Don't drown in paper, switch to electronic archiving!

By Jennifer Montérémal

Published: October 29, 2024

Are your archive boxes starting to overflow your desks, and you're thinking of exploiting that tiny space between the coffee machine and the fridge to store more? Is every document search akin to an archaeological dig, forcing you to block an hour-long slot in your diary?

How about switching to electronic archiving?

While this process solves many problems, it doesn't mean simply scanning your files and saving them on USB sticks... which will end up getting lost among your office supplies. There are much more suitable, secure and legally compliant systems.

This article explains the basics of electronic archiving, from its principles to its advantages, including a list of the most appropriate software.

See all software Document Management System

A quick definition to get you started

What is electronic archiving?

Electronic archiving is the process of storing your company's documents in digital format. That's why we also talk about digital archiving.

It involves a number of different components

the processes put in place for archiving,
the tools used to facilitate operations, and/or to comply with various legal requirements.

The aim of electronic archiving is to make documents accessible at all times, throughout their lifecycle, so that they can be consulted:

for information purposes, as part of day-to-day business,
for legal purposes.

What are the different types of archive?

As you're beginning to understand, there are "archives" and "archives".

While there are no good or bad archives, knowing the differences between them means understanding the right systems for managing them.

Here are the different types of archives:

Living or current archives: these relate to current affairs and missions. They need to be easily and quickly consulted.
Semi-living, or intermediate archives: these are not used in day-to-day operations, but are nevertheless kept as evidence.
Historical, or definitive archives: documents are archived for the long term, for their historical or heritage value. Less frequently used in business... unless your brand is going down in history!

Electronic archiving and legal obligations

The legal retention period for documents

A quick reminder: there are various rules governing the legal retention period for documents. Find out more in this article.

☝️ Each document is archived for a specific number of years, corresponding to its life cycle. During this period, the company is obliged to present it to the tax authorities in the event of an audit, for example.

Recognition of electronic format

At the same time, the law has recognized digital format since 2000. Since then, electronic documents have had the same probative value as paper documents.

However, article 1316-1 of the French Civil Code specifies :

Electronic documents are accepted as evidence in the same way as paper documents, provided that the person from whom they originate can be duly identified and that they are drawn up and stored in conditions that guarantee their integrity.the person from whom it emanates can be duly identified, and that it is drawn up and stored in conditions that guarantee its integrity.

What about e-billing?

Finally, let's turn to the question of electronic invoicing, which will be mandatory for all companies by 2025.

Compulsory, yes, but subject to requirements :

authenticity,
legibility
content integrity,
storage in electronic format for at least 3 years.

Electronic archiving is therefore sometimes a legal issue, and must therefore comply with certain principles.

The 5 commandments of electronic archiving

Intermediate archiving, which gives documents their probative value, is based on 5 key principles:

✅ Durability: the system used ensures that documents last, at least for the legal retention period as dictated by law, without the content being damaged. For this reason, up-to-date media and formats should be used.
✅ Authenticity: by authenticity, we mean knowing who created the document and when, by means of an electronic certificate, for example.
✅ Integrity: data is archived using technology that ensures its integrity. In other words, the information on the document is stable, modifications prohibited, or traced if permitted.
✅ Confidentiality: only authorized persons can access archived documents. For this reason, the systems employed incorporate data encryption, or access rights management functionalities.
✅ Accessibility. Documents are available when needed and easily accessible. As a result, the most popular systems include tools for indexing, classifying and easily searching data.

Electronic archiving: advantages and disadvantages

What are the benefits of electronic archiving?

Cost benefits

Physical storage of documents is more expensive than digital storage.

Paper archives already take up space. And with so many boxes in storage, some companies are seriously starting to feel cramped... to the point of considering moving to larger premises!

Then there are the expenses associated with :

photocopying (to transmit the document, for example),
manpower, particularly for document management in large organizations.

Document access

When documents are digitized, they become accessible anytime, anywhere. What's more, tools such as EDM make it easier for employees to search for documents (using search engines, for example). A huge time-saver for companies!

💡 You can also turn electronic archiving into a commercial asset. A customer calls you for information? You can find it in a few clicks, and demonstrate your professionalism in the process.

Security

Paper is not the most reliable device. A fire (yes, it can happen!), and all your archives go up in smoke.

And that's without mentioning the risks associated with human error: loss of a document, incorrect storage, etc. Good document management is easier to achieve with a digital system.

Analysis

With most electronic archiving systems, you classify your information judiciously. You simply access a group of documents, or complete files, which you can compare at a glance.

This allows you to optimize your data analysis for a current assignment or case, without missing out on important elements.

Interconnection

Integrated into the company's information system, digital archiving interconnects information to make processes more fluid.

As a result, you can work more efficiently, and reduce processing times, so you can make a better impression on a customer or supplier.

Legal compliance

As we've seen, the paper version encourages the loss or deterioration of potential evidence. This can have enormous negative legal consequences if you are asked to provide a document, in the event of a dispute for example.

And the disadvantages?

Security... too

Electronic archiving is certainly more secure. But you need to be careful when it comes to protecting your digital data, especially at a time when computer attacks such as ransomware are on the increase.

Since data has become a major issue in today's economy, protect your information by using a perfectly secure tool.

The human factor

The transition from a traditional archiving system to an electronic archiving system can come up against human behavior and the resistance of employees who don't want to change their habits.

This transition therefore requires serious support and, where necessary, training.

Media, formats and software: which one to choose?

Media

Digital documents can be archived on a variety of media:

USB key,
internal or external hard disk,
CD or DVD, etc.

But we advise you not to favor these tools, which can easily be lost or damaged. Not very secure.

What's more, their lifespan is not optimal. A USB key won't survive more than a few decades... and then some.

Finally, these media don't offer optimum flexibility or legal compliance.

So what's the solution? The cloud, or online archiving if you prefer. This system offers a number of advantages:

huge storage capacity, which adapts to your needs (the more you pay, the more space you get),
a virtually unlimited lifespan,
enhanced security,
permanent accessibility.

Formats

Several formats are compatible with electronic archiving. It all depends on the nature of the data to be stored:

For example :

for office documents and e-mails: PDF or XML,
for images: JPEG,
for databases: XML or TXT, etc.

💡 In reality, it's better to think in terms of durability and readability. To respect these principles, you need to use a durable format, or else accept the idea of regularly converting your files.

This is why we recommend archiving your documents in plain text format (TXT for example) rather than in native format, in case the associated program becomes unavailable over time.

Software

Electronic document management (EDM) software

EDMs are used to manage archives as part of a company's day-to-day operations, which is often what they need most in the end. These tools therefore include useful functionalities such as :

document digitization
indexing
sharing,
searching,
editing and modification, etc.

☝️ On the other hand, document management software does not systematically take into account authenticity and durability requirements.

Electronic archiving systems, or SAEs

EAS, or electronic archiving systems, are solutions developed to store fixed documents and meet requirements in terms of :

durability,
integrity
confidentiality
and accessibility.

☝️ On the other hand, unlike an EDM, an EAS does not enable day-to-day collaboration on company documents.

Digital safes

With a digital safe, you can store your documents while ensuring their security and integrity, thanks in particular to traceability and access management functions. It is therefore a potential component of an electronic document management system.

☝️Un electronic safe is not as effective as an EDM for document management.

Electronic signature solutions

Electronic signature software is useful for attesting the integrity of a document, i.e. the fact that the signatory approves its content.

The electronic signature also ensures that data is time-stamped, i.e. that the date and time at which it was issued are defined.

The various software packages described above are generally used in conjunction with each other.