Unified electronic archive
The creation of a single electronic archive makes it possible to maximally translate the work with documents of the organization into electronic form. The repository collects all documents from various information systems existing in the company, which makes it easier to access them and standardize services for working with content. The operational archive performs a number of functions, including classification, typing and cataloging of electronic objects, checking the correctness of incoming documents, ensuring the integrity and authenticity of electronic objects during the entire storage period, advanced search for documents, examination of preservation and value, archival records management, generating reports and much other.
At the same time, it is worthwhile to understand that it will not be possible to “simply put” all documents into an electronic archive, it is necessary to build processes for working with them. Even for documents that are created outside of regulated processes, it will be necessary to instill in users the habit of creating and searching for documents in the system. The exception is the migration of previously created documents from the old system, from files, by scanning - they can be “simply transferred”.
Those files that, according to the law, must be stored for more than ten years, are transferred to a long-term archive. Such solutions provide centralized long-term storage of documents with control of their integrity and legal significance, as well as comprehensive automation of archival records management procedures. They can also be used to manage the storage of paper documents. At the same time, their originals are kept in archives. If necessary, it is possible to digitize paper documents and store scanned copies.
Since data in long-term archives are stored for decades, their legitimacy must be regularly confirmed - for this there are so-called "time stamps". This is a special electronic document signed with an electronic signature, which helps to confirm the existence of the document, the presence and validity of the ES on it at the time of the stamp. This data is constantly updated by re-stamping. Thus, if an organization needs to refer to a document, it will be impossible to dispute the information indicated in it, even if it has been in the archive for 75 years.
Every company receives various financial and contractual documents on a daily basis. As their number grows, storage difficulties arise, and hours or even days are spent searching. Moreover, each tax audit requires urgent submission of documents, while an untimely response to a request is fraught with penalties.
The implementation of a financial archive helps to provide a centralized and reliable storage of financial, economic and contractual documents, prompt preparation for tax and audit checks, quick search for documents by various criteria, as well as monitor the completeness and integrity of the archive. Such solutions allow you to work with documents of all organizations, separate divisions, branches and representative offices, in whose face the company operates. At the same time, access to documents can be provided to top management, employees of the accounting department, contractual and legal departments.
The types of archives described above can work effectively separately: each of them performs its own function and allows you to solve specific tasks of the company. For a complete coverage of the tasks of operational and archival storage of information, it is best to use them in a complex. That is, after the completion of work with documents in source systems, they can be unloaded for operational storage. And already within the framework of the "Long-term archive" solution, the necessary cases will be formed to transfer documents to archival storage.
Most customers are aware of the importance of creating a single digital space within which company information will be stored, and are inclined towards just such an integrated approach.
To improve the efficiency of the archive system, additional services can be used based on tools that use machine learning and artificial intelligence algorithms. They facilitate the execution of routine operations in the company's information systems (ECM, ERP, CRM, etc.), for example, processing documents for their classification, extracting meaningful data, automatic routing and registration.
The services process both objects containing text and documents without a text layer (for example, scanned documents). With their help, you can extract the text layer from documents of any format or extract meaningful data from the text (for example, the date and number of the contract). They help to classify documents, determine the presence and coordinates of seals and signatures on documents, and much more.
The use of "smart" technologies in electronic document management and archival storage systems makes it possible to significantly simplify the work with data in a company.
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