why in 2023 it is pointless to still not switch to KEDO

why in 2023 it is pointless to still not switch to KEDO

Greeting! My name is Rafael Tulyakov, I manage the direction of personnel document management in a company that implements services for business: cloud cash registers, tools for accountants, accounting automation.

Sometimes I hear from entrepreneurs that it is more reliable to keep everything on paper. Usually, this is what they say before the first case, until the personnel officer loses the documents. Or the neighbors will not flood yet. Or a fine for improper storage of paper will not fly. I will tell you what fears stop company managers and why these prejudices seem stupid to me.

Myth 1: KEDO is expensive

I often talk to business owners who for some reason think that electronic document management is expensive. The other day I spoke with the manager of a car service network that employs almost 400 people. And he keeps all documents in paper because they are cheaper. But at the same time, the director does not take into account:

  • The salary of two accountants, because one cannot cope with the flow of documents. Their work, before taxes, costs the company 1,320,000 ₽ per year if each is paid 55,000 per month.

55,000 per month is the minimum wage for accountants. In Moscow, salaries can be much higher

  • Delivery of documents to remote users, which costs a large sum. In a year, the owner sends about 120 papers to different cities – it comes out to about 1,500 rubles for forwarding in both directions. Another 180,000 ₽ will accrue in 12 months.

If the documents are needed urgently, you will need a delivery service, such as SDEK, and their services are almost twice as expensive as those of the Russian Post

  • Organization of storage and printing. Every day, the company signs work reports, personnel papers, contracts with clients – 7.2 reams of paper are used per month, and as many as 87 are needed per year – that’s 26,100 ₽. A third of the documents are placed in folders of 150 sheets – each costs 75 ₽, and they cost 7,200 ₽ per year. After printing 2,500 pages, you need to renew the ink in the printer – in a year you need to make 22 refills at 300 ₽ – 6,600 ₽ in total. Another 5,000 ₽ per year – equipment repair and maintenance costs. Total – 44,900 ₽ per year.

The paper was calculated at the price of the order in large batches. If you buy one package at a time, it will be 34,800 ₽ per year

  • Risks. Paper is torn, lost, documents are forgotten or thrown away due to carelessness. And the tax office is watching — and fines up to 30,000 ₽ on top.

As a result, “cheap” paper document management costs an entrepreneur one and a half million rubles annually. For KEDO, these are insane amounts: the basic version of the program is sold in a one-time payment from 10 thousand rubles, and the maximum – from 75 thousand. At the same time, only one accountant will be able to maintain the system – costs for document management would be halved already in the first year.

Myth 2: it takes a long time to switch to KEDO

Some of the entrepreneurs I talk to are hustlers. They are always in a hurry, and because of this, they often only waste more time. For example, there is an acquaintance who refused KEDO because it took a long time to implement. They said, the program needs to be adjusted for a hundred years, then the documents are transferred, and the training of employees will take forever. I was even saddened that he does not believe in his employees so much.

In fact, everything is fine: the complete transition to EDO takes about a month. During this time, you can prepare regulatory documents, configure all integrations, issue EDS and digitize papers. Although some managers are convinced that it will take another five years to train personnel in new programs, it usually takes two or three days: the interface is intuitive.

The program interface is similar to a page in social networks: on the left is the usual navigation, and all the buttons are signed – it will be difficult to get confused

Myth 3: KEDO is dangerous

Most often, I hear concerns about the safety of KEDO from business owners “on the ground”: forging shop, tire fitting, repair crew. Managers in these fields rarely work with digital technology, so hackers and viruses that download data are flashing everywhere. But the piece of paper here on the table means it’s safe.

In fact, everything is not so rosy with paper document management. Most often, documents are simply lost: an employee put them in a box and forgot. The inspection came, the paper was not found, a fine was issued. The neighbors had a pipe leak on the floor above – documents were destroyed. The wiring was shorted – the papers were burned. Doesn’t sound like security at all.

All this paper horror does not inspire confidence in me, and it is also impossible to understand it. Such stacks of letters are digitally stored on a flash drive, and any document can be found through a search engine

It seems to me that digital document management is much more reliable. You can sign only after entering the password – after that, the document is fixed in the system and will not disappear from it. If signing something completely secret, you can make a digital token. This is a flash drive with a signature that is used for authorization. It can be worn on the chest instead of a cross and kept under the pillow so that no one steals it.

The transfer of electronic documents takes place according to the standards set by the FSB. The service checks EDO supplier companies and issues a special certificate. Therefore, no one will intercept, break or destroy the data. For example, the usual NVIS has a 1G certificate: the document confirms that the information is transmitted via a secure channel.

The screenshot shows only a part of the licenses and certificates that are available in the NVIS. All of them confirm the reliability of the software

Myth 4: it will be difficult to sign documents in electronic form

Sometimes business owners underestimate the convenience of KEDO programs. A few months ago, I spoke with an entrepreneur of an old temper, and he complained endlessly: “documents have to be constantly forwarded, and workers generally walk around with push-button phones – what a shame for them.”

In electronic document management programs, everything is much simpler than with papers. All templates are pre-filled – the employee only needs to press one button and the form will be filled automatically. You won’t have to take a template from the HR or accountant, and then enter the data with a pen.

This is how filling out a document in NVIS looks like: the employee selects the necessary certificate, and the program automatically inserts his data into the form

Walking through offices with KEDO also stops. If the document is signed by several employees, you can build an approval route or choose from the used templates. For example, you can sign the document and start the process: the system will automatically request a signature from the accountant, department head, go to the director, return the accountant and send the finished document to the employee.

Building the route of the document in the NVIS: you can send the document to be signed by several managers at once, or transfer it between employees in turn

Practice shows that even “workers with push-button phones” cope with EDO, and then also teach others. So that you don’t need gadgets to order references, you can equip an access point right at your workplace. This is a computer in which you can enter a login and password, and then order the necessary document – it can be delivered directly to the workshop.

Papers lose to KEDO in everything

I can’t think of any reason why paper-based document management would win over KEDO. It seems to me that many entrepreneurs are afraid of digitalization simply because they have not encountered it before. If you dig a little deeper, it is immediately clear that with KEDO it becomes easier, faster, more convenient and safer to conduct company affairs. But for some reason not everyone understands this.

Have you tried working at KEDO and what were your impressions of it? How did you convince the manager to switch to electronics?

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