EDICOM Long Term Archiving                                                        Integral, secure and long-term data retention for all types of e-documents.

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Long-Term Electronic Archiving

Electronic data archiving in businesses

Large enterprises in all industrial sectors run their daily operations in an almost totally digital environment. Old-school practices linked with non-electronic working systems are rapidly disappearing from the business environment, and corporate efficiency management policies now hinge around paperless working environments, where aspects such as long-term electronic archiving of all documents bring an important added value.

Although it is mainly a business philosophy, nowadays there is an increasing number of initiatives in the B2G field promoted by public administrations in response to an electronically working industrial environment. This is the case, for example, of e-invoicing with public administrations being developed throughout the European Union and which is already up and running in countries such as Spain, France, Italy or Portugal, among others. These fiscal and tax obligations are yet another driver of paperless working in all departments of the company, and in its relations with public institutions, but they are still not enough.

Physical space as we know it has disappeared from B2B environments. This affects the creation and electronic transmission of all documents exchanged by companies, as well as the retention of data in e-format over time. To respond to this need of the intra-community market, the European Union has developed a regulatory framework that provides security and legal certainty to e-activities taking place in both public and private environments. These security mechanisms are enshrined in Regulation Nº 910/2014 (eIDAS) on electronic identification and trust services for e-transactions in the domestic market.

With this legislative reality, which regulates how e-archiving with probative value should work in a B2B scope of application like B2G, companies equate traditional paper documents with new, much more efficient, flexible and secure e-formats. The result is that companies no longer need to manage large volumes of physical documents, such as invoices, orders, payrolls, contracts…etc. With this legal framework, all your corporate data management can be done by electronic means.

Are my e-documents valid as legal proofs?

Electronic signature provides a data retention system with guarantees of integrity and authenticity. Assurances necessary for the system and stored documents to have legal proof value.

The entire process involves archiving e-documents with a system that guarantees two conditions permanently in time. The integrity that certifies the alteration of the documents during their safekeeping, and the authenticity that identifies the physical or legal person as the author of a document.

Systems such as advanced e-signature set out encryption procedures for the invoice to guarantee the document source and ensure that it has not been altered since the moment it was created.

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