June Newsletter: Digital Archiving

Overcoming Digital Archiving Challenges

Welcome to our latest edition of the Docbyte digital archiving newsletter! We’re thrilled to have you with us as we explore the world of digital archiving.

Today, we want to explore some common misconceptions and hurdles that are preventing businesses from implementing effective digital archiving solutions. We’ll provide practical tips on how to overcome them.

Let’s clear up the confusion and help your organisation stay compliant and efficient!

1. Legacy and Obsolete Applications: Many organisations fear removing old applications because they still need the data. → Modern digital archiving solutions can migrate and preserve this data securely, ensuring accessibility without the need for outdated software.
2. Complex Rules and Regulations: The myriad of rules and regulations around digital archiving can be daunting. → By leveraging solutions designed to comply with standards such as eIDAS and the Belgian Digital Act, you can navigate these complexities with confidence.
3. Preserving Digital Signatures: Properly preserving digital signatures is crucial for legal compliance. → Specialised digital archiving solutions ensure long-term validity and integrity of electronic signatures and seals, in line with eIDAS requirements.
4. Implementing Retention Periods: Setting and managing retention periods for digital information can be challenging. → A comprehensive digital archiving strategy will automate this process, ensuring compliance with regulations like GDPR and industry-specific mandates.
5. Transitioning from Paper to Digital: A common issue is keeping important documents on paper due to uncertainty about digital methods. → Digital archiving solutions can securely convert and store paper documents, making them easily accessible and searchable.
6. Cost Concerns: The fear of needing multiple solutions for different needs → can be mitigated by choosing a flexible and scalable digital archiving platform that consolidates various requirements into a single, all-encompassing solution.

The Importance of Compliance

100% of today’s archives are non-compliant with eIDAS or the Belgian Digital Act. Compliance is not optional but a legal requirement. Industries such as pharmaceuticals, construction, automotive, financial services, and insurance must adhere to strict archiving regulations to ensure the safety and well-being of individuals. Non-compliance exposes the company and board to considerable risks and fines, and incidents that occur might be made public.

Legal Mandates in Belgium and Europe

In Belgium, the Digital Act mandates that all digitally born information with a legal retention period must be archived as a Qualified Electronic Archive (QeA). The new revision of the eIDAS2 regulation expands QeA requirements across Europe, standardising the preservation of electronic signatures and seals.

Long-Term Preservation

Long-term preservation stores information after the minimum legal retention period has expired, ensuring that it remains accessible and secure over time.

By implementing a compliant digital archiving solution, you meet legal obligations and enhance the efficiency, security, and accessibility of your critical information.

We hope this deep dive into overcoming digital archiving challenges has been insightful and empowering. Remember, the right digital archiving solution ensures compliance and boosts the efficiency and security of your organization’s information management.

Stay tuned for more updates and tips in our next issue!

Best regards,

The Docbyte Team