electronic storage

the operating environment

Recent developments in the legislation on the preservation of documents have legitimized and widespread the use of electronic storage. This term refers to the data processing system able to ensure the legal validity of an electronic document over time. The solution allows to replace the paper documents, which by law some legal entities are required to keep, with the equivalent digital format. This is "stuck" in the form, content and time through the digital signature and time stamp. While the digital signature makes it distinctive and unchanging, the time stamp date it in a certain and unequivocal way.

edita solution

The service offered by Edita provides a "turnkey" package including:

• Preparation of documents
• Scanning of documents
• Creation of a repository of the electronic documentations (CD or digital platform)
• Preparation of all the necessary forms to obtain the necessary devices
• Supply of massive digital signature devices and time stamps
• Verification of authorized signature certificates and updating of expired ones
• Annual review of the readability of the generated media
• Creation and updating of the Manual of Substitutive Conservation (it provides a comprehensive overview of the services and of the documents kept)
• Adaptation of the dematerialization process in the light of changes in the legislation
• Certified macero of archived documents

Edit offers to its Customers the possibility to choose between a full or partial solution of outsourcing.

If the Customer chooses a total outsourcing solution, Edita will be appointed Head of Conservation with a specific letter of delegation.

If instead the Customer opts for a solution "on autonomy", Edita will define the records to be kept, the flows, the parties involved in the proceeding and the Offices of the Client who must produce the documents. Edita then steadily will support the Customer for him to become independently capable of executing correctly all the procedures.

results achieved

• Equating of paper documents to electronic ones
• Probative value for tax and legal purposes of the electronic documents contained in the repository 
• Guarantee of inalterability of the documents
• Safety in the preservation of documents
• Greater speed and efficiency in document searches
• Opportunity for consultation at any time
• Increased effectiveness in the document processes
• Save on printing costs, storage and archiving (saving is especially high for the documentation that must be, by law, kept for several years)
• Save paper and focus on the environment
• Cost savings on revenue stamps required by law
• Reduction of physical storages and consequent resolution of the space problems (the preservation of paper becomes superfluous)
• Elimination of the risk associated with the loss of sensitive documents

Target

• Companies
• Small business
• Pubblic Administration
• Professionals