The main legal act observed in organizing electronic document management in the public sector is the Electronic Document Management Regulations approved in 2012. These Regulations set forth the general requirements for preparation, management, accounting, storage of electronic documents and management of electronic document systems of public institutions and persons authorized by the state.
The management of electronic documents throughout their existence period should be carried out in an electronic document management system compliant with the requirements applicable for the management of electronic documents set forth by the legislation.
An electronic document management system is a part of document management system of an enterprise functioning on the basis of information technologies and intended for preparation, handling, including into accounting, storage and deletion of electronic documents.
Electronic documents created and received by the institution and related to the activities of the institution must be registered in the system to substantiate their formality and to ensure search and access possibilities. Electronic documents created or received by an institution and registered in the electronic document management system must be systematized according to the institution documentation plan. Electronic files are created from electronic documents created or received by an organization. Complete electronic files of an institution must be accounted for and the storage period of electronic documents is calculated from the end of the year of completing (closing) an electronic file.
In order to preserve electronic documents, they must be periodically “updated”, i.e., transferred (copied) to new technical storage media and, if necessary, transferred (converted) to new formats that meet the requirements of the most recent software.
With regard to the above, applicable Electronic Document Management Regulations provide for the possible actions of preservation of electronic documents in an institution (updating the storage media, changing the package, reversible conversion) and the procedures of preservation of the electronic document content and evidence of validity of electronic document signature.
After the set minimum electronic file storage period expires, the expertise of electronic documents is carried out and the decision is made regarding further storage or deletion. Electronic documents registered in the electronic document management system of an institution may not be deleted before a decision to delete the electronic documents is made and approved.