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Electronic archive of documents exchanged with the Public Administration

Public administration suppliers can store and recover their invoices throughout the whole of the required preservation time. The solution guarantees document integrity, applying an electronic seal and qualified electronic time stamp at the time they are indexed in the system.

We support you in designing your electronic archive project for documents exchanged with the Public Administration.

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Electronic archive of documents exchanged with the Public Administration

The European Union is experiencing a time of digital transformation, fostering the use of electronic invoicing with Public Administrations. This is shown by Directive 2014/55/EU, obliging the European public sector and its suppliers to use a specific electronic invoicing standard in public procurement relations.

Electronic invoicing processes are related to mandatory electronic storage in many of the countries, confirming the digital transformation of companies in these processes. By implementing an electronic invoicing solution, the extension of this storage system is a logical evolution of a company’s progress. In this way, both tasks - issuance and safekeeping of archives - are instant and error-free.


Our Electronic Archiving System with probative value is the solution for documents exchanged with the Public Administration

Public administration suppliers can store and recover their invoices throughout the whole of the required preservation time. The solution guarantees document integrity, applying an electronic seal and qualified electronic time stamp at the time they are indexed in the system.

It is also tasked with storing the acknowledgments (ACKs) sent by the public administrations on invoice or document life-cycle status. EDICOMLta (Long Term Archiving) archives the ACKs and relates them with the invoice concerned, creating a dataset and evidence pertaining to a single contractual relationship and facilitating document checks.

How does EDICOMLta work?

To archive the invoices, EDICOMLta integrates with the ERP or EDI platform to safeguard each invoice together with the ACKs received from the public administrations, fostering zero paper management in the company. Using connectivity with Chorus Pro Portail in France as an example, the process would be as follows:

The EDICOM platform integrates with the ERP to issue the invoices in a format required by the public administration in accordance with AIFE regulations.


The EDICOM solution enables a direct and two-way communication channel that makes it possible to automate the issuance of invoices and reception of status responses.

EDICOM is AIFE-certified as a Zero Paper Tax Operator equipped for secure and direct interconnection with Portail Chorus Pro.


The invoice is sent to Portal Chorus Pro and archived in EDICOMLTA.
The EDICOM platform receives the different ACKs that the administrations issue, reporting the status of each invoice and they are integrated in the ERP.

These associated responses are also kept in the long-term archiving service with the guarantee of the trust service provider as defined by EU Regulation No 910/2014.


With EDICOMLta it is easy to locate any invoice, along with the responses received and the documents associated with it, thanks to the generation of metadata to index and prioritize related documents (orders, shipping notices, etc.).


DISCOVER OUR ELECTRONIC ARCHIVING SYSTEM
Discovering EDICOMLta: Smart information organization

Introducing EDICOM Long Term Archiving, an electronic arvhiving system that guarantees document integrity, providing your documents with legal value.
During this video, we review the main functionalities offered by EDICOMLta to organize and customize access to information.

Discovering EDICOMLta: Document capture and checking

Get to Know the EDICOMLta functionalities that allow a quick and secure loading, identification and recovery of documents.

Discovering EDICOMLta: The legal auditing of a document

EDICOMLta allows downloading the electronic evidence of a document that shows its integrity over time, giving it the value of legal proof. A piece of proof, or evidence is a file with unaltered information about a document's activity

Discovering EDICOMLta: The experts talk

Our experts explain what a long-term archiving service is and how it can benefit companies EDICOMLta (EDICOM Long-Term Archiving) is the long-term safekeeping service offered by EDICOM as a qualified trust services provider.

ERGONOMIC INTERFACE
ERGONOMIC INTERFACE

User-friendly app browsing. Access to functionalities is concentrated on two clearly identified environments: An advanced user administration environment and an environment for efficient document management.

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News and Resources
WHITE PAPER ON EIDAS AND ELECTRONIC ARCHIVING

In an increasingly digital Europe, citizens, companies, and the public sector need a regulatory framework that brings security and legal certainty to electronic activities. These security mechanisms are set forth in Regulation No 910/2014, known as eIDAS. This new regulation brackets electronic documents in the same category as traditional paper ones. It also stresses that to preserve them for the long term it is necessary to have a certified and trusted document safekeeping system.

In this White Paper, we present the new qualified trust services, emphasizing electronic document safekeeping services.

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Take 3 minutes to find out all the features and benefits of our EDICOMLta long-term archiving system

Discover its interface, totally intuitive, which guides you through all the possibilities it offers through a simple configuration.

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e-Archiving completes a company’s digital transformation process

e-Archiving can be applied to any type of digital or digitized document that is critical for a company: invoices, contracts, pay rolls, etc.

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