How to build a compliant digital archive [Whitepaper]

In practice, a compliant digital archive is a service that allows you to store, manage and share any digital document or object quickly, simply, and securely.



It is possible to control access to these files, sharing them with employees, partners, suppliers, or customers, depending on the authorizations we define.



Compliant Digital Archive:



There are several problems that companies/organizations face related to the management of the physical archive.



These problems range from the space needed for archiving and maintenance to the fact that there is no standard for categorizing or organizing archives, not indexing documents, or not having an archive management manual.



Thus, and given the possibility of eliminating these and other problems, companies have sought to take a big step in the digital transformation of their physical files into Compliant Digital Archive.



However, this transformation is not always simple since it is necessary to guarantee the legality of these digital documents and data.



It is not enough to digitize documents and treat them in a dematerialized way, the Compliant Digital Archive must have effective legal validity.



And in that case, the use of certificates and digital signatures to identify users is essential to ensure the legal validity of documents in the digital archive.

 

 

The investment required to digitize the archived documentation and move from a physical file to a digital file, where only what is strictly necessary is printed and stored, is not just a trend but a strategic necessity.

 

 

In addition to ensuring total security and organization of information, access to files is immediate, and document search is very simple and can be done using keywords, document type, workflow, content, folder, and much more.

 

 

In the 21st century, the digitization of information has obtained a major impact on business operations in all economic sectors. Information has become a more and more valuable asset for companies and needs to be managed securely, from creation to archiving.

 

 

Digital preservation has become a crucial topic involving technological, organizational, and procedural changes to keep the integrity and value of information.

 

 

To ensure the chain of trust to its final step and to preserve the value of documents through time, every organization has to implement a digital archiving solution.

 

 

The Belgian Digital Act offers new opportunities by defining a legal framework for digital archiving that provides legal value to digitally archived documents.

 

 

The use of international standards is one of the requirements to manage information lawfully in a qualified archiving system.

 

 

The Open Archival Information System (OAIS) model is doubtless one of the best standards to implement digital archiving and is recommended to build Digital Act-compliant qualified archiving solutions.

 

 

Download the whitepaper below to get a better understanding of the Belgian Digital Act and the different OAIS models for long-term document preservation.

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