Although the need to store a document only arises in the final stage of its life cycle, it is a fact that efficient, compliant and secure long-term documents retention is a key component of digital business and a vital part of the company's digital reality.
The certified InDoc EDGE e-storage system guarantees that information is only available to authorized personnel, easily accessible and ready to use throughout the retention period. It does, however, retain its authenticity and integrity, whilst access is fully traceable. An ideal solution to ensure the long-term validity of your archived documents.
WHY CHOOSE E-STORAGE
Use the document storage space for your business activities.
Documents are easily accessible from anywhere and anytime, one click away.
Minimize the time needed to find the information.
Lower the costs of storage, speed up searching, and prevent data loss.
Improve control over sensitive documents, information and data.
Ensure the validity of your business documents.
The use of the certified InDoc EDGE e-storage system minimizes business risks to which enterprises are exposed on a daily basis and ensures long-term validity of archived material. InDoc EDGE e-storage is certified by the Archives of the Republic of Slovenia.
We assist our clients in defining e-storage requirements, drawing up internal rules for the capture and storage of digitized material (including the classification scheme, identification scheme, etc.) and drafting internal document management security policies, rules and instructions. This is the foundation for organized and compliant e-storage.
InDoc EDGE permits the capture of documents and metadata, as well as mass import, recording and classification of documents directly from your corporate information systems, which is either done using the tools for digitizing paper documents or manually by users.
A complete overview of documents, versions and access rights in the InDoc EDGE document management system supports timely change notifications and prevents document loss. Data can be routed in a structured or ad hoc manner through various customized processes.
The InDoc EDGE e-storage system is available to users in the Cloud or on site. User can access the material directly from the InDoc EDGE user interface or inside business intelligence systems such as ERP, CRM or HRM. After the expiry of the document retention period, the relevant documents can be disposed of and properly destroyed.
BENEFITS OF E-STORAGE IN THE CERTIFIED InDoc EDGE E-STORAGE SYSTEM
We continually invest in maintaining a high level
of security and availability of e-storage.
We enable the validity of
your business documentation.
We provide e-storage for enormous quantities
of data at an affordable price.
SUCCESS STORIES FOR DIGITAL FUTURE
Compliant long-term preservation of electronic documents that are just a click away, available anywhere and anytime, simplifies our business operations and improves our efficiency, which makes it a vital component of our business.
– Valentina Bakšaj, General Affairs Manager, Atlantic Grupa
- Accessibility: preventing loss of documents, permitting authorized access only
- Usability: enabling search queries, ensuring readability and further application
- Integrity: keeping the documents intact and their content unaltered
- Authenticity: preserving the originality and equality with the original document kept in storage
- Durability: ensuring durability of documents and compliance with other requirements throughout the storage period
A classification scheme is a list that allows structuring, arranging, and classifying material by content, authority, activity, and corporate or professional function. It is normally given in an annex to the organization's internal document management act.
The list comprises classification classes, which contain:
- the classification code (number or code denoting the classification class),
- title or description of the classification,
- retention period in years.
Classification classes are normally not deleted or modified, and any new class must be properly dated.
Retention periods are determined on the basis of regulations (core regulations, topical regulations, rules) and inconsideration of limitation periods and business needs.
The retention period generally begins on the first day in the calendar year that follows the year when the transaction or task was completed.
Here's an example:
- The contracting parties terminate a contract concluded for an indefinite period on 15 February 2020.
- Under a notice period of 6 months, the contract ceases on 15 August 2020.
- The retention period begins on the first day in the following calendar year, i.e. on 1 January 2021.
- Given that the retention period is 10 years, the contract must be destroyed in 2031.
Short-term storage means preservation of digital documents with a retention period of up to five years, while long-term storage means preservation of digital documents with a retention period of more than five years.
As regards long-term preservation, particular attention should be paid to the following:
- upkeep of the media related to their limited lifetime, potential changes of technology, or rising medium management costs, and
- ensuring the appropriate record format related to the obsolescence and loss of usability, complex maintenance and allowing conversion or risk to the integrity of the contents arising from specific software elements.
No, it isn't. Therefor every document has to be converted into a data format suitable for long-term preservation (InDoc EDGE does that automatically). The most commonly used formats: PDF/A, TIFF, JPEG, SVG, W3C XML, HTML5, etc.
Since individual record forms have their advantages and disadvantages, the decision on what format to choose will depend on their features, i.e. level of adoption, ease of use, openness, quality and self-documentation. These features form the wider range of criteria for selecting the optimal data format.