Digital archiving protects data
Data archiving is incredibly important for business and customer relationships in the logistics industry. Documenting important paperwork such as bills of lading, delivery notes and proofs of delivery (PODs) is critical to ensuring that orders are processed and completed quickly. Digital archiving involves storing data and documents on a computer-based data storage medium in an archiving system. They may be primarily digital documents but can also include hard copies that have been subsequently digitised.
Why is it advisable to archive documents digitally?
Like government agencies and associations, logistics companies and networks have increasingly stopped storing their knowledge and expertise in physical form in filing cabinets, bookshelves or magazines. Digital archiving in various storage systems saves significant time and space in document processing and file storage and retrieval. Say farewell to all the stacks of paper as well as the time needed to process and protect them from deteriorating. Digital archiving thus protects knowledge for the long term and makes it easier to do your day-to-day work. This archiving method is technology-neutral, too. It does not have to meet technical standards or specifications. If necessary, the documents can easily be provided via electronic data interchange (EDI) through conversion.
What does audit-proof archiving mean?
However, legal requirements do apply to archiving data in certain circumstances. For example, data is required by certain laws to be stored in an audit-proof manner for specific retention periods. These laws include the German Commercial Code (HGB), the German Fiscal Code (AO) and German generally accepted accounting principles (known by the German acronym, GoBD, or the English acronym, German GAAP). The archiving software must protect the data for auditing purposes. It must prevent the loss or modification of the digital image of the document and allow the document to be recovered in its original form. The following legal requirements must be met:
- Access protection
What documents have to be archived?
Companies have to archive a whole range of data and documents in certain circumstances:
- Books and records
- Annual financial statements
- Management reports
- Opening balance sheet
- Work instructions and other organisational documents
- Accounting records (incoming and outgoing invoices)
- Incoming business correspondence
- Reproductions of outgoing business correspondence
- Documents referenced in Article 15(163) of the Customs Code
- Personnel records