A large number of documents, for which storage periods and legal rules apply, support the business processes. These include contracts, incoming and outgoing invoices, orders, customer communication, complaints, tenders, progress statements, technical plans, product specifications, official police reports, certificates, Board of Directors minutes, internal memos, HR documents, and accounting documents.
Moreover, you set the in-house rules regarding quality guidelines, responsibilities towards the Board of Directors, customers and staff.
If you opt for digital instead of paper-based storage (back-up), the digital archive has to meet the strictest criteria. We started up Arco Doma in a cloud-based archive (SenSaas) with those objectives in mind. This service comprises a number of different elements.
People work in the system in a safe and certain manner. The process for uploading, registering and adding properties to documents is strictly defined. Permissions are linked to roles in a managed way, just as the versions (if active) are carefully managed and displayed. Once documents are removed from the archive, they can no longer be changed. Doma keeps an audit trail of all actions taken.
Legal Signing – Digitally secured
The digital signature service automatically sign documents. Because the signature is linked to certificates, it is automatically advanced or qualified, in accordance with European legislation. It ensures that the document is secure. You can also provide it with a period of validity. Thanks to the technique of time-stamping – and if required – the document remains valid for a long time, the length of which is linked to its storage period. Everyone involved can easily verify the validity of the signature.
The Arco Doma Cloud Service is a fully-fledged high-quality document and workflow service. External users like customers, partners and other parties, can also have a direct input in the service.
You can count on a high level of security and high availability, with two top-drawer Belgian data centres being used for data deduplication. This enables Arco Doma to effortlessly support millions of documents.
The specialised firm Gremwell regularly performs security tests on the Doma environment in accordance with the international guidelines of OWASP. This means that Arco Doma continually complies with the most stringent security criteria.
Clear archiving rules are set per entity, such as document type, file, directory structure or other properties. Documents are archived after being processed. Once the scheduled archiving term has elapsed, you can do other things like move the document to another archive (for instance, another type of storage medium), export the document and its properties, and remove the document and/or its properties.
The user can export the documents and continue managing them in another archive. The digital signatures, certificates and time stamp will still remain valid for the documents concerned.