The objective of archiving corporate documents is the preservation and sustainability of the organization's documents and data. It must also ensure its probative value.
What is digital archiving of documents?
Formerly associated with paper exclusively, today digital archiving of documents consists, in addition to preservation, in maintaining the durability and integrity of a document to attest to its value.
- Efficiency and organization
- Governance and security
- Respect for the environment
- Compliance and quality
There are 3 types of electronic archiving:
- EDM or electronic document management which allows the indexing, classification, search and storage of documents called “living” of the organization.
- The SAE or Electronic Archiving System, which aims to keep documents over time and to prove their authenticity, if necessary, in court as evidence.
- The digital safe, which, as its name suggests, is a digital safe dedicated to the secure storage of organization documents in order to preserve their integrity and store them for the long term (digital archiving with evidentiary value).
A certified electronic archiving solution, in addition to a EDM solution Or of a Content Management Solution (ECM) will allow you to ensure the sustainability and integrity of your data, in accordance with current standards.
To meet the compliance requirements for archived documents, it is necessary for an organization to equip itself with an electronic archiving tool with probative value regardless of the nature of the documents concerned.
A digital archiving solution: for what needs? /for what?
A digital archiving software or digital safe is a digital solution that meets the issues of compliance, integrity, authenticity and durability of documents.
The objective is to obtain the same probative value for a digital document as for a paper document.
All sizes and types of structures need a digital safe to prove the value of the documents stored there.
- Authenticity: the digital document is considered original
- Sustainability: the document is available and can be consulted over a potentially long period
- Integrity: the document cannot be modified
Attest to the authenticity of documents
The documents that will be archived in the digital safe must respect several criteria prior to archiving (a certain level of digitization quality, have a record of digitization operations, etc.). It all starts with the capture or digitization of documents so that the digital document (natively digital or resulting from paper scanning) is considered as an original document. These criteria will make it possible to attest to the probative value of documents, for example, in the context of the PAF (Reliable Audit Trail), the authenticity of an invoice.
Ensuring the sustainability of documents
The document is available and can be consulted over a long period of time. To ensure the sustainability of documents, it is preferable to use an EDM (Electronic Document Management) solution prior to a digital safe, because it makes it possible to manage the life cycle of a document (DUA, DUC and final fate), to meet RGDP requirements, to use sustainable document formats such as PDF/a.
Ensuring the integrity of documents
The integrity of a document lies in the assurance that a document cannot be changed. To do this, you must use a CCFN certified digital safe (digital safe component) with the NF203CCFN standard. It will allow documents to be integrated into a file system, making it possible to search but not to modify.
As part of the reliable audit trail, the digital safe allows transactions to be logged and logs sealed.
The integrity of the documents must be calculated regularly via the timestamp of the documents.
Documents signed electronically, documents resulting from dematerialization (“reliable copy”), documents traced and time-stamped in EDM, encrypted files, health data (in this specific case, specific HDS hosting must also be provided)... can be archived in a digital safe.
All these documents are equipped with metadata (keywords) that make it possible to qualify the document,
What benefits can you expect from digital archiving software?
Archive your documents over the long term, access them at any time in order to meet your legal obligations and to have access to evidence.
- Securing information
- Structuring information in an archiving system
- Benefit from documents with probative value
- Respecting the ecological commitment
Securing information
You deal with confidential information, which must meet the requirements of the RGPD (General Data Protection Regulation) within your organization. Using a digital safe for archiving your documents will allow you to store your data in a 100% secure manner. Timestamp, digital document fingerprinting, and log sealing ensure the safety and quality of the data stored in the vault.
There are several levels of authorization for users to ensure that certain manipulations are not accessible to all.
Structuring information in an archiving system — saving time
Thanks to the management of document metadata, classification and research are carried out in a few clicks according to authorizations. In comparison, it can take several days to search for an archived paper document.
Benefit from documents with probative value
To meet your legal obligations, the probative value or integrity of documents is necessary, this integrity is guaranteed by the digital safe. The stored documents are time-stamped, cannot be modified and can be used as evidence in case of litigation.
Ecological commitment and the economy associated with physical storage
Today, legislation makes it possible to eliminate paper archives in favor of digital archives. You save on archiving, storage and management costs (destruction, research, classification) thanks to a digital safe.
The essential functional building blocks of the digital safe
A digital archiving solution is composed of functional modules that complement each other in order to ensure optimal monitoring of the organization's document flows.
- Deposit, read, destroy data (management of the final fate)
- Record events on digital objects: activity logging
- Collecting and reading metadata: Generating the digital footprint of documents
- Manage authorizations with access levels
- Store and save documents
- Ensuring the integrity of documents