EXPERT PREPARATION OF INTERNAL RULES FOR COMPLIANT ELECTRONIC ARCHIVING
Internal rules define how documentary material in digital form is captured, archived and managed, and provide the foundation for legally compliant electronic archiving. They must be prepared in accordance with ZVDAGA, relevant secondary legislation and the Rules on Uniform Technological Requirements for the Capture and Storage of Documentary Material in Digital Form (PETZ), while also reflecting the organization's actual document management processes.
At Mikrocop, we prepare internal rules in line with your way of working, existing information systems and applicable legal requirements. We guide you through the entire process – from analyzing the current situation and preparing documentation to alignment and support during the approval process with the Archives of the Republic of Slovenia.
STEPS TO PREPARE AND APPLY INTERNAL RULES
DRAWING UP
internal rules for different
or identical types of processing
ADOPTION
of internal rules into
the company's operations
APPROVAL
of internal rules by the
Archives of the Republic of Slovenia
OVERVIEW
of the company's compliance
with approved internal rules
PREPARING INTERNAL RULES
As part of our consulting services, we prepare or update policies, procedures, guidelines and internal rules aligned with your business processes and suitable for approval by the Archives of the Republic of Slovenia.
Analysis of the current situation
- Review of the organization and its procedures for managing and electronically archiving digital documentary material
- Review of existing internal documents and their alignment with the way documentary material is managed
- Assessment of compliance with applicable legislation, the Rules on Uniform Technological Requirements for the Capture and Storage of Documentary Material in Digital Form, and relevant business processes
- Preparation of proposed measures and an action plan to address identified non-compliance
Preparation of internal rules
- Consulting and review of corrective measures implemented for documentary material management
- Support with and preparation of updates to internal policies, procedures, rules and guidelines
- Preparation of internal rules tailored to the way your organization operates
BENEFITS OF PREPARING INTERNAL RULES
Legal compliance
Internal rules help establish compliance with legal requirements and define procedures for the lawful capture, electronic archiving and management of documentary material.
Reduced risk
Clearly defined procedures reduce the risk of legal non-compliance, document management errors and issues during internal or external audits.
Clear procedures
Employees understand the rules for handling documentary material, while the organization establishes consistent, traceable and efficient document management.
WHY ENTRUST THE PREPARATION OF INTERNAL RULES TO MIKROCOP?
Expert consulting
Preparing internal rules requires in-depth knowledge of legislation, electronic archiving, documentary material management and business processes. Our team brings together expertise from different fields, enabling us to provide comprehensive advice grounded in the way your organization actually operates.
Interdisciplinary approach
When preparing internal rules, we combine expertise in electronic archiving, law, information technology, information security and regulatory compliance. This enables us to develop solutions that are not only compliant with legal requirements, but also practical to implement.
Support throughout the entire process
We support your organization from the initial assessment and preparation of internal rules through to their approval by the Archives of the Republic of Slovenia. Where required, we also provide support with updates following changes to legislation or business processes.
Comprehensive support for digitalization
We treat internal rules as part of a broader approach to documentary material management. In addition to consulting, we can therefore also support organizations in establishing electronic archiving, digitalizing business processes and implementing document management solutions that support long-term compliance.
SUCCESS STORIES
When preparing our internal rules, we were looking for more than just a service provider – we wanted an experienced partner. Mikrocop helped us understand the legal requirements, adapt our procedures to the way we operate and prepare the documentation required for approval of the internal rules. The cooperation was professional, responsive and highly efficient.
– Saša Krebs, Energetika Ljubljana
FREQUENTLY ASKED QUESTIONS
What are internal rules and what do they define?
Internal rules define how documentary material in digital form is captured, archived, managed and protected. They specify responsibilities, procedures, and organizational and technical measures that help an organization establish legally compliant electronic archiving and preserve the authenticity and reliability of electronically archived material. Learn more in the video ...
Do existing internal rules need to be updated, and when?
Yes. Internal rules should be reviewed and updated where necessary following changes to legislation, business processes, organizational structure or information systems that affect the management of documentary material. Updating them helps ensure that they continue to reflect the way the organization actually operates.
Which legislation governs electronic archiving and the preparation of internal rules?
Electronic archiving in Slovenia is governed primarily by the Protection of Documents and Archives and Archival Institutions Act (ZVDAGA), the Regulation on the Protection of Documentary and Archival Material, and the Rules on Uniform Technological Requirements for the Capture and Storage of Documentary Material in Digital Form (PETZ). When preparing internal rules, organizations must also take into account other legislation governing their activities, as well as requirements relating to information security and personal data protection.
Do internal rules have to be approved by the Archives of the Republic of Slovenia?
Approval of internal rules is not mandatory for all organizations, but it may be appropriate for organizations that want additional confirmation that their procedures are aligned with the requirements of ZVDAGA, the Regulation on the Protection of Documentary and Archival Material, and the Rules on Uniform Technological Requirements for the Capture and Storage of Documentary Material in Digital Form (PETZ). The approval procedure is carried out by the Archives of the Republic of Slovenia on the basis of an application submitted by the organization together with the required documentation.
Can we destroy the original document after scanning, or do we need to retain it?
The original document may be destroyed after digitization if:
- it is not archival material,
- the organization has adopted and approved internal rules,
- sector-specific legislation does not require otherwise, as may be the case with notarial deeds,
- the document digitization process has been carried out in accordance with ZVDAGA requirements (having these procedures clearly defined and documented makes it significantly easier to demonstrate compliance later, if required),
- the digitized version of the document is appropriately archived electronically.
Please note: Public-law entities may not destroy documentary material following capture and conversion before their internal rules have been approved. Until approval is obtained, all such material must be treated as archival material.
Establish legally compliant electronic archiving
With expert preparation of internal rules, we help you build a solid foundation for secure and compliant management of documentary material.
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