EDICOM becomes the first PSC in Mexico accredited as a Legally Authorized Third Party (TLA) for document digitalization
Mexico’s Ministry of Economy has granted EDICOM accreditation as a Legally Authorized Third Party (TLA) in the process of digitalizing documents and physical support in accordance with NOM-151-SCFI-2016, “requirements that need to be observed for preserving data messages and the digitalization of documents.” It cancels NOM-151-SCFI-2002.
The Official Mexican Standard NOM-151-SCFI-2016 establishes the possibility that digital representations of physical documents can be preserved by electronic means with the same probative value as their originals. NOM 151’s conservation requires the application of a digitalization and comparison procedure defined by the Ministry of Economy.
As a Legally Authorized Third Party, EDICOM has a certified scanning service from which it can obtain data messages from printed originals and proceed with the destruction of paper documents.
As a PSC, EDICOM will be responsible for checking the digitalization of physical documents. Electronic signatures and time stamps will be added to data messages generated from the digitalization process.
What is a Legally Authorized Third Party?
A TLA proves that digital images or representations obtained after a digitalization process are the true reflection of the original documents.
In others words, a TLA is an entity that guarantees the security and integrity of the entire digitalization process at all times.
EDICOM’s TLA service allows companies to offer their document scanning service based on NOM151, which allows original paper documents to be destroyed.
How does the digitalization or scanning process work?
In order to guarantee the integrity and security of the entire matching process, EDICOM has developed an electronic scanning procedure during which 100% of the documents that will be digitalized are scanned.
For this reason, it is necessary to have a digitizer, the company responsible for operationally executing the migration processes of moving documents from their physical locations and generating data messages as a result. The TLA will audit the digitizer to confirm that all regulations have been followed and that the migration processes were carried out in an integral and unadulterated manner through a matching process.
Security must be guaranteed from the moment the merchant lends the documents to the digitizer and the digitizer must guard them. During this phase, a TLA like EDICOM guarantees that no security breaches happen and that the paper originals are not altered.
After the scanning process, the TLA uses its own software to confirm that the digital data messages are identical to the paper originals. All of the documents are checked down to the smallest detail.
After it has been proved that an electronic document has not been altered, a signature and a time stamp are applied at that moment to guarantee this state. From this point on, the original paper document can be destroyed.
Complete the cycle with long-term archiving
To complete the process, EDICOM offers a long-term electronic archiving service. The service applies to all documents and protected data, the identification methods, digital signatures and time stamps. The solution guarantees permanent access and the recovery of 100% of the documents loaded on the platform, as well as the ability to manage evidence that prove the integrity of the archived documents and grant them probative value before the law.
Updating the applicable rules for PSCs is another step in the digital evolution and the implementation of technology in favor of eliminating paper, simplifying operations and automating processes that result in high costs, long periods of time and risk when managed through physical media.
Contact us if you want more information or if you want to start the digitalization process of your paper warehouse.