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Sed rate of 3. Sed Rate Test: Understanding Erythrocyte Sedimentation Rate (ESR) and Its Significance

by alexxlab

What is a sed rate test. How is the erythrocyte sedimentation rate measured. What can high ESR levels indicate. When might a doctor order an ESR test. How are sed rate test results interpreted. What factors can affect ESR results. What other tests might be performed alongside an ESR test.

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What Is a Sed Rate Test and Why Is It Important?

The sed rate test, formally known as the erythrocyte sedimentation rate (ESR) test, is a valuable diagnostic tool used to detect inflammation in the body. This simple blood test measures how quickly red blood cells (erythrocytes) settle at the bottom of a test tube over a specific period, typically one hour.

Why is this test significant? Inflammation in the body causes certain proteins to be produced, which can make red blood cells clump together and fall more quickly. Thus, a faster sedimentation rate often indicates the presence of inflammation, which could be a sign of various health conditions.

Key Points About the Sed Rate Test:

  • It’s a non-specific test, meaning it can indicate inflammation but not its exact cause or location
  • Results are reported in millimeters per hour (mm/hr)
  • Higher sed rates generally suggest more inflammation
  • The test is often used in conjunction with other diagnostic methods

How Is the Sed Rate Test Performed?

The sed rate test is a straightforward procedure that involves a standard blood draw. Here’s what you can expect during the test:

  1. A healthcare professional will clean the area, usually on your arm, with an antiseptic
  2. A elastic band may be tied around your upper arm to make the vein more visible
  3. A needle is inserted into the vein to collect a blood sample
  4. The blood is collected in a tube or vial
  5. The needle is removed, and the puncture site is covered with a bandage

The entire process typically takes only a few minutes. While you might feel a slight sting when the needle is inserted, any discomfort is usually minimal and brief.

Preparing for the Test

Can you eat before a sed rate test? In most cases, no special preparation is needed for an ESR test. However, it’s crucial to inform your healthcare provider about any medications or supplements you’re taking, as some can affect the results. Additionally, if you’re pregnant or menstruating, this information should be shared as it may influence the interpretation of the results.

Interpreting Sed Rate Test Results

Understanding your sed rate test results is crucial for proper diagnosis and treatment. The results are typically available within 1-2 hours after the blood sample is taken. But what do these numbers mean?

Normal ESR Ranges

The normal ranges for ESR can vary based on age and gender:

  • Men under 50: 0-15 mm/hr
  • Men over 50: 0-20 mm/hr
  • Women under 50: 0-20 mm/hr
  • Women over 50: 0-30 mm/hr

It’s important to note that these ranges are general guidelines. Your healthcare provider will interpret your results in the context of your overall health, symptoms, and other test results.

High ESR Levels

What does a high sed rate mean? An elevated ESR suggests the presence of inflammation in the body. This could be indicative of various conditions, including:

  • Infections (including bone infections)
  • Autoimmune disorders like lupus or rheumatoid arthritis
  • Certain types of cancer
  • Arteritis (inflammation of blood vessels)
  • Polymyalgia rheumatica
  • Systemic vasculitis

However, it’s crucial to remember that an elevated ESR alone is not diagnostic of any specific condition. Further testing is usually required to determine the underlying cause of the inflammation.

When Might a Doctor Order a Sed Rate Test?

Healthcare providers may recommend a sed rate test in various scenarios. Understanding when this test is typically ordered can provide insight into its clinical utility.

Common Reasons for Ordering an ESR Test:

  • To help diagnose conditions associated with inflammation
  • To monitor the progress of inflammatory diseases
  • To assess the effectiveness of treatments for inflammatory conditions
  • As part of a general health check-up, especially in older adults

Are there specific symptoms that might prompt an ESR test? Yes, your doctor might order this test if you’re experiencing:

  • Unexplained fever
  • Persistent headaches
  • Joint pain or stiffness
  • Unexplained weight loss
  • Fatigue or general malaise
  • Muscle pain, especially in the shoulders, neck, or pelvis

Factors That Can Affect Sed Rate Test Results

While the sed rate test is a valuable diagnostic tool, several factors can influence its results, potentially leading to false positives or negatives. Understanding these factors is crucial for accurate interpretation of the test results.

