Notary Digitalization: E-Archives and Data Protection in Focus
Deals published an article on the challenges and opportunities of digitizing notary activities, emphasizing the importance of electronic archives and cybersecurity.
The media outlet Deals has published an article dedicated to the digital transformation of notary activities in Ukraine. In the article, Natalia Kazayeva, a private notary and Head of the Commission on Informatization of the Notary Chamber of Ukraine, discussed the challenges and opportunities of implementing electronic tools, electronic document management (EDM), and electronic archives in the notary sector.
Particular attention is given to the impact of military actions on the necessity of digitalization. The loss of paper archives, power outages, and cyberattacks have highlighted the critical importance of transitioning to EDM and electronic archives to ensure business continuity and data preservation. It is noted that notaries utilize up to 17 state registries, not all of which interact with each other, creating additional complexities.
The article also addresses issues with an outdated regulatory framework, which often requires the duplication of paper documents and prevents the full utilization of digital tools, such as the “Diia” digital passport. Intecracy DEALS, as a member of the committee of the Union of Ukrainian Entrepreneurs (SUP), is actively working on optimizing regulations for electronic archives, particularly concerning Ministry of Justice of Ukraine orders No. 1886/5 and No. 578/5, awaiting further legislative changes.
Furthermore, the vital significance of data protection and cybersecurity in notary activities, which handle a large volume of confidential information, is emphasized. Notaries independently address data security issues and actively use online consultations, which constitute up to 99% of their inquiries, a particularly relevant aspect for relocated citizens and businesses.
Why this is beneficial for Ukrainian businesses and the Intecracy Group audience:
- Resilience and Continuity: The notary experience demonstrates how electronic archives and EDM are crucial for data preservation and ensuring business operations during crises, such as war.
- Process Optimization: Digitalization allows for reduced storage costs, faster access to information, and increased operational efficiency, which is relevant for any enterprise.
- Legislative Changes: Intecracy DEALS’ participation in developing new regulations indicates active work towards creating a more favorable legal environment for the use of electronic documents and archives, which will impact a wide range of business processes.
Source: Deals