New challenges for electronic document management systems
Rising cyber threats and the implementation of the European NIS2 directive are forcing organizations to modernize their electronic document management (EDM) systems. Many institutions still rely on outdated platforms that lack support for modern encryption and access control standards, increasing the risk of data leaks. In Ukraine, the Law on Electronic Trust Services remains the baseline for secure identification, requiring EDM integration into the overall risk management framework.
The role of NIS2 and artificial intelligence in data protection
The NIS2 directive requires critical infrastructure operators to ensure comprehensive document protection throughout their entire lifecycle. To achieve this, artificial intelligence is increasingly being deployed. Intelligent Document Processing (IDP) technologies automate data classification and routing, while AI models help detect anomalies in user behavior. However, AI implementation must comply with security standards, particularly the NIST AI RMF 1.0 recommendations.
Industry implications
Failure to upgrade legacy EDM systems exposes organizations to severe data breaches and regulatory non-compliance penalties under NIS2 and Ukrainian legislation. On the other hand, integrating AI and open-architecture platforms allows businesses to secure their workflows, eliminate vendor lock-in, and significantly reduce operational costs through automated document processing.
Avoiding modernization pitfalls: The Scriptum.DMS case study
A common mistake is attempting to completely replace an existing ECM system, which leads to high costs and data loss risks. Instead, a phased migration is recommended. An example of this approach is the deployment of the Scriptum.DMS system by InBase. This solution preserves access to legacy data, integrates with government services (including the "Electronic Court" subsystem) via API, and utilizes qualified electronic signatures (QES).
Thanks to its open architecture, the system is compatible with various ERP and CRM platforms, preventing vendor lock-in. Integrated AI modules provide automated document recognition and smart content-based search.
What to do
To ensure a secure and compliant transition to modern electronic document management, organizations should take the following practical steps:
- Conduct a risk assessment for electronic data in compliance with security standards.
- Identify AI capabilities (IDP, smart search) to optimize processes.
- Develop a phased migration plan from the legacy system to prevent data loss.
- Ensure integration with government services and the use of QES.
- Implement an AI risk management policy in accordance with NIST AI RMF.
Prepared by a Software Ukraine member. Original publication.