Physiological Factors:

  • Age: ESR naturally increases with age
  • Gender: Women typically have higher ESR values than men
  • Pregnancy: Can cause elevated ESR levels
  • Menstruation: May slightly increase ESR
  • Obesity: Can lead to higher ESR values

Medical Conditions:

  • Anemia: Can cause falsely elevated ESR
  • Kidney disease: May affect ESR levels
  • Thyroid disorders: Can influence ESR results

Medications:

Certain medications can also impact ESR results. These include:

  • Oral contraceptives
  • Methyldopa (used to treat high blood pressure)
  • Theophylline (used for respiratory conditions)
  • Vitamin A
  • Cortisone and other corticosteroids
  • Quinine (used to treat malaria)

Given these potential influencing factors, it’s crucial to provide your healthcare provider with a complete medical history and list of medications before undergoing an ESR test.

Complementary Tests to the Sed Rate

While the sed rate test is valuable, it’s often used in conjunction with other diagnostic tests to provide a more comprehensive picture of a patient’s health status. Understanding these complementary tests can offer insight into the diagnostic process.

C-Reactive Protein (CRP) Test

The CRP test is another blood test that measures inflammation in the body. How does it compare to the ESR test?

  • CRP levels rise and fall more quickly than ESR in response to inflammation
  • CRP is considered more sensitive than ESR for detecting acute inflammation
  • Often, both tests are ordered together for a more complete assessment

Complete Blood Count (CBC)

A CBC provides information about various components of your blood, including:

  • Red blood cell count
  • White blood cell count
  • Platelet count
  • Hemoglobin and hematocrit levels

This test can help identify conditions like anemia or infections, which might influence ESR results or be the underlying cause of symptoms.

Imaging Studies

Depending on the suspected condition, your healthcare provider might order imaging studies such as:

  • X-rays
  • CT scans
  • MRI scans
  • Ultrasounds

These can help locate areas of inflammation or identify structural abnormalities that might be causing symptoms.

Biopsies

In some cases, a biopsy might be necessary to confirm a diagnosis. This involves taking a small sample of tissue for laboratory examination.

The Role of Sed Rate in Monitoring Treatment

Beyond its diagnostic applications, the sed rate test plays a crucial role in monitoring the effectiveness of treatments for inflammatory conditions. This aspect of the test’s utility is particularly valuable for managing chronic diseases.

How ESR Helps in Treatment Monitoring:

  • Baseline Measurement: Before starting treatment, an initial ESR test provides a baseline for comparison
  • Progress Tracking: Regular ESR tests during treatment can show if inflammation is decreasing
  • Treatment Adjustment: Persistently high ESR levels might indicate the need to modify treatment
  • Remission Monitoring: In conditions like rheumatoid arthritis, ESR can help confirm remission

For instance, in a patient with rheumatoid arthritis, how might ESR be used to monitor treatment? Initially, the ESR might be elevated. As treatment progresses, the healthcare provider would expect to see the ESR decrease, indicating that inflammation is being controlled. If the ESR remains high or increases despite treatment, it might suggest that the current therapy is not effectively managing the condition, prompting a reevaluation of the treatment plan.

Frequency of Monitoring

How often should ESR be tested during treatment? The frequency of ESR testing can vary depending on the condition being treated and the individual patient’s circumstances. Some general guidelines include:

  • Acute Conditions: More frequent testing, possibly every few days or weeks
  • Chronic Conditions: Less frequent testing, perhaps every few months
  • During Flare-ups: More frequent testing to monitor the effectiveness of interventions

It’s important to note that ESR should not be the sole criterion for assessing treatment effectiveness. Healthcare providers typically consider ESR results in conjunction with clinical symptoms, physical examination findings, and other laboratory tests to make informed decisions about treatment.

Limitations and Considerations of the Sed Rate Test

While the sed rate test is a valuable tool in the diagnostic arsenal, it’s important to understand its limitations. Recognizing these can help both healthcare providers and patients interpret the results more accurately and use them appropriately in clinical decision-making.

