Here is everything you need to know about electronic archiving, an efficient way to store documents in digital format. You will learn what the legal requirements are, how the process works and what the benefits of this system are.
What is electronic archiving?
Electronic archiving is the process of storing information and documents in digital format so that they can be accessed quickly and easily. It involves not only digitising physical documents, but also organising, indexing and keeping them in archiving software integrated into a secure IT system. With digital electronic archiving, physical documents become easier to manage and access. This frees up resources for office equipment management, for optimal organisational efficiency.
A wide range of documents can be archived electronically, from business documents, contracts and invoices to personal documents such as photos and emails. Documents created in electronic format, such as Word, Excel or PDF files, can also be archived. Electronic archiving lets you centralise and organise all these documents in a single place that is easy to access and search.
There are several approaches to electronic archiving, depending on the complexity and needs of the organisation. An electronic archiving procedure may involve a simple file system on a computer, a document management system (DMS) or a cloud archiving service. Each option has its advantages and drawbacks and should be chosen according to the organisation's specific requirements.
Electronic archiving is essential today, as data volumes grow exponentially. It not only saves physical storage space, but also improves information management, provides fast access to documents, protects them against loss or damage and ensures compliance with data retention and data protection legislation.
Electronic archiving – legislation
The current legal framework for electronic archiving is key to understanding how companies must manage and store documents in digital format. In Romania, Law no. 135/2007 on archiving documents in electronic form regulates this activity, while at European level EU Regulation 910/2014 (eIDAS) sets common standards and rules for electronic archiving across all member states.
Companies' legal obligations include the statutory retention period for documents, which can vary depending on the document type and the company's field of activity. There are also strict requirements for document security and confidentiality. Companies must take measures to protect sensitive information and prevent unauthorised access to it. Businesses are also required to implement a document management system that allows archived documents to be organised and searched efficiently.
Failing to comply with the legal requirements for electronic archiving can have serious legal consequences. Companies may be fined or lose the right to carry out certain activities, and in extreme cases may face criminal proceedings. It is important that companies are aware of their legal responsibilities in electronic archiving and make sure they comply fully with all legislative requirements.
To comply with the law and avoid negative consequences, it is advisable to work with companies that provide electronic archiving services. These services can include implementing a legally compliant electronic archiving system, ensuring document security and confidentiality through encryption and authentication protocols, and providing fast, efficient access to archived documents through proper organisation and indexing.
The electronic archiving procedure – stages
Electronic document archiving consists of a series of well-defined stages that ensure documents in digital format are managed efficiently. These stages are crucial to making sure information is stored securely and is accessible when needed. Here are the main stages of the electronic archiving procedure:
Choosing an electronic archiving system
The first stage is choosing a suitable archiving system. It is essential to assess the company's specific needs and identify the most important features the electronic archiving system must have. These may include advanced search, automatic indexing, the ability to add metadata and much more. It is important to choose a flexible, scalable system that can adapt to the company's future needs.
Digitising documents through electronic archiving services
The next step is converting physical documents into electronic format, a process known as scanning or digitisation. Documents should be scanned into a text-searchable format such as PDF, so they can be easily searched and retrieved in the electronic archiving system. It is also important to scan using quality equipment, to ensure good image quality and accurate text recognition.
Uploading and organising documents in the system
Once digitised, documents must be uploaded to the electronic archiving system. At this stage, they are organised into categories by type, subject, date or other relevant criteria. It is also important to assign metadata to documents, such as file name, date and author, to make them easier to search for and identify later.
Implementing security measures for electronic document archiving
To protect confidential information and comply with data protection regulations, the final stage of electronic archiving is implementing security measures. These may include data encryption, access permissions or a backup system to prevent data loss. These measures should be updated and reviewed regularly to keep documents safe.
The advantages of electronic archiving
Archiving documents electronically brings companies and organisations numerous advantages. Here are the main benefits of using archiving software:
Efficient, accessible document handling
Electronic archiving lets you store large amounts of information in a limited space. Access, organisation and document management become faster and more efficient, thanks to automatic search and sorting functions.
Document security and protection
Electronic document archiving provides multiple layers of security, in compliance with the GDPR. Documents can be protected through encryption and multi-factor authentication, ensuring data confidentiality and integrity. Access control is strict: only authorised people can view or edit documents. Electronic archiving also makes regular backups possible, preventing documents from being lost or damaged in unforeseen events.
Lower document archiving costs
Electronic archiving eliminates the costs associated with physically storing, printing and delivering documents. Companies no longer need large storage spaces for documents, and spending on paper, ink cartridges and other office equipment drops significantly.
Sustainable, eco-friendly archiving
Electronic archiving is an eco-friendly practice that contributes to sustainability across many industries. By using less paper and printing less, companies can reduce their environmental impact. According to a study by AIIM International, electronic archiving can cut paper consumption by up to 40% and carbon emissions by up to 55%.
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