Publication date: 25.06.2024
Peculiarities of document flow and electronic digital signature in times of war
Introduction
In times of war, ensuring continuous and secure document flow is critical for the functioning of government agencies, businesses, and other institutions. The use of an electronic digital signature (EDS) allows you to maintain the efficiency and reliability of document flow even in difficult conditions. Let us consider the main features and challenges related to document management and the use of EDS during the war.
The main part
Legal framework
The Law of Ukraine "On Electronic Trust Services"
- Defines the legal basis for the use of electronic digital signatures.
- Regulates the activities of electronic trust service providers.
The Law of Ukraine "On Electronic Documents and Electronic Document Management"
- Establishes the principles and procedure for electronic document management.
- Defines the legal status of electronic documents and digital signatures.
Regulatory and legal acts under martial law
- Special acts regulating the peculiarities of document flow and use of EDS during the war.
- Temporary measures to ensure the security and continuity of document flow.
Technical aspects
Protection of information
- Data encryption: Using modern encryption methods to protect electronic documents.
- Backup: Regularly back up your electronic documents to prevent data loss.
Infrastructure
- Cloud technologies: The use of cloud services for storing and processing electronic documents, which ensures their availability regardless of physical location.
- Business continuity: Ensuring the continuous operation of electronic document management systems even in the event of damage to the physical infrastructure.
Organizational measures
Staff training
- Training: Conducting training programs for employees on the use of EDS and electronic document management rules.
- Instructions and regulations: Develop clear guidelines and regulations for working with electronic documents.
Monitoring and control
- Internal audit: Regular internal audits of electronic document management processes to identify and eliminate potential problems.
- External audit: Conduct an independent external audit to assess the effectiveness and security of the electronic document management system.
Challenges and risks
Cyber threats
- Cyber attacks: Increased risk of cyber attacks and hacking of electronic document management systems.
- Fraud with electronic signatures: The possibility of forging electronic signatures and unauthorized access to electronic documents.
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Technical failures
- Loss of communication: There may be interruptions in communication that may lead to temporary unavailability of electronic document management systems.
- Equipment damage: Physical damage to servers and other equipment as a result of hostilities or other emergencies.
Solutions and recommendations
Improving cybersecurity
- Antivirus programs: Use modern antivirus programs to protect against malware.
- Firewalls: Install and configure network screens (firewalls) to protect against unauthorized access.
- Two-factor authentication: Implementation of two-factor authentication for access to electronic document management systems.
Backup and recovery
- Geographically distributed backups: Store backups of electronic documents in different geographical locations to increase reliability.
- Disaster recovery plans: Develop and test plans to restore electronic document management systems after technical failures or cyber attacks.
Organizational measures
- Continuous training: Regular training for staff on cybersecurity and the proper use of EDS.
- Emergency protocols: Implementation of emergency protocols for rapid response to incidents related to electronic document management.
- Updating the regulatory framework: Regularly improve legislation to take into account new challenges and threats.
- International cooperation: Cooperation with international organizations to share experiences and implement best practices.
Raising safety awareness and culture
- Seminars and webinars: Organizing thematic seminars and webinars to raise awareness of current threats and methods to avoid them.
- Development of internal policies: Implementation of internal policies aimed at promoting a culture of safety among employees.
Innovations and technological development
- Use of blockchain technologies: Implementation of blockchain technologies to increase the transparency and reliability of electronic document management.
- Process automation: The use of automation systems to reduce the human factor and increase the efficiency of workflow.
Access control and identity management
- Advanced access control systems: Implement systems that provide access control based on roles and responsibilities.
- Modernization of identification systems: Use of biometric data and other modern identification methods to improve security.
Conclusion.
In a time of war, secure and efficient electronic document management is the basis for the stable functioning of government agencies and businesses. The use of electronic digital signatures helps to preserve the legal status of documents and ensure their authenticity and integrity. Implementation of cybersecurity measures, data backup, organizational protocols and legislative initiatives are key elements for the successful functioning of electronic document management systems in wartime. Only a comprehensive approach, including technical, organizational and legislative measures, can ensure reliable protection and continuity of document flow in crisis situations.
