Document Lifecycle Management

Certified Electronic Archive – The Complete Digital Solution for Document Preservation

Our Certified Electronic Archiving Service offers a modern, secure and complete platform for storing, organizing and protecting digital documents on a long-term basis, in accordance with the legal regulations in force (Law no. 135/2007, Law no. 16/1996, etc.) and international security standards. Benefiting from advanced technologies – qualified electronic signatures, encryption and timestamps – our solution guarantees the integrity, authenticity and evidentiary value of each archived document.

1. Policies and Technologies Used

The electronic document archiving service was developed based on the ELO ECM Suite platform, which offers a complete package for the efficient management of documents and digital information within enterprises / companies.

The general principles underlying the archiving of documents in electronic form, through the solution offered:

• Authenticity– ensuring that the documents were created by the declared entity (can be ensured by electronically signing the documents by the declared entity);
• Integrity– guaranteeing that the document has not been altered after its creation / signing (can be achieved through hash mechanisms / qualified signatures);
• Confidentiality– preventing unauthorized access to documents (access only based on permissions, on the need to know principle / document encryption);
• Availability– making documents available to the parties involved when they need them / when they need them – retrieving and providing documents. Replication / redundancy, backup mechanisms;
• Legal validity– compliance with legal requirements to ensure their legal value, the use of electronic signatures and compliance with legislative regulations in force.

2. Limitations on the Right of Access

Access to documents archived within the solution is achieved through secure connections (VPN and encrypted channels) and is strictly restricted according to the access policies established by each client:

• Authentication is carried out according to security standards and regulations in force.
• Only authorized users, according to defined access groups, can view or manage documents.
• The system allows granular control of access rights, ensuring that sensitive documents are protected against unauthorized access.

3. Customer Obligations

For a correct and efficient implementation of the electronic archiving service, the client must meet the following conditions:

• The client must provide an extract from the internally approved archival nomenclature, specifying the categories and types of documents, along with search criteria and accepted digital formats.
• It is necessary to purchase digital certificates from authorized providers, essential for applying the electronic signature to documents that will be archived.
• The client must submit documentation establishing the access regime to archived documents, as well as clearly assigning access rights to authorized personnel.
• The client will optionally benefit from training and consulting sessions for optimal use of the platform.

4. Availability and Continuity of Services

To ensure continuous and reliable system operation, the solution includes:

• Backup operations and restoration procedures that ensure access to documents even in emergency situations.
• Journaling of all operations performed, with automatic checks of document integrity.
• We guarantee 24/7 availability and fast response times for technical interventions through Service Level Agreements (SLA).

Conclusion

Our Certified Electronic Archiving Service is not just a digital storage solution, but a trusted partnership for the management of critical documents. By implementing advanced technologies and rigorous security policies, we offer a robust, scalable and legally compliant platform. Thus, our clients – banking institutions and private companies – benefit from a secure, efficient and tailored digital environment.

The main benefits of the solution:

• Improves and standardizes document organization;
• Ensure quick and easy access to electronic documents and information;
• Eliminates time wasted in retrieving documents;
• It is in accordance with the regulations of the laws regarding electronic signature and archiving of qualified electronically signed documents;
• Secure access to documents and information, by establishing granular access rights and permissions, down to the document or specific information level;
• Optimization and automation of work processes and decision-making processes;
• Provides reporting and audit tools;
• Allows traceability of actions on documents and information;
• It improves collaboration and offers the possibility of working with electronic documents, regardless of the users’ location.