fills in and edits the Company's details on the Portal, distributes roles and forms invitations between employees and contractors, manages electronic signature certificates in the company, as well as tariffs and a set of services.

The operator generates and signs notices and notifications of receipt of documents.

The signer signs the documents for sending or rejects them. The signer can also delete erroneously signed documents.

An administrator can invite a user.

Or find it among those already added to the EDI system.

Creating Documents

Consider the process of creating an exchange of documents, for the sake of which, in fact, you get yourself an EDI system. There are two options for sending documents to a counterparty: either upload them or create them yourself in the interface. The system itself will tell you if you do something wrong.

Let's try to create an invoice, waybill or act in the interface. From the "Download" menu, you can also attach an agreement and any other accompanying document to send it to the counterparty.

If your counterparty is not yet in the system, then you can add it from the corresponding menu.

After preparing the document, it looks like this. If everything is correct, then you can send it through the EDI operator. To start the process of signing a company, you need to activate the service of an EDF special operator.

In addition, you can view and print a paper version of the document, as well as see its entire history. A useful option for the leader.

If you work with the 1C system in an organization, then you can use a special module for automating the process of processing formalized documents (TORG-12, acts of work performed and invoices) received or issued electronically.

Contacts

The Contacts menu collects all your counterparties, employees and just contacts of people who work in the EDI system and with whom you exchange documents.

Outcome:

We have tried to make the MegaFon PJSC Electronic Document Management system as simple and understandable for users as possible. You will only need to carry out the initial setup and start working with it. Of course, all your counterparties must also connect to the EDI.

The advantages of using EDO include:

• refusal of paper carriers and the associated savings in time and money on expendable materials and maintenance of office equipment;
• a secure way of exchanging and storing information, as well as organizing multi-level access for any of the company's employees;
• a quick way to find the right data, which is especially important for organizations working with large volumes of documentation.

What hinders the development of electronic document management in the organization:

• established opinion about the greater reliability of a paper document
• retroactive closure of documents
• the need to train staff in electronic work.
• unavailability of other counterparties

EDI operators are trying to push companies by offering a convenient tool for finding counterparties who are already ready to exchange documents electronically. MegaFon is not far behind and we continue to work on improving the service and simplifying the interface. Today, the process of sending a document is quite simple, but we are not resting on our laurels and continue our research, trying to make our product as simple and convenient as possible.