Key Limitations of the ESR Test:

  • Non-Specificity: ESR indicates inflammation but doesn’t identify its cause or location
  • Slow Response: ESR changes more slowly than other inflammatory markers like CRP
  • False Positives: Various factors can elevate ESR in the absence of significant inflammation
  • False Negatives: Some conditions may not elevate ESR despite the presence of inflammation

Given these limitations, how should healthcare providers use ESR results? ESR should be considered as one piece of the diagnostic puzzle. It’s most valuable when interpreted in the context of:

  • Patient’s clinical symptoms
  • Physical examination findings
  • Results of other laboratory tests
  • Patient’s medical history

ESR in Different Age Groups

How does the interpretation of ESR vary across different age groups? As mentioned earlier, normal ESR ranges increase with age. This means that:

  • A slightly elevated ESR in an older adult might not be as clinically significant as the same value in a younger person
  • Very low ESR values in older adults might actually be more noteworthy

Healthcare providers must consider these age-related variations when interpreting ESR results to avoid overdiagnosis or underdiagnosis of inflammatory conditions.

ESR in Pregnancy

Pregnancy naturally elevates ESR levels. How does this affect the test’s interpretation in pregnant women? During pregnancy:

  • ESR can rise to 40-50 mm/hr by the third trimester
  • These elevated levels usually return to normal about 1 month after delivery
  • Healthcare providers must use pregnancy-specific reference ranges when interpreting ESR in pregnant women

Understanding these nuances and limitations of the sed rate test is crucial for its appropriate use in clinical practice. While it remains a valuable tool, it should always be interpreted in the broader context of the patient’s overall clinical picture.

ESR Test Results High vs. Low

Written by WebMD Editorial Contributors

  • Why You Might Get a Sed Rate
  • Taking the Blood Sample
  • The Results and What They Mean
  • Other Tests You May Need

The sedimentation rate — or “sed rate,” for short — is a blood test that checks for inflammation in your body. It’s one clue for your doctor that you might have a disease linked to inflammation, like arthritis or cancer, or an infection.

The sed rate test measures how fast red blood cells fall to the bottom of a tube. Inflammation creates proteins that make red blood cells fall more quickly.

Another name for this test is erythrocyte sedimentation rate (ESR). Red blood cells are called erythrocytes. Sedimentation is the process by which they fall to the bottom of the tube.

Your doctor might order the sed rate test if you have symptoms like these:

  • Headaches
  • Stiff, swollen, or painful joints
  • Pain in your shoulders, neck, or pelvis
  • Appetite loss
  • Weight loss without trying

The sed rate test can be part of the process of discovering if you have one of these conditions:

  • Infection (including of the bones)
  • Cancer
  • Arteritis (inflammation of the blood vessels)
  • Lupus (an autoimmune disease that damages the skin, joints, and other parts of your body)
  • Polymyalgia rheumatica (causes stiff and painful muscles)
  • Rheumatoid arthritis (autoimmune disease in which the immune system attacks your joints)
  • Systematic vasculitis (inflammation in your blood vessels)

You might also get this test once you’ve started treatment for one of these conditions. The sed rate can help your doctor see how well your body is responding to treatment.

You don’t need to do anything special to prepare. It’s just a basic blood test.

Let your doctor know what medicines (and supplements) you take before you have the test. Certain drugs can affect the results. Also let your doctor know if you are pregnant or are having your period.

A nurse or other health care provider will take a sample of your blood, usually from a vein in your arm. They will first tie a band around the upper part of your arm to make your vein fill with blood and swell up. Then they’ll clean the area with an antiseptic, and place a needle into your vein. Your blood will collect into a vial or tube.

The process should only take a couple of minutes. Afterward, you’ll get a piece of gauze and a bandage over the area to stop the bleeding.

You may feel a slight sting as your blood is drawn. Afterward, you may have a small bruise. You might feel dizzy and sore, and there might be some bleeding.

Your sample will go to a lab. You should have the results in 1 or 2 hours.

