Don't drown in paperwork - switch to electronic archiving!

By Jennifer Montérémal

Published: 29 October 2024

Are your archive boxes starting to overflow your desk and you're thinking of using that tiny space between the coffee machine and the fridge to store more? Does every document search feel like an archaeological dig, forcing you to block off an hour in your diary?

Why not switch 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 benefits, 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 to carry out the archiving,
the tools used to facilitate operations and/or comply with the various legal requirements.

The aim of electronic archiving is to make documents accessible at any time, throughout their life cycle, so that they can be consulted :

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

What are the different types of archive?

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

While there is no such thing as a good or bad archive, knowing the differences between them means understanding the right systems to put in place to manage them.

Here are the different types of archive:

Living or current archives: these relate to current affairs and missions. They must therefore be easy and quick to consult.
Intermediate archives: these are not used in day-to-day operations, but are nevertheless kept as evidence.
Historical or definitive archives: documents are archived over the long term for their historical or heritage value. These are less commonly used in companies... unless your brand is going down in history!

Electronic archiving and legal obligations

The legal retention period for documents

A quick reminder to start with: there are various rules governing the legal retention period for documents. Read all about it 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 the electronic format

At the same time, the law has recognised digital format since 2000. Since then, it has given electronic documents the same evidential value as paper documents.

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

A written document in electronic form is admissible as evidence in the same way as a written document on paper, provided that the person from whom it emanates can be duly identified and that it is drawn up and stored in conditions that guarantee its 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-invoicing?

Finally, let's look at e-billing, which will be compulsory for all businesses by 2025.

Compulsory, yes, but subject to requirements :

authenticity
legibility
integrity of content
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 probative value, is based on 5 main principles:

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

Electronic archiving: advantages and disadvantages

What are the benefits of electronic archiving?

Cost

Physical storage of documents is more expensive than digital storage.

Paper archives already take up space. And with all the boxes they take up, 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 organisations.

Access to documents

When documents are digitised, they become accessible at any time and in any place. 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 just 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. It's easier to ensure good document management using 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 optimise 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 put on a better face to your customers or suppliers.

Legal compliance

As we have 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.

So what about the disadvantages?

Security too

Electronic archiving is certainly more secure. But you need to be careful about 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 behaviour and resistance from employees who do not wish to change their habits.

This transition therefore requires serious support and training where necessary.

Media, formats and software: which to choose?

Media

Digital documents can be archived on a variety of media:

USB stick
internal or external hard drive
CD or DVD, etc.

But we advise you not to favour 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 do not offer optimum flexibility or legal compliance.

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

a large storage capacity that 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 emails: PDF or XML,
for images: JPEG,
for databases: XML or TXT, etc.

💡 In reality, consider the constraints of durability and legibility. 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 that you archive your documents in a plain text format (TXT for example) rather than a native format, in case the associated programme 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 activities, which is often what they need most in the end. These tools therefore include useful functions such as :

digitising documents
indexing them
sharing them
searching for them
editing and modifying them, etc.

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

Electronic archiving systems, or SAEs

EAS, or electronic archiving systems, are solutions developed to store fixed documents and comply with the following requirements:

durability
integrity
confidentiality
and accessibility.

☝️ On the other hand, unlike an EDM, electronic records management systems do not allow 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 the EAS.

☝️Un electronic safe is not as effective as an EDM when it comes to document management.

Electronic signature solutions

Electronic signature software is useful for certifying 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, in other words that the date and time at which it was issued are defined.

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