Lifecycle Management
An effective document cycle begins at the moment of registration. It is important not just to store the file, but to maintain the full context: metadata, approval history, and EDS signatures. In 2014, this is the only way to ensure legal validity in accordance with Law No. 852-IV.
Approval and Versioning
Avoid sending documents via email. All edits should be made directly in the system, creating a new version with a record of changes. This avoids losing the current version of a contract or act.
Preparation for Archiving
- Use the PDF/A format for long-term storage to ensure document reproducibility regardless of software version.
- Store the EDS together with the document, ensuring the signature can be verified even after certificates expire.
- When classifying documents, consider the retention periods defined by the company's records management schedule.
Regular Training
Conduct drills for document recovery. Check if the archival service can find and open a document from five years ago. This includes verifying the integrity of metadata and the functionality of the storage infrastructure.
Archival Recommendations
An archive is not a 'file graveyard,' but a dynamic repository. Ensure clear segregation of access rights to archival copies. Remember that deleting a document after the retention period expires must be a documented process that prevents accidental loss of information.
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