06/11/2018 (Updated on: 25/01/2019)

Physical space as we know it has disappeared from B2B environments. This affects the electronic creation and transmission of documents that are exchanged by companies as well as data retention in electronic 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 for electronic activities that occur in both public and private environments. These security mechanisms are reflected in Regulation 910/2014 (eIDAS) on electronic identification and trust services for electronic transactions in the internal market.

The eIDAS regulation represents an advance in the methods of electronic identification and definitive momentum towards the digitalization of companies and administrations. The application of trusted services for electronic data archiving equates electronic documents with traditional ones on paper. This means that companies no longer need to print and manage large volumes of documents physically such as contracts, payroll documents, invoices or orders.

The management of paper documents consumes a multitude of economic resources, which includes employees. However, in order for the digital leap to be carried out with full guarantees and legal validity, it is essential to use qualified trusted services and archive documents securely during the time required by legislation or by aspects related to company activities such as the agreements reached with customers, suppliers, employees, etc.

EDICOM, as a Qualified Trust Service Provider, is the first company approved by the Ministry of Energy, Tourism and Digital Agenda to offer a long-term electronic archiving service with eIDAS certification for the entire European Union. Thanks to its certification from the conservation of qualified electronic seals, EDICOM is able to preserve the legal conditions of archived documents while guaranteeing its authenticity and integrity over time.

 

Electronic document archiving

EDICOM has developed the electronic archiving solution EDICOMLta, a platform that allows for the unification of electronic document management and groups all the files of the same employee in a single centralized file.

This solution EDICOMLta conserves the electronic documents, maintaining the same validity as their paper counterparts. Therefore they can be used at the request of authorities or third parties during litigation. This is possible because EDICOM is accredited as a Certified Authority and because data processes are implemented in accordance with XADEsLT e ISO 14641.

How does the platform function?

EDICOMLta streamlines archiving, management and document search processes through simple web functionalities and permits automation through data integration between different applications. We tell you step by step how the electronic data archiving platform functions:

  1. Access to the service: EDICOMLta offers users a personalized web environment designed with usability criteria that is accessed with high levels of security through usernames and passwords.
  2. Capture of documents: Three modalities to archive documents in the platform.
  3. Certificate Safeguard: The electronic signature mechanisms and the time stamp guarantee the integrity and authenticity of the data and are applied to the documents that are protected in the platform.
  4. Metadata generation: The platform enables web templates for the creation of standardized metadata structures.
  5. Document management: The platform incorporates different tools that allow hierarchical documents and provide agility to searches to optimize work times.
  6. Obtaining evidence: A permanent trace of evidence is made about the actions carried out during the archiving and life cycle of the documents.

To better understand the EDICOMLta solution, the guide incorporates an annex with three practical cases of VAT electronic bookkeeping, human resources department documents and electronic invoices addressed to the public administration.