Conservation Substitution Explained: Function, Importance, and Significance
In the digital age, the management and preservation of business documents have become crucial for regulatory compliance and operational efficiency. Two key processes in this regard are document archiving and substitute archiving, each serving distinct purposes and characteristics.
Document archiving, a common practice, involves the storage and management of documents in a digital format for long-term preservation, compliance, and accessibility. This process typically includes the storage of documents in a digital repository and their management using tools like Document Management Systems (DMS) to ensure documents remain accessible, authentic, reliable, and usable. The archive must comply with relevant laws and regulations, ensuring data integrity and security.
On the other hand, substitute archiving, or substitution scanning, specifically involves replacing original paper documents with digitally equivalent versions that hold the same legal validity. The key aspects of substitute archiving include ensuring digital copies accurately represent the original documents and replacing original documents with digital copies, aiming to reduce physical storage needs and enhance efficiency. The process must adhere to legal standards, such as the Dutch Archives Act, ensuring that digital versions meet specific requirements.
The European Union's adoption of eIDAS 2.0 aims to strengthen the security and interoperability of digital conservation systems. This update introduces the European Digital Identity Wallet, greater recognition of electronic signatures and authentication tools, and new requirements for trust service providers. The regulatory framework for digital archiving in Italy includes the Digital Administration Code (CAD), AGID Guidelines, eIDAS Regulation (EU 910/2014), and Italian tax regulations.
The role of the document custodian is essential in both archiving processes. They supervise and ensure the correct digital preservation of business documents, including drafting the Conservation Manual, defining access and security criteria, supervising digital signing and time-stamping, monitoring the conservation system, managing inspection requests, and conducting periodic checks and audits.
Certain business documents must be kept in digital format for a specified period, including electronic invoices, accounting and tax records, tax and legal documents, PEC and electronic communications with legal value, and more. For a digital document to be opposable to third parties, it requires a digital signature and a time stamp.
Failing to preserve mandatory documents can result in administrative and tax penalties, as well as legal problems in case of inspections. Substitute archiving, unlike document archiving, has legal value and allows for the replacement of paper documents, making it essential for certain types of documents like electronic invoices, financial statements, accounting registers, and official acts.
Companies can choose to manage digital substitution internally or rely on a certified provider. Relying on a specialized provider can simplify the process, ensure continuous updates to regulations, and offer greater security in managing digital documents. The Compliance Norm Service of Intesa is a solution for businesses that want to securely digitize and preserve their documents while complying with regulations, ensuring the use of advanced technologies such as qualified electronic signatures and timestamping.
By embracing document and substitute archiving, businesses can eliminate paper costs, achieve greater operational efficiency, ensure quick and secure access to documents, protect against risks of deterioration or loss, and enjoy greater security due to advanced encryption and certified archiving technologies. These measures not only ensure regulatory compliance but also bring about a more streamlined, efficient, and secure business environment.
The process of document archiving, involving storage and management of documents in a digital format, frequently employs Document Management Systems (DMS) and digital repositories to ensure data integrity and security, aligning with the principles of data-and-cloud-computing technology. In light of regulatory Compliance Norm Service like Intesa, a certified provider can help businesses digitize and preserve their documents, employing sophisticated technologies such as qualified electronic signatures and timestamping.