A lab technician will place your red blood cells into a tall, thin tube and check how far they fall in 1 hour. When you have inflammation in your body, abnormal proteins in your blood make red blood cells form into clumps. These clumps are heavy, so they fall to the bottom of the tube more quickly than single blood cells.

The faster the blood cells sink, the more inflammation you have in your body.

The sed rate test reports in millimeters (mm) the distance between the clear liquid (plasma) at the top of the tube and your red blood cells after 1 hour. The normal range is:

  • 0 to 15 mm/hour in men younger than 50
  • 0 to 20 mm/hour in men older than 50
  • 0 to 20 mm/hour in women younger than 50
  • 0 to 30 mm/hour for women older than 50

A high sed rate is a sign you have a disease that causes inflammation in your body.

Some conditions and medicines can affect the speed at which red blood cells fall, and they may affect your test results. These include:

  • Anemia
  • Older age
  • Kidney problems
  • Thyroid disease
  • Pregnancy or having your period
  • Obesity
  • Drugs like birth control pills, methyldopa (Aldomet), theophylline (Theo-24, Theolair, Elixophylline), vitamin A, cortisone, and quinine

The sed rate test can only tell your doctor that you have inflammation somewhere in your body. It can’t show where the inflammation is or what caused it. Your doctor may also test for your erythrocyte sedimentation rate (ESR) or C-reactive protein (CRP) to help make a diagnosis. Both are acute phase reactants or inflammatory markers which can help point to a diagnosis or help follow treatment in a diagnosis. You will still need imaging or even biopsyies to make a specific diagnosis.

Talk to your doctor about the results of your sed rate test, and any other tests you have. Make sure you understand what the results mean, and how they’ll affect your treatment.

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ESR Information | Mount Sinai

Erythrocyte sedimentation rate; Sed rate; Sedimentation rate





ESR stands for erythrocyte sedimentation rate. It is commonly called a “sed rate.”

It is a test that indirectly measures the level of certain proteins in the blood. This measurement correlates with the amount of inflammation in the body.



























Blood is drawn from a vein (venipuncture), usually from the inside of the elbow or the back of the hand. A needle is inserted into the vein, and the blood is collected in an air-tight vial or a syringe. Preparation may vary depending on the specific test.


How the Test is Performed

A blood sample is needed. Most of the time, blood is drawn from a vein located on the inside of the elbow or the back of the hand. The blood sample is sent to a lab.

The test measures how fast red blood cells (called erythrocytes) fall to the bottom of a tall, thin tube.












How to Prepare for the Test

There are no special steps needed to prepare for this test.












How the Test will Feel

You may feel slight pain or a sting when the needle is inserted. You may also feel some throbbing at the site after the blood is drawn.












Why the Test is Performed

Reasons why a “sed rate” may be done include:

  • Unexplained fevers
  • Certain types of joint pain or arthritis
  • Muscle symptoms
  • Headache
  • Other vague symptoms that cannot be explained

This test may also be used to monitor whether an illness is responding to treatment.

This test can be used to monitor inflammatory diseases or cancer. It is not used to diagnose a specific disorder.

However, the test is useful for detecting and monitoring:

  • Autoimmune disorders
  • Bone infections
  • Certain forms of arthritis
  • Inflammatory diseases












Normal Results

For adults (Westergren method):

  • Men under 50 years old: less than 15 mm/hr
  • Men over 50 years old: less than 20 mm/hr
  • Women under 50 years old: less than 20 mm/hr
  • Women over 50 years old: less than 30 mm/hr

For children (Westergren method):

  • Newborn: 0 to 2 mm/hr
  • Newborn to puberty: 3 to 13 mm/hr

Note: mm/hr = millimeters per hour

Normal value ranges may vary slightly among different laboratories. Talk to your health care provider about the meaning of your specific test results.












What Abnormal Results Mean

An abnormal ESR may help with a diagnosis, but it does not prove that you have a certain condition. Other tests are almost always needed.

An increased ESR rate may occur in people with:

  • Anemia
  • Cancers such as lymphoma or multiple myeloma
  • Kidney disease
  • Pregnancy
  • Thyroid disease

The immune system helps protect the body against harmful substances. An autoimmune disorder is when the immune system mistakenly attacks and destroys healthy body tissue. ESR is often higher than normal in people with an autoimmune disorder.

