Electronic Archiving Case Study: Electronic Preservation of Work Documentation
Payroll, tax returns or reports for the tax authorities. These are just three examples of the documentation handled by company Human Resources departments on a daily basis. The working life of company employees gives rise to a large volume of files that need to be properly stored for a long period of time. The problem is that nowadays it is common to find a combination of digital documents, archived without security measures in the company’s own in-house servers, and, on the other hand, documents on paper, stored by traditional means.
This heterogeneity of formats (digital and physical) hampers traceability among the documents making up the file on a single employee. As a result, document management by the Human Resources department is inefficient, as it hinders even the simplest tasks, such as payroll delivery. The situation becomes even more serious in line with company growth; the bigger the company, the larger the data volume.
The EDICOMLta solution preserves the e-documents, which maintain the same legal validity as their paper counterparts. In other words, they may be used as required by the authorities or third parties in the event of litigation. This is possible because EDICOM is accredited as a Certification Authority and implements data safekeeping processes in accordance with XADEsLT and ISO 14641.
In addition, to boost efficiency, the platform integrates with other Human Resources technology solutions. One of them is B@M Payrolls, which allows confidential e-delivery of workers’ wages. In this case, EDICOMLta is responsible for automatically saving the file and its digitally signed receipt acknowledgement.