Safe and legally compliant archiving
Invoices, financial records, tax forms, contracts, certifications: we no longer store them in rows of filing cabinets and towers of storage boxes. Yet, the digital documents we exchange today have to be archived just as safely and securely as their paper counterparts – or rather, even more safely, as privacy and security regulations are becoming ever more stringent.
“There is a big difference between digital storage, which we all handle using Google Drive, MS OneDrive or SharePoint solutions, and compliant archiving,” explains Carol Van der Donck, Enterprise Information Management Solutions manager. ”Document storage is only legally compliant when it meets strict rules and procedures for scanning, indexing and archiving. Digital records have to be stored for several years and in various formats to ensure readability over time; access should be restricted to ensure data security, and all activities involving the documents have to be fully traceable. Only when these criteria are met digital solutions replace your physical archives.”
With the eIDAS regulation, the EU made electronic interactions between businesses safer, faster and more efficient. That has made it easier for member states to exchange, store and archive digital documents, as the same rules apply in every country. “eIDAS legislation is a huge leap forward, as there’s now clarity regarding how to legally sign and store electronic documents, and the rules apply for every member state. This allows organizations to set up solutions shared across European geographies and benefit from economies of scale,” says Carol.
delaware provides document management solutions based on OpenText software to help customers legally store any type of document. “While digital is most common these days, many companies still have to process a mix of paper invoices, various file types that arrive by email and structured e-invoices. We can help them manage all three with ease: paper documents are scanned, digital documents are ingested automatically, every document is signed electronically, all actions are registered, and the process is documented and watertight. As a result, digital documents are safe, secure, always accessible from within the core business processes in a fully transparent, legally compliant way, not only today but also 10 or 100 years from now. In this way, we help our customers realize digital transformation, also specifically for legal and industry compliance, in an effortless way.”