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What is an EAS?

A data EAS comprises a series of hardware, software, and IT processes that control information capture and classification, guaranteeing long-term document accessibility and integrity.

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Electronic Archiving System

An Electronic Archiving System (EAS) is a software program, usually on the cloud, that offers data protection tools. It responds to a company’s need to keep data and provides information archiving and management solutions kept safe in a unique digital space, available to all users registered in the system.

It is important to mention that an EAS does more than just store files. It features personalized functionalities and control rules for seamless document classification (level of accessibility, metadata, formats) and allows information to be recovered at any time. It guarantees long-term data integrity through advanced crypto-mechanisms like electronic signatures.

What are the core features of an EAS?

EAS Traceability

An electronic data archiving system must have advanced and automatic mechanisms that log any operation performed in the system and on the documents preserved in the solution.

EAS Security

An EAS has a high level of system and document security to which electronic signature and time stamping mechanisms are applied to ensure against documents being altered. The technological infrastructure must also respect preservation regulations such as ISO 14641-1.

EAS Sustainability

As part of a long-term archiving policy, companies must regularly review document formats to ensure ongoing legibility against possible technological obsolescence.

EAS Integrity

An EAS must ensure document integrity. In other words, it must ensure that the information has not been altered since it was captured and that all the events concerning it are logged in the form of irrefutable computer evidence.

How does an EAS provide documents with probative value?

Integrity is the core premise for ensuring that documents stored in an electronic archiving system can be used as proof against third parties or in a dispute. The system must also guarantee long-term document integrity. There must be a continual reassurance procedure for data, even after document capture and archiving in a preliminary instance on the storage platform. The fact that a document has not been altered at any time must be able to be demonstrated.

The system will not be complete without a procedure driving the generation of IT evidence to log the operations to which a document is submitted and without it being able to be made available to users in the form of an audit.

Electronic certification mechanisms

Electronic certification mechanisms such as an electronic signature, electronic seal, or electronic time stamp establish encryption procedures on documents that make it possible to ensure their reliability and integrity from the moment they are applied.

Regulatory and technological references

There may be no clearly defined technical regulation but there are three major regulatory and technological references whose procedures we can draw on to design an EAS that provides documents with integrity and a legal character:

In France there are the AFNOR NF Z42-020 and AFNOR NF Z42-013 standards.

At the European level, and where application is valid right across the EU territory, we have Regulation No 910/2014 (eIDAS) on electronic identification and trust services for electronic transactions in the internal market.

Internationally there is the ISO 14641-1 standard on the design of an information system for the preservation of electronic documents.

We have the electronic archiving solution your company needs
We have the electronic archiving solution your company needs

The EDICOMLta solution has been developed to enhance the user experience with a highly visual design that adapts to different devices. We present a functional design that can be personalized to adapt to each company’s information classification and organization requirements.

News and Resources

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.


FAQ on Electronic Document Archiving in France

Amélie Frezier, head of the EDICOM Technology Observatory for ensuring the legal compliance of our electronic archiving system, answers all the questions a company could have concerning an electronic archiving project.

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The Qualified Electronic Signature Guarantees the Highest Level of Security in Digital Operations

In the digital age with the electronic exchange of data, the electronic signature is a mechanism that provides security, integrity […]

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