Electronic Archiving is a dedicated application for archiving documents in electronic format in accordance with law 135/2007.
Document integrity, security, confidentiality, and availability of electronically archived documents are critical conditions for safe digital information management and preservation.
1. Document integrity
Document integrity refers to maintaining and protecting data against unauthorized or accidental changes during archiving, while ensuring security aims to protect information and prevent unauthorized access or loss of sensitive data.
Methods and best practices
The methods and practices we follow to ensure the integrity and security of electronically archived documents are as follows:
We use data encryption algorithms to protect information during storage and transfer.
Digital signatures are used to authenticate an electronic document and ensure that it has not been altered since it was signed.
Backup and redundancy: we back up and ensure that documents are kept redundant to avoid losing information in case of unexpected events such as equipment failure or cyber attacks.
Access control: we have an access control system in place to ensure that only authorized persons are allowed to access, edit or delete archived documents.
We have implemented a monitoring, logging system that records all actions on archived documents so that we can identify any suspicious activity.
Updates and patches: we constantly ensure that the software and systems used for archiving are constantly updated with the latest patches and security updates to eliminate any known vulnerabilities.
Standardization and metadata: we use appropriate archiving standards and metadata for documents to ensure that they can be recognised and interpreted correctly in the long term.
We conduct regular audits and hold third-party certifications to confirm that archiving processes meet integrity and security standards.
We invest in training and educating our dedicated staff, ensuring that our employees are regularly trained in security practices such as avoiding phishing, protecting passwords and recognising potential security threats.
We have implemented clear disaster recovery policies that ensure reporting, incident isolation and data recovery in the event of a cyber attack or security breach.
Confidentiality and privacy of stored information
All stored information is processed in a secure and confidential manner, complying with GDPR standards (GDPR Regulation 679/2016) as well as other applicable privacy and data protection regulations.
3. Availability
Being a very important issue in information management and electronic archiving, in order to guarantee 24/7 availability of access to electronically archived documents for authorized users, we have implemented effective policies and systems ensuring:
Stability and reliability of the infrastructure where electronically archived documents are stored through the use of trusted servers, redundant storage and the implementation of appropriate measures to prevent data loss.
Organization and indexing: all archived documents are organized in a clear, coherent and easy-to-navigate structure.
Use of standard and open file formats that are long-lived and easy to read with common software, so as to eliminate the risk of possible incompatibilities with future systems.
Continuously monitoring the evolution of technology, ensuring that archived documents can be migrated or converted to newer formats and systems if necessary to avoid compatibility issues.
What documents do we archive by law?
Any type of document can be archived by law, from tax invoices, delivery notes, payment statements, contracts, insurance policies, etc.
Legal framework
The applicable legislation is as follows:
- Law 135/2007 on archiving documents in electronic form
- Law 455/2001 on electronic signature
- MCSI Order 493/2009 on the technical and methodological rules for the application of Law
- MCSI Order 489/2009 on the methodological rules for the authorisation of data centers
- Order MCSI 585/2011 supplementing Order 489/2009 of the Minister of Communications and Information Society on the methodological rules for the authorisation of data centers
The benefits of electronic archiving
In Romania, Law 135/2007 regulates the electronic archiving of documents and personal data. This law brings several advantages for institutions and individuals involved in the management and preservation of documents. Some of these advantages are the following:
Data security and integrity of company files
Optimize operational costs associated with effective document classification, storage and search
Legal value: documents can also be used as evidence in court
Commercial value: in business transactions
Use in control or audit processes
Indexing, organization, and quick searchability of documents based on keywords or associated metadata provide easy accessibility and searchability.
Manage access control to information.
Scalability offered by the possibility of archiving a very large number of documents.
Remote access to documents from anywhere.
Long-term retention: digital documents can be retained and accessed over the long term, avoiding physical degradation of paper over time.
Information sharing: electronic documents can be shared quickly and securely with other institutions or individuals, facilitating collaboration and information sharing in the digital environment.
Compliance with legislation: electronic archiving carried out in accordance with Law 135/2007 ensures compliance with legal requirements on the preservation of documents and personal data.
Sustainability is an issue increasingly addressed by large companies in recent times, with a trend to transfer this responsibility to their suppliers.
Electronic archiving means reduced CO2 emissions, which means a cleaner environment for all of us and a partner with more integrity for your customers.
Dedicated and specialized support.
Steps to implement electronic archiving
1. Electronic archiving: contracting the service
We analyze together the needs of the company you represent and identify the most efficient solution in terms of process and cost optimisation. We establish the working procedure and implement it according to plan.
2. Beneficiary's responsibility for Electronic Archiving:
The beneficiary has the legal obligation to electronically sign in the documents to be archived, along with the extended signature of the person who has the authority to dispose of the document. The beneficiary bears the responsability of providing the administrator with the necessary details to authenticate the validity of the certificate used for the electronic signature on the documents stored in the electronic archive.
Electronic archiving: submission of documents to the archive according to Law 135/2007
The required documents and identification conditions are:
• Qualified and valid digital certificate for electronic signature;
• Provide the necessary information to verify the validity of the certificate used for electronic signature of documents stored in the electronic archive.
• The document in electronic form that complies with the conditions set out in Article 7 of Law 135/2007 is electronically signed by the archive administrator, with the electronic signature, attesting the value of the original or copy, as indicated by the holder of the right to the documents.
• Subsequently, the documents complying with the above identification conditions are archived in the location established by the electronic archive administrator
Why choose us for the implementation of the electronic archive
Data security
Our archiving application offers a high level of security for your data.
Extended compatibility
With our archiving app, you can store and access files in a format compatible with a wide range of devices and platforms. No matter what operating system you use, you can easily access the contents of your archives.
Intuitive interface
We've developed a user-friendly and intuitive interface so that even less technical users can easily navigate the app and manage their archives seamlessly.
Archive management
With our archive management features, you can organize files into folders, add tags and quickly search for the content you want. This ensures that your content is organized in an impeccable way.
Frequent updates
Our development team is dedicated to constantly delivering the best user experience. We are constantly improving the app, adding new features and addressing your feedback.
Quality technical support
We're here to provide technical support if you encounter any difficulties. Our technical support team is available to help you and answer your app-related questions.
Free updates and upgrades
We're constantly improving the app so you can always enjoy the latest functionality and features.
Authorized data center
The ADR accredited data center (Authorization 5842/01.10.2021) is designed for 99.98%/year availability, has 24/7/365 support and monitoring, and our digital solution uses a cluster of servers with redundancy and real-time replication in both Bucharest and Cluj, and is also designed for easy scalability so that it can always be expanded for increasing data volumes.
