Transformation of Electronic Document Management Under the Influence of Artificial Intelligence Technologies: The National Aspect

Abstract

The purpose of the article is to identify the peculiarities of electronic document management under the influence of artificial intelligence technologies and to outline the national aspect of their implementation in records management. The research methodology is based on the use of analysis and synthesis methods to determine the main directions of AI application in document management; the system-structural method – to study the interrelations between technological and organizational aspects; as well as the comparative method – in considering domestic and international experience in the application of artificial intelligence in electronic document management. The scientific novelty of the article lies in a comprehensive study of the transformation of electronic document management under the influence of artificial intelligence technologies, taking into account current digitalization trends and the insufficient regulatory and legal framework governing the use of AI in Ukraine. The main areas of artificial intelligence application in electronic document management are systematized, and the related legal, organizational, and security risks are generalized. The necessity of harmonizing national legislation with European approaches to artificial intelligence regulation is substantiated, national specific features of the formation of records management under the influence of artificial intelligence technologies have been outlined. Conclusions. The study establishes that artificial intelligence technologies significantly transform modern electronic document management systems by ensuring the automation of document processing, increasing the efficiency of managerial processes, and optimizing information flows. The use of AI technologies in Ukrainian records management is shaped simultaneously by technological, legal, linguistic, and security factors. Unlike foreign digitalization models focused primarily on large-scale knowledge management and corporate policy, the Ukrainian approach is aimed at ensuring operational efficiency, legal validity, and the security of document processes under conditions of martial law and constant cyber threats. Harmonization of national legislation with European standards establishing the principles of safe, ethical, and human-centered use of artificial intelligence technologies is becoming increasingly important. Ukrainian practice of implementing algorithmic systems in records management demonstrates the formation of its own model of digital document management in accordance with the requirements of state language policy, DSTU 4163:2020, legislation on electronic document management, and personal data protection. Ukrainian experience proves that even under crisis conditions, digital technologies can become an important tool for increasing the efficiency of public administration and the corporate sector.