DIGITALIZATION OF LEGAL RECORDS MANAGEMENT: CHALLENGES OF ELECTRONIC DOCUMENT FLOW AND DATA PROTECTION

Abstract

The article provides a comprehensive analysis of the process of digitization of legal document management in Ukraine and examines the legal, technical, and organizational aspects of implementing electronic document management. It is determined that the transition to electronic document management is part of the national strategy to overcome bureaucratic barriers, reduce corruption risks, and improve management eficiency. Particular attention is paid to the legal status of electronic documents and the role of qualified electronic signatures (QES), which give documents full legal force. Based on an analysis of court practice, it has been proven that the use of simple or advanced electronic signatures (AES, AES) can create additional legal risks.

The problem of long-term storage of electronic documents and the need to use specialized archiving solutions that comply with DSTU and ensure the preservation of time stamps and signature certificates are considered. Cybersecurity issues are highlighted, including the need to implement modern cryptographic protocols, two-factor authentication, VPN connections, internal access regulations, and regular audits.

Given Ukraine’s European integration course, emphasis is placed on harmonizing national legislation with the EU’s eIDAS Regulation, which will ensure mutual recognition of electronic signatures and promote international cooperation.

The human factor is considered separately as a significant barrier to digitalization: psychological resistance, lack of trust, and insuficient digital literacy. A comprehensive approach is proposed, including not only technical innovations but also educational programs, legal changes, and organizational measures.

The results of the study can be used by government agencies, corporate legal departments, law firms, and IT companies specializing in the development of solutions for electronic document management.