revision-proof archiving

In today’s business world, digital document storage is essential to keep up with the ever-increasing amount of data. However, there are many legal requirements for archiving documents that companies must take into account. Revision-proof archiving is therefore of the utmost importance to ensure legally compliant and secure document storage. In this guide, you will learn what revision-proof archiving is and how you can ensure that your digital document storage meets the requirements.

What is revision-proof archiving?

Revision-proof archiving means that documents are stored in electronic form in such a way that they can be regarded as trustworthy and unchanged in the event of an audit or examination by authorities or courts. Certain legal requirements must be met in order to ensure legally compliant archiving.

What requirements apply to revision-proof archiving?

There are various legal requirements that apply to audit-proof archiving. These include, among other things

  • Immutability: Documents must not be able to be changed after they have been archived.
  • Completeness: All documents must be archived completely and in the correct order.
  • Traceability: It must always be possible to trace who has accessed which documents and what changes have been made.
  • Security: The documents must be protected against loss, theft and unauthorized access.

How can revision-proof archiving be implemented?

  1. Selecting a suitable archiving system: Choosing the right archiving system is the most important step in ensuring audit-proof archiving. The system should ensure that the integrity, authenticity and availability of the data are guaranteed and that it complies with legal requirements.
  2. Definition of archiving guidelines: It is important to define clear archiving guidelines that ensure that all relevant documents and data are archived in a revision-proof manner. The guidelines should also define the retention periods for various documents and data.
  3. Regular review of the archiving system: A regular review of the archiving system is important to ensure that it complies with current legal requirements and that all relevant documents and data are archived securely and in an audit-proof manner.
  4. Employee training: It is important that all employees who work with the archiving system are trained to ensure that they understand and comply with the archiving guidelines.

Conclusion

Overall, revision-proof archiving of digital documents offers many advantages for companies. These include improved security, more efficient document storage and compliance with legal requirements. By following the steps above, companies can ensure that their digital documents are stored securely and in an audit-proof manner.

e-invoicing

E-invoicing is a term that refers to electronic invoicing. Unlike traditional paper-based invoicing, e-invoices are created, sent and received electronically.

E-invoicing offers numerous benefits for companies, including faster and more efficient processing of invoices, greater transparency and accuracy in accounting and improved cost control.

But how exactly does e-invoicing work? What is the most important information on this topic?

  • Formats for e-invoicing: There are various formats for e-invoicing, including XML, EDI, PDF and UBL. It is important that companies ensure they are using the right format for their specific needs.
  • Legal requirements: In some countries, there are specific legal requirements for e-invoicing. Companies should therefore always inform themselves about the relevant regulations in their country.
  • Security: E-invoicing must be secure. Companies should ensure that they implement all necessary security measures to protect their data. This includes encryption and authentication.
  • Automation: E-invoicing can be integrated into an automated process. When companies automate their e-invoicing processes, they can speed up their processing and reduce errors.
  • Integration: E-invoicing systems should be seamlessly integrated into other company systems. This allows companies to fully utilise the benefits of e-invoicing.

E-invoicing is an important development in the world of accounting and business processes. It offers companies a faster, more efficient and more secure way of issuing invoices. If you are not yet using e-invoicing systems, you should consider whether it makes sense for your organisation and what benefits you could gain from it.