ANALYSIS OF THE ELECTRONIC DOCUMENT FLOW SYSTEM IN GOVERNMENT INSTITUTIONS AND WAYS OF ITS IMPROVEMENT

Abstract

The article examines electronic document management as an information system that provides the process of creating, controlling access and distribution of electronic documents, as well as provides control over the flow of documents in the organization that operates in government agencies. Its features, advantages, in particular the possibility of placing multimedia data in the document, qualified electronic signature, fast search of documents in a single archive, fast transfer process, coordination of information, etc., and disadvantages (conservatism of staff, document  damage in case of system failures, constant structural changes, threat to information security). The existing regulatory and legal support for the functioning of the system is analyzed. The main differences between the paper documentation system and the electronic document management system are given. The main tasks to be performed during the use of egovernment are identified. The statistical data concerning Ukraine’s place in the world rating on readiness for e-government activity are given (in 2020, the country improved its position, moved up the list and ranked 69th in the world, ie Ukraine has only begun to gradually rise in the world rankings, which means improving electronic document management in all institutions, including public authorities). Based on the establishment and systematization of existing problems, ways to solve them and improve the system of electronic document management in a public institution, in particular, an individual approach to each employee; gradual transition to the introduction of new technical systems, providing hardware stabilization of voltage and sources of uninterrupted life, the introduction of only those components that are adequate to the state of the institution, the use of access controls, regulating the number of users who can create records and so on.