Common autoimmune disorders include:

  • Lupus
  • Polymyalgia rheumatica
  • Rheumatoid arthritis in adults or children

Very high ESR levels occur with less common autoimmune or other disorders, including:

  • Allergic vasculitis
  • Giant cell arteritis
  • Hyperfibrinogenemia (increased fibrinogen levels in the blood)  
  • Macroglobulinemia – primary
  • Necrotizing vasculitis

An increased ESR rate may be due to some infections, including:

  • Bodywide (systemic) infection
  • Bone infections
  • Infection of the heart or heart valves
  • Rheumatic fever
  • Severe skin infections, such as erysipelas
  • Tuberculosis

Lower-than-normal levels occur with:

  • Congestive heart failure
  • Hyperviscosity
  • Hypofibrinogenemia (decreased fibrinogen levels)
  • Leukemia 
  • Low plasma protein (due to liver or kidney disease)
  • Polycythemia
  • Sickle cell anemia










Pisetsky DS. Laboratory testing in the rheumatic diseases. In: Goldman L, Schafer AI, eds. Goldman-Cecil Medicine. 26th ed. Philadelphia, PA: Elsevier; 2020:chap 242.

Vajpayee N, Graham SS, Bem S. Basic examination of blood and bone marrow. In: McPherson RA, Pincus MR, eds. Henry’s Clinical Diagnosis and Management by Laboratory Methods. 24th ed. Philadelphia, PA: Elsevier; 2022:chap 31.

Last reviewed on: 4/30/2021

Reviewed by: David C. Dugdale, III, MD, Professor of Medicine, Division of General Medicine, Department of Medicine, University of Washington School of Medicine. Also reviewed by David Zieve, MD, MHA, Medical Director, Brenda Conaway, Editorial Director, and the A.D.A.M. Editorial team.


what is an electronic document management system, requirements and types

Electronic document management through an EDF operator as an intermediary is carried out using an electronic document management system (EDMS).
EDMS is used as a tool that allows you to quickly generate and exchange electronic documents within the company, as well as with contractors and regulatory authorities.

What is an electronic document management system (EDMS)

An electronic document management system is a software that is installed on a PC or a cloud service that does not require installation. With the help of EDMS, companies organize internal and external electronic document management. At the same time, an electronic signature is used to exchange documents in electronic form. It provides electronic documents with legal significance.

Companies that have opted for an electronic document management system note a reduction in the time for processing and preparing reporting documents by about 75%. Files are transferred instantly both within the organization and when working with contractors. Save time and resources by reducing the cost of paper, copier supplies and courier services.

The electronic document management system allows you to create, modify and send almost any legally significant document in electronic form. It is only important to comply with legal requirements.

Development of electronic document management systems

Electronic document management systems (EDMS) began to be integrated into domestic practice back in the 90s. It was then that the first software solutions designed to automate production appeared on the market. Over the past 20 years, a long way has been passed from simple solutions to large-scale EDI systems within the company. The coverage of processes and users is growing, new tasks are being set, new types of documents are becoming available.

During its existence, information systems for electronic document management have managed to establish themselves as an effective mechanism. The emergence of new tasks led to the emergence of tools for their solution.

Modern EDMS meet the requirements of both small businesses and large enterprises. Specialized systems suit both the commercial sector and government agencies, which indicates the widespread distribution of documents in electronic form.

The procedure for the exchange of digital materials via telecommunication channels takes place within the system of the EDI operator, which is included in the register of the tax inspectorate.

Regulatory framework

The transition to EDI leads to a change in work processes in the organization. To avoid disruptions and ensure efficiency, it is necessary to comply with the requirements of regulations governing digital office work.

