ARTIFICIAL INTELLIGENCE IN ELECTRONIC DOCUMENT MANAGEMENT SYSTEMS: OPPORTUNITIES, RISKS, AND IMPLEMENTATION STRATEGIES

Digital transformation and evolving business processes have raised the imperative to automate and intellectualize electronic document management systems (EDMSs) through the implementation of artificial intelligence (AI) technologies for more efficient document handling. This shift, however, introduces a range of technical, organizational, economic, and legal risks. In light of Russian legislative requirements—including Federal Law No. 152-FZ of July 27, 2006 "On Personal Data", Federal Law No. 44-FZ of April 5, 2013 "On the Contract System in the Procurement of Goods, Works, and Services for State and Municipal Needs", and Federal Law No. 223-FZ of July 18, 2011 "On the Procurement of Goods, Works, and Services by Certain Types of Legal Entities" coupled with the necessity for import substitution, a balanced approach to AI integration into document management is essential. This article systematizes the primary applications of AI in EDMSs, which include automatic classification, data extraction, intelligent routing, and content analysis. Key limitations and risks are identified and categorized, encompassing data quality issues, high implementation costs, the "black box" effect, legal status uncertainty, and employee resistance. Based on an analysis of user experiences with Russian EDMSs, a comprehensive strategy for optimizing AI use is proposed. This strategy focuses on high-ROI tasks, investment in data quality, the design of human-AI hybrid processes (Human-in-the-Loop), ensuring transparency and explainability of decisions (XAI), and prioritizing security and regulatory compliance. Promising directions for AI development in Russian EDMSs are outlined, including generative AI, advanced predictive analytics, integration with Robotic Process Automation (RPA), and reinforcing the role of AI as a tool to assist rather than replace human operators. The practical significance of this work lies in developing a methodological framework for IT managers, records management (DOU) specialists, and business analysts to achieve an optimal balance between the application of AI technologies and human input within EDMSs.

artificial intelligence / AI, electronic document management, electronic document management system / EDMS, electronic document management, computer vision, intelligent data extraction, Process Mining, Human-in-the-Loop, Explainable AI, XAI, Russian EDMSs, import substitution

Dzyubenko A. L., Loseva V. V. Artificial intelligence in electronic document management systems: opportunities, risks, and implementation strategies. Biznes. Obrazovanie. Pravo = Business. Education. Law. 2025;4(73):120—127. DOI: 10.25683/VOLBI.2025.73.1489.