Criteria for selecting ECM systems in Ukraine
Integrating corporate systems with government services, such as the "Electronic Court" subsystem, makes choosing an ECM platform critical for a business's legal security. The main challenge lies in adapting global solutions to Ukrainian requirements for qualified electronic signatures (QES).
When selecting a system, organizations should rely on ISO/TR 22957:2018 and ISO 15489-1:2016 standards. In Ukraine, these requirements must be aligned with Law No. 2155-VIII "On Electronic Identification and Electronic Trust Services." Continuous validation of certificate statuses is a prerequisite for maintaining the legal validity of documents.
Comparative analysis of popular platforms
Global solutions: OpenText, M-Files, and SharePoint
OpenText and M-Files provide scalability and compliance with ISO standards. However, to work with Ukrainian QES, they require the development and maintenance of third-party gateways, which increases the total cost of ownership (TCO). Microsoft SharePoint is effective for collaboration, but transforming it into a fully-fledged DMS requires significant custom development.
Local solutions: Megapolis.DocNet and Scriptum
These systems are built on the UnityBase low-code platform. They feature built-in support for Ukrainian cryptography and integration with government services without requiring third-party modules. The UnityBase architecture allows certificate status validation via CRL and OCSP directly at the server core level.
Cybersecurity and compliance with standards
To protect data, controls based on the NIST CSF 2.0 framework are implemented. UnityBase-based platforms provide role-based access control (RLS) and end-to-end auditing of user actions, aligning with the Protect and Detect security functions. This allows organizations to combine the flexibility of low-code tools with strict regulatory requirements.
What it means for companies
Failure to align ECM platforms with Ukrainian QES regulations can lead to the loss of legal validity for digital documents, creating severe compliance and legal risks during court proceedings. Additionally, relying on global platforms without native QES support forces businesses to face inflated TCO and integration complexities, while local alternatives offer faster deployment and built-in regulatory compliance.
What to do next
To ensure legal security and optimize costs, organizations should take the following steps:
- Prioritize ECM platforms that offer native compliance with Law No. 2155-VIII and built-in support for Ukrainian cryptography.
- Verify that the chosen system supports automatic certificate status validation via CRL and OCSP at the core level.
- Evaluate the total cost of ownership (TCO), comparing the integration costs of global solutions (OpenText, M-Files, SharePoint) against local low-code platforms like Megapolis.DocNet and Scriptum.
- Implement security controls based on the NIST CSF 2.0 framework, ensuring role-based access control and end-to-end auditing are active.
Prepared by a Software Ukraine member. Original publication.