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Long-Term Electronic Archiving

Get to Know the Long-term e-Archiving features

Large companies need to retain a large part of their documents and data with assurances. Unlike a standard backup security copy, the files must endure the passing of time. A complex task, if we take into account the swift evolution of the technology, which can render e-archiving systems that were initially efficient invalid.

Let’s take a look at the key aspects which are crucial when choosing a long-term e-archiving solution:

		Do not confuse a long-term archiving system with a file hosting service: A long-term e-archiving system manages batches of documents, indexing them and preserving them over time, just like a basic file hosting service could. The most important difference lies in the guarantee of integrity and authenticity which shows that these data have not been subject to alterations through time, and which grant the documents validity as legal proofs before third parties. So, a long-term e-archiving system responds to a logic of data retention under technical criteria that are regulated by laws applied in all European states.

		Choose a data retention platform or support that is stable in time: It is essential to have a means of storage that ensures the retention, non-corruption and accessibility of data over time. Cloud-based systems have currently replaced CDs or DVDs due to their unlimited file retention capacity.

		Know exactly where documents and files are kept: The documents and data archived often contain sensitive data on companies, customers and employees. These documents with sensitive information may be affected by local or European legislation on aspects such as data protection, requiring the physical servers to be located within EU territory. This is why it is important to know the physical infrastructure of the long-term e-archiving solution.

		Choose standard formats to extend the life cycle of the document over time: The data archiving format is an important point if we are considering long-term use. In particular, if we are working electronically it is advisable to use widely implemented standard formats that are supported by a multitude of applications which lengthen the useful life of the data through time.

		Know the commitments undertaken by the provider in terms of data protection and accessibility: The data archives have a purpose, so must be able to be retrieved easily and securely at any time. It is important to know the level of commitment offered by our service operator, and whether they have an SLA (Service Level Agreement) that guarantees availability of the service in writing. Moreover, it is important to know the human and technical resources the company has to guarantee its commitments, in such significant aspects as dealing with incidents, natural disasters… etc. So, it is necessary to use document archive systems that ensure permanent replication of resources and records in real time.

		Make sure the solution applies e-audit mechanisms: The presentation of a full archive of trials is essential. In the case of litigation that requires the provision of documents to affected third parties, the long-term electronic data archiving solution must provide a monitored record of the events and actions taken on the documents. This means delivering a test file for each of the documents archived, containing the document, its time stamp and e-signature

		Choose an electronic data retention solution in compliance with the regulation in force: Depending on the sector or region of the world, document archiving may be regulated by local legislation. It is recommendable to have an archiving system certified by international and local data security and processing standards that ensure the validity of our data in the event of any legal requirement or from third parties. The main regulatory framework at European level is governed by Regulation Nº 910/2014, known as eIDAS, which regulates the figure of qualified trust service provider as an operator certified for the provision of electronic data archiving services with legal proof value. In addition, there are also other international standards such as ISO 14641 or ISAE 3402, more specifically for projects framed in the Americas.

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News

08/02/2018

What is electronic long-term archiving?

The eIDAS regulation represents an advance in the methods of electronic identification and definitive momentum towards the digitalization of companies and administrations.