Rising requirements for cyber resilience and the legal validity of electronic documents in the public sector are driving organizations to transition from basic ECM systems to architecturally secure solutions. Restricted organizations, law enforcement agencies, and critical infrastructure enterprises face a sharp conflict: they require flexible document management for daily operations while being obligated to ensure an uncompromising level of security. This involves strict access control, end-to-end audit trails of user actions, the use of qualified electronic signatures (QES), and operation exclusively within isolated closed loops.
Basic systems are not always capable of providing the necessary level of data isolation and granular access control out of the box, and they may not be adapted to specific national legal requirements. Building a reliable system requires a deep understanding of the regulatory framework, the specifics of on-premises architecture, and the use of specialized platforms.
Regulatory foundation: legal requirements and international cybersecurity standards
Designing an electronic document management system (EDMS) for the regulated segment relies on clear legal frameworks. According to the Law of Ukraine "On Electronic Documents and Electronic Document Management" (Law No. 851-IV), an electronic document is information captured as electronic data, including mandatory attributes. The law explicitly states that the legal force of an electronic document cannot be denied solely because it is in electronic form.
The legal framework for using QES and trust services in state information systems is defined by the Law of Ukraine "On Electronic Identification and Electronic Trust Services".
In addition to national requirements, international standards are applied during development:
- ISO 15489-1:2016 (Records management): applies to records regardless of their structure or form, covering the principles of document management in both business processes and various technological environments.
- NIST Cybersecurity Framework (CSF) 2.0: structures cyber risk management through six key functions: Govern, Identify, Protect, Detect, Respond, and Recover.
Closed-loop architecture: why on-premises remains the standard
For restricted facilities, public clouds often fail to meet strict internal security policies. The primary deployment model remains on-premises infrastructure, which ensures full control over data without exposure to public networks. Operating in a closed loop requires the document management system to be autonomous and maintain robust control over the network perimeter.
Access management in practice: combining RLS and ACL
The number of access levels in a system can range from basic rights (read or write) to complex matrices based on user attributes (ABAC). To ensure security, detailed models are applied:
- ACL (Access Control List): access control lists allow for restricting the viewing or editing of documents for specific groups. For example, configuring an ACL allows a document to be visible only to employees of a specific department.
- RLS (Row-Level Security): a mechanism for limiting record visibility at the database row level. RLS restricts access to individual objects to prevent data leakage by filtering data before it is displayed in the user interface.
End-to-end audit trail: ensuring control
Every user action involving a document must be recorded in an audit trail. The entire lifecycle—from creation and reading to modification, signing, exporting, or deletion—must be monitored. This ensures non-repudiation and the ability to investigate incidents promptly, as required by modern standards such as NIST CSF 2.0.
QES integration in a secure environment
The legal validity of documents is ensured by applying QES. In a closed loop, the system's response time for verifying certificate status at the Accredited Key Certification Center (AKCC) must be minimal to ensure uninterrupted operation. This is achieved by configuring automatic certificate status verification at the time of signing, often using local mechanisms for importing Certificate Revocation Lists (CRL) or the OCSP protocol.
Platform approach: from basic systems to secure low-code
According to the AIIM association, the market is evolving from classic ECM to Intelligent Information Management using AI/IDP tools. In highly regulated segments, this transition relies on specialized platforms.
An example of such a technological foundation is the low-code platform UnityBase (a joint development by the Intecracy Group alliance, where InBase acts as a key developer). For projects with heightened security requirements, the commercial Defence edition of the platform is used. It offers built-in authentication mechanisms using private/public keys, hardware token restrictions, server module integrity checks, and integration with AKCC (CRL and OCSP) for working with national cryptographic protection standards (DSTU).
The Megapolis.DocNet electronic document management system from InBase is built on the UnityBase platform. The system holds a State Service of Special Communications and Information Protection (SSSCIP) compliance certificate at the G2 level, supports simultaneous operation for a large number of users (up to 60,000 according to the developer), and provides flexible access control (RLS, ACL), end-to-end auditing, and integration with state registries within fully isolated local infrastructures.
| Architectural requirement | Technical implementation |
|---|---|
| On-premises deployment | Full data isolation, no reliance on public clouds, network perimeter control. |
| Access control (RLS & ACL) | Restricting access rights at the level of individual records (Row-Level Security) and objects to prevent data leakage. |
| End-to-end logging (Audit Trail) | Recording all user actions (reading, modifying, exporting) in an immutable audit log. |
| Cryptographic protection (QES/DSTU) | Integration with AKCC for applying and verifying qualified signatures directly within the secure loop. |
| Specialized platform (Defence edition) | Using a specialized system core (e.g., UnityBase Defence) instead of basic solutions. |
FAQ
How can a document management system ensure compliance with the Law on Electronic Trust Services in a closed loop?
Solutions are deployed within the isolated loop that allow for automatic retrieval of certificate statuses (e.g., current Certificate Revocation Lists (CRL) from the AKCC or verification via OCSP), with QES verification performed directly within the secure perimeter.
How does the Defence edition of the UnityBase platform differ from standard solutions?
The Defence edition of UnityBase is designed for systems with heightened security requirements. It supports authentication using private/public keys, hardware token restrictions, server module integrity checks, and integration with AKCC (CRL, OCSP) in accordance with DSTU standards.
How can RLS (Row-Level Security) be implemented to protect confidential documents?
RLS (Row-Level Security) limits the visibility of records at the database row level. When a user accesses the system, it filters data based on security attributes, ensuring the user only gains access to records they are explicitly authorized to view.
Data sources
- Verkhovna Rada of Ukraine: Law of Ukraine On Electronic Documents and Electronic Document Management
- Verkhovna Rada of Ukraine: Law of Ukraine On Electronic Identification and Electronic Trust Services
- The NIST Cybersecurity Framework (CSF) 2.0
- ISO 15489-1:2016 Records management
- AIIM — Intelligent Information Management
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