Legal regulation provided by:

  • Federal laws:
    • “On information, information technologies and information protection” dated July 27, 2006 No. 149-FZ;
    • “On Archival Affairs in the Russian Federation” dated October 22, 2004 No. 125-FZ;
    • “On Personal Data” dated July 27, 2006 No. 152-FZ;
    • “On Trade Secrets” dated July 29, 2004 No. 98-FZ;
    • “On Electronic Signature” dated April 6, 2011 No. 63-FZ.
  • Decrees of the Government of the Russian Federation, as well as regional governments.
  • Orders of the Ministry of Finance, Ministry of Justice, Rosstandart, Rosarkhiv and other departments.
  • State standards:
    • GOST R 6. 30-2003 “Unified documentation systems. Unified system of organizational and administrative documentation. Documentation requirements”;
    • GOST R ISO 15489-1-2007 “Document management. General requirements”;
    • GOST R 54471-2011/ISO/TR 15801:2009 “Electronic document management systems. Documentation management. Information stored electronically. Recommendations for Ensuring Reliability and Reliability”;
    • GOST R 7.0.8-2013 “System of standards for information, librarianship and publishing. Office work and archiving. Terms and Definitions”;
    • GOST R 53898-2013 “Electronic document management systems. Interaction of document management systems. Technical requirements for an electronic message. Development of GOST R” and other GOST standards.
  • All-Russian classifiers and a number of other documents.

Strict rules are not established for the activities of EDMS developers, however, the legislation provides for penalties for illegal access to information, as well as for disclosure of state or commercial secrets. EDMS developers may incur both administrative and criminal liability, depending on the severity of the violation.

EDMS classification

Electronic document management systems are designed to solve specific problems. According to this criterion, they can be divided into the following types:

  • EDI registration type;
  • forming digital documentation;
  • allowing to automate work with archives;
  • for archival data management;
  • for processing documents in digital form;
  • to control the operation of information storage devices.

Now operators are increasingly creating complex electronic document management systems that can have all of the above functions. In order for consumers to be able to choose and use only the features they need, operators create different tariffs depending on who the user is.

We single out the following types of EDMS:

  1. Office systems. This choice is applicable in companies that have strict rules for the exchange of materials and a vertical management system. The introduction of a record keeping system makes it possible to make work with correspondence and customer requests more streamlined and to achieve a competent movement of internal documentation within the enterprise.
  2. Digital archives. They guarantee structured storage of documents with access rights. At the same time, papers are digitized – converted into electronic form.
  3. Workflow system. This choice will help to achieve automation of the company’s business processes as a whole. There is a clear definition of the process: what, when and how should be done. The only negative points are the complexity and duration of implementation.
  4. ECM systems. They differ in that they make it possible to work with structured and unstructured content. Another important advantage is the flexibility of functionality.

Only after a thorough analysis of the information, you should make a decision and choose the electronic document management system that is right for your particular situation.

Requirements for electronic document management systems (EDMS)

Modern EDMS speed up business processes and also allow them to be logically arranged. In this regard, even the basic set of EDMS options are subject to high requirements.

Electronic document management systems have similar functionality. When choosing an EDMS for working with electronic documents, it is necessary to take into account the needs, technical goals and business objectives of the organization, as well as the availability of basic system options. The main list of such options includes:

  • the possibility of generating, editing and commenting on documents, as well as their recognition, registration, approval and signing directly in the EDMS;
  • organization of a single electronic archive with the function of searching for files in it;
  • execution of resolutions and control over execution;
  • the ability to record actions and generate reports;
  • support for employees’ limited access to documentation.

In addition to the above features, the basic options of the EDMS include an intuitive interface, qualified technical support and a high degree of data protection.

In addition to the above features, the basic options of the EDMS include an intuitive interface, qualified technical support and a high degree of data protection.

Functionality of ready-made EDMS solutions

In general, organizations use ready-made, “boxed” solutions. The implementation of such EDMS requires less time than the implementation of individual systems. Despite the fact that ready-made EDI systems have universal functionality, the options of such systems can be customized for specific needs. This allows you to quickly establish office work within any company, regardless of its field of activity.

Integrating the system as a program or online services is simple in most cases, but it must perform many tasks, which is one of the main criteria for choosing an EDMS.

