Revision-proof archiving – A guide to ensuring secure digital document storage
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- Immutability: Documents must not be able to be changed after they have been archived.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?
- 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.
- 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.
- 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.
- 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.
