Store and share documents on the company is a real task. It is accessible to all at the same time, the company documents useful for the job, but filing the documents that could serve as legal evidence. Indeed, if the technology has simplified the exchange of documents, legal conservation provisions of the documents for the companies have not changed.
- Scan your documents
- Exchanging documents
- Legal file
- Suggestions: Document Storage
Scan your documents
Many service providers offer to scan your documents are on paper in order to preserve them in good condition for long. This solution also has the advantage of saving significant space.
Several documents acquisition techniques exist but all need to use the scanner.
The important difference is the classification of scanned documents. It is to be able to easily find every document produced by the company. There are two main types of classification of documents:
- Indexing by type:
It tries to classify each document by a system of metadata. Each document is attributed to an author, type, source, date to which can be easily found in a search engine.
- Indexing by keywords:
These census of terms that appear more frequently in the document. We can also assign to each document a list of words that will describe and find it later.
Digitization allows you to save documents in perfect condition important to the company, which could serve as part of legal action.
Exchanging documents
Scan your documents for archiving is progress, but is even more interesting to exchanges between members of the company and with external partners. In terms of safety and accessibility, it is important to choose the right way to store your documents.
- Internal Storage:
This solution is interesting if you do not have a very important documents to store and share. It is installed inside the company a server where documents are stored to be shared. This server can be accessed from outside the company through the Internet. It is important to ensure that storage space so that only authorized persons have access. You can see a password or certificate of authenticity for example. It is also essential to a good firewall.
- Storage in a provider:
Some companies are specialized in storing and sharing documents. These companies make available to customers in storage and services, especially security. Its main advantage is to certify the authenticity of documents. They allow particularly Timestamp (sequence of characters, which denote the time and date), the electronic signature of documents and their traceability. These solutions are especially effective in the case of exchange of electronically signed contracts because the documents are protected and guaranteed authenticity.
Legal file
Companies must meet regulatory storage of certain documents. Scanned documents are no exception to this rule. During litigation, the judge is empowered only to declare an authentic document. For that, based on the precautions taken in terms of security and authentication of the holder of the documents. New technologies provide many innovations in this field.
- Within the enterprise
There are several solutions to preserve, within the company, the information should be available in case of tax audit or litigation. Just as for paper documents, there are no 100% reliable solutions. However, it can implement certain best practices: certificates that authenticate the source, the Timestamp, especially through electronic signatures.
Legally, we must be able to guarantee the authenticity of the document and its sustainability. For that, there are several tools such as optical discs are not re-register (Worm CD or DVD for example) or magnetic disks. As for durability, it behooves the company to ensure the preservation of their documents. To do this you can make multiple copies to be checked periodically.
- Thanks to a service
You can go to an external file that will handle authentication and conservation of important business documents. The company must carefully choose their service provider.
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