An Electronic Archiving System 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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Large companies have to preserve many of their documents and data with guarantees. Unlike standard backup copies, electronic archives must survive the test of time and guarantee ongoing archive integrity if they want to maintain their legal value, a fundamental consideration in any corporate storage policy.
This is a complex task considering the speedy evolution of technology which can invalidate e-storage systems that had previously been efficient, or the legislative changes and updates that can impact the storage procedures of an electronic archiving system.
Obviously some attributes, like document accessibility and system integrity, are essential to any electronic archiving system. However, there are other important considerations to consider as well.
A long-term electronic archiving system manages large batches of documents, indexes them, and stores them in the same way a simple file housing service could. The big difference is the integrity guarantee showing that the data is not modified throughout that time and giving documents probative value before third parties. That’s why a long-term electronic archiving system responds to a data retention logic under a number of technical criteria regulated by laws such as ISO 14641 and EU Regulation No 910/2014 (eIDAS).
It is essential to have an archiving means that guarantees long-term data retention, non-corruption, and accessibility. Cloud-based systems have today replaced CDs and DVDs because of their unlimited archive retention capacity. A modern and efficient electronic data archiving solutions provider operates in SaaS mode, offering companies all the technological and human resources needed for the robust and scalable implementation of their document protection project.
Secured documents and data often contain sensitive information on companies, customers, or employees. These documents with sensitive information can be affected by local or European laws on matters such as data protection, requiring the physical servers to be located inside the European Union. That’s why it’s important to know the physical infrastructure of the long-term electronic archiving solution.
The data storage format matters if you are thinking about long-term use. If your work is electronic, it is an especially good idea to use broadly implemented standard formats supported by a wealth of devices that extend data life and use for longer.
Stored data has a purpose and can be recovered easily and securely at any time. It is important to know the level of commitment your service operator provides and whether it has an SLA (Service Level Agreement) guaranteeing service availability in writing.
It is also important to know the human and technical means the company has to deliver on its commitments in such important areas as incident treatment, natural disasters, and more. In this regard it is necessary to use document protection systems that ensure permanent, real-time resource and logging replication.
The presentation of a complete archive of evidence is essential. In the case of a dispute where documents must be supplied to an affected third party, the long-term electronic data storage solution must provide a monitored record of events and actions performed on the documents. That means a proof file containing the document along with its time stamp and electronic signature.
Document protection can be regulated by law, depending on the sector or region in the world. It is advisable to have an electronic storage system certified by international and local data security and processing regulations that guarantee data validity in the face of any legal requirement or third-party claim.
The regulatory storage framework recommended in France is provided by the guidelines defined under the AFNOR NF Z42-013 standard. There are also other international standards such as ISO 14641.
At the European level, it is determined by Regulation No 910/2014, known as eIDAS, regulating the figure of the qualified trust service provider as a certified operator for the provision of e-data storage services with probative value.
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.
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.ASK ABOUT A PRODUCT DEMO
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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