Russia Accelerates the Digitalization of Document Management

Structural Change

Experts note deep, structural shifts in document management, with momentum accelerating over the past year. Recent years have brought not only import substitution, but also a fundamental rethink of how data is governed. Where electronic documentation once merely replicated paper workflows, basic record-keeping systems are now evolving into multifunctional data platforms. These platforms are beginning to reshape public administration itself, making operational efficiency under new conditions the key benchmark for every element of the system.

In public administration, a document no longer means just a text or graphic file. It has become a container for structured data that must be seamlessly integrated into a unified digital environment and readily available for analysis.

Speed and Quality

The push toward digitalization and data automation continues. According to expert estimates, converting documentation fully to electronic form can cut up to 80% of spending on office equipment maintenance. Dependence on manual labor is reduced, easing workloads for government staff. As a result, resources are shifted away from routine document handling toward addressing citizens’ real needs. This trend is global, but Russia is not merely keeping pace, it consistently ranks among the world’s leaders in document-management digitalization. The strategy has proven effective, making public administration faster and more responsive.

Document management systems thirty years ago and modern solutions belong to entirely different classes of software in terms of capabilities and purpose. Naturally, there were no heightened performance requirements back then, because database volumes were modest, and the number of users of electronic document systems, even in large companies and government bodies, rarely exceeded 5–10% of administrative staff

Andrey Kozlov

CEO of EOS Soft

In the coming years, digitalization and automation are likely to expand across all regions, sectors, institutions, and agencies, becoming the primary mode of interaction between citizens and government, as well as among agencies themselves. Demand will also rise for working with unstructured data, including recognition, attribute extraction, semantic analysis, and classification. This will ensure a stable pipeline of work for developers of digital solutions.

New Solutions

Electronic document management systems are among the oldest segments of Russia’s IT sector. A quarter-century ago, they were limited to digital copies of paper files. With the advent of e-government and the digitalization of public services, the situation changed fundamentally. Electronic systems became the core operational tool, with digital signatures and electronic documents carrying the same legal force as their paper counterparts. In recent years, another critical requirement has emerged: compatibility with domestically developed software.

Against the backdrop of import substitution and technological sovereignty, new Russian solutions are emerging to meet these demands. This includes tools for automating the delivery of public services and improving interaction between citizens and authorities.

The state is the main driver behind the emerging electronic vertical, enabling effective coordination among agencies, structures, and regions. In 2025, a pilot of a new unified standard for electronic document management was launched, involving the Ministry of Natural Resources, the Ministry of Industry and Trade, the Ministry of Digital Development, and the Federal Tax Service. Participants were tasked with defining unified requirements for document-management systems and proposing updates to the regulatory framework. Work also focused on structuring data so that not only documents themselves, but every stage of their lifecycle, is recorded.

Rising Demand for Domestic Solutions

Building a unified digital system is a logical step in data digitalization and automation. Common standards enable faster and higher-quality operations. At the same time, information security remains a core prerequisite for effective document handling. As a result, domestic solutions in this field are set to become increasingly in demand, reducing reliance on foreign technologies.