Revision-safe archiving easily implemented

Valentin Ostarhild
Head of Marketing
10.05.2019 | 4 min
Revision-safe archiving means protecting stored data from subsequent modification or manipulation. Therefore the archive material must be stored in a way that is traceable, findable, unchangeable and tamper-proof. Especially in industrial production, revision-proof archiving is of great importance in order to be able to provide important proof duties and at the same time legally secure in all directions. In this article you will learn how to realize this digitally, interactively and easily.
What does revision-safe archiving involve?
In principle, revision-safe archiving requires that the archiving procedure used is verifiable. It contains proof of procedural documentation, proper use, secure operation and the organization of the user company. This means that auditing security is not limited to a specific technology or software, but covers the entire archiving process. Existing solutions must be used and operated correctly. Furthermore, all processes and working methods of the employees must be defined, documented and traceable.
Principles of revision safety
The Organization and Information Systems Association (VOI) first published the “Code of Practice” in 1996, which lays down the following principles for revision safety:

1. Each document shall be archived in an unchangeable manner.

2. No electronic document shall be lost on its way into the archive or in the archive itself.

3. Each document must be made retrievable with suitable techniques (e.g. by indexing with metadata).

4. Exactly the document to be searched for must be found again.

5. No document may be destroyed during the retention period.

6. It must be possible to display and print each document in exactly the same form as it was captured.

7. It must be possible to retrieve all documents promptly.

8. All actions in the archive, which cause changes in the organization and structure, are to be logged in the way that the restoration of the original state is possible.

9. Electronic archives shall be designed so that migration to new platforms, media, software versions and components is possible without information loss.

10. The system shall provide the user with the opportunity to ensure the legal and operational requirements of the user with regard to data security and data protection over the life of the archive.

How does revision-safe archiving work in industrial production?
In order to be able to map all the aspects just mentioned, archiving must always be carried out electronically. With digital assistance software, you can store your documentation in a legally secure manner and make it permanently available. The cioplenu Platform offers you the possibility to store all production data properly, completely, traceably and verifiably. With the software, you can also set up a detailed role and authorization concept for your documentation and protect your data from changes. A comprehensive processing history ensures transparency. A secure filing system in the cloud or on-premise also protects against loss and thus secures the entire documentation process.
Legally compliant archiving is indispensable for industrial companies. With cioplenu you master this challenge easily, digitally and revision-safe. The annoying but necessary duty can easily be done during the running process with just a few clicks. This leaves you and your employees more time for direct value creation within the production.

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