A unified document management system in an enterprise should perform a wide range of tasks. Therefore, electronic document management systems are designed to perform the following functions:

  • receipt, registration, processing of documents
  • organization of storage and retrieval of documentation;
  • preparation of analytical reports;
  • control of execution of documents;
  • assigning tasks to employees, etc.

Additional functions allow you to significantly expand the options for using the EDMS through its integration with other systems. This can also be important when choosing a system.

Benefits of introducing an electronic document management system

The transition to EDI and the introduction of EDMS provides the following benefits:

  1. Reducing material costs, which is especially noticeable in large enterprises.
  2. Ensuring savings on basic processes and individual operations.
  3. Risk reduction.

Choosing a document management information system allows you to achieve a real increase in profits and ROI. An increase in the efficiency of the enterprise and the speed of decision-making is achieved.

The ERMS must guarantee a reduction in processing and reporting time by approximately 75%. The speed of information flows should also become higher. Resources are also saved by reducing office costs.
Qualitative indicators can be expressed in the form of an increase in labor productivity of up to 25%, as well as a reduction in the risk of loss of documentation and an increase in the level of corporate culture.

Is it possible to combine EDI with paper workflow

It is possible, but not always necessary, to combine office work in electronic form with maintaining documents on paper. For example, primary accounting documents (invoices, universal transfer documents, consignment notes, and similar documents) can be drawn up both on paper and in electronic form (clause 5, article 9 of the Federal Law of December 6, 2011 No. 402- Federal Law), however, when generating such documents in electronic form, it is not necessary to duplicate them on paper. Electronic primary accounting documents are signed with an enhanced qualified electronic signature, which guarantees their legal significance, equating them to paper documents signed with a handwritten signature

In some cases, a paper document is required along with an electronic one. For example, in personnel records management, despite the almost complete transition to electronic format, the following remain on paper:

  • dismissal order (except for cases of dismissal of remote employees who were hired in accordance with the requirements of Federal Law No. 407-FZ),
  • accident reports at work,
  • magazines with instructions on labor protection.

How SMEV, MEDO and EDMS differ

EDMS can be used for implementation not only in organizations, but also in state bodies. To interact with each other, state institutions use the system of interdepartmental electronic interaction (SMEV). With its help, government agencies exchange data. In addition, in order to exchange information necessary for the provision of public services to individuals and legal entities, SMEV uses extra-budgetary funds and credit organizations.

State authorities use the system of interdepartmental electronic document management (MEDO). With its help, in a secure mode, there is between the administration of the President of the Russian Federation, the apparatus of the government of the Russian Federation, federal executive authorities and executive authorities of the constituent entities of the Russian Federation, as well as informing the highest state authorities about the progress of the execution of instructions.

Choosing an electronic document management system (EDMS)

When choosing an EDMS, you should focus on a number of important parameters. In accordance with these characteristics, one can understand how a particular solution suits the company.

Consider the following criteria when choosing a system:

  • Compliance with the company’s goals;
  • compliance with industry-accepted company standards;
  • supported types of documents;
  • level of technical support for the solution by the developer;
  • degree of security;
  • availability of documentation on administration issues or making adjustments to settings;
  • the need to install additional software;
  • EDMS operation recovery speed in case of mass failures;
  • the ability to automate standard processes or the preparation of a certain type of documents;
  • availability of a system for mass entry of documentation;
  • the ability to integrate the EDMS with the corporate information system, as well as with the software used in the work (mail programs, office applications).

You should also pay attention to what place the developer takes in the EDMS market. As a rule, the products of the largest players meet the needs of the majority of users, are quickly updated and work more stable.

In the case of a complex organizational structure of a company or territorial fragmentation of divisions, the possibility of scaling the EDMS (increasing the number of jobs for which the system is designed) and customizing options when expanding the organization, as well as the availability of remote access and document routing, is of great importance.

The cost of an EDMS also plays an important role. It includes not only the price of the license and connection of the service, but also the cost of training employees, administration, technical support, etc.

Before choosing, you need to analyze information about several options, evaluate them from the standpoint of licensing schemes, cost. If possible, install a demo version of the selected solutions to use in practice. You also need to pay attention to which document flow you use more often – external or internal.