ELECTRONIC DOCUMENT FLOW FOR A LOGISTICS COMPANY

Electronic document management (EDM) is confidently replacing paper documents in accordance with Federal Law No. 227 (2010). For companies in the field of logistics, digital accounting means accelerated decision-making, instant communication with counterparties.

Electronic document management is a tribute to modernity. With its help, the company's management saves resources, reduces the burden on employees, and ensures transparency and accuracy of all operations. Saves resources required for filling, sending and storing paper documents. At the same time, the risks of errors, data loss, and third-party access are reduced.

To implement EDM, you need a secure communication channel, professional technical support, installation of software for downloading documents, receiving and sending files, archiving data. Enhanced data security is ensured by enhanced EDS. From a legal point of view, such a digital signature has the same power as a handwritten one. It is almost impossible to crack an EDS. Counterfeiting is prohibited by law.

Electronic document management solves the entire range of tasks of its predecessor (paper analog). System functionality includes:

• loading, processing, correcting documents;
  
  
• differentiation of user access;
  
  
• simultaneous work with a document of several employees;
  
  
• sending files to contractors, partners for operational communication;
  
  
• formation of data archives protected from floods, fires, and other disasters;
  
  
• prompt search for the required document.
  
  

The employees of the logistics company process a large volume of documents every day. Due to the introduction of EDM, manual labor is automated, the workload on specialists is reduced, and time is freed up for important tasks.

Problems of a logistics company that are solved by electronic document flow:

1. A huge stream of primary documentation.
   
   
2. Lack of prompt search for archived, active contracts and reports.
   
   
3. The need to personally control the movement of documents.
   
   
4. Lack of control over the execution of instructions specified in the documents.
   
   
5. Lack of knowledge bases, consolidated data and reference books for uniting information between employees, clients, contractors.
   

After the introduction of electronic document management, the logistics company receives a number of advantages:

• up to 75% reduction in time spent on documentation;
  
  
• management decisions are made promptly, due to which the company's policy, business strategy, and communication with counterparties are timely adjusted;
  
  
• financial benefit by eliminating the cost of refueling office equipment, purchasing paper, maintaining archives, paying for courier services;
  
  
• clear communication between performers, which increases productivity by 25%;
  
  
• minimization of the risks of loss of documents;
  
  
• transfer of corporate culture to a qualitatively new level.
  
  

Logistics companies develop intensively due to EDM, make the most effective and rational decisions, and successfully compete in the market.

To get the benefits listed above, you need to prepare for some things:

1. The need for employee training.
   
   
2. Counterparties and partners must also use EDF.
   
   
3. It takes time to implement a system, a new order.
   
   

Despite the tangible cost of introducing new technologies, all costs are quickly paid off, and the company in a short time.

The electronic document management system is adapted to the needs of the logistics company so as to turn into the most convenient and effective tool. The advantages lie in the optimization of supplies, the formation of extremely accurate reports, and prompt feedback from customers.

EDM is implemented by customs brokers, transport and forwarding companies, participants in the sea transportation of goods, etc. The software product allows the company's management to optimize the number of personnel, reduce staff and costs for its maintenance, and obtain increased productivity.

Logisticians need a couple of clicks to sign documents with a computer mouse. Most of the demanded forms are already in digital form. These are: powers of attorney, invoices, acts of work performed, TTN, etc. Documentation received and sent in digital format is recognized by a court of any jurisdiction and is a complete analogue of paper forms.

Due to the implementation of EDM, a logistics company receives a simplified search for documents, instant reporting, reliable storage of archives, perfect control over all operations, decisions, reports at any time, including remote access. Automation of document flow significantly increases the efficiency of a transport and logistics company, eliminates risks, and reduces the cost of ineffective office work.