CONS is the name of the service provided by SCOA which allows companies to destroy – or avoid producing – paper documents.
This revolution can be enacted by simply outsourcing the electronic archive to SCOA, with minimum impact on clients’ own personnel and without changes to current software tools.
Clients simply continue to submit documents to SCOA using the WSN channel, which are stored in the legal archive.
This solution implies drastic cuts in start-up costs since, among other benefits, it avoids the following costs:
1. Dedicated hardware and software costs (storage systems, burning devices, timestamp, DVDs etc.) allowing for a modulation of costs based on real needs and actual use
2. Consulting and training costs for employees
The service includes:
- Document archiving on NAS appliances, digital signature of the document’s hash file with time stamping and document backup
- Disaster recovery and data center business continuity, with backup documents stored in an alternative data center 150 km away from the main data center
- Archiving on a removable optical device (DVD), in dual copies (one stored in a specific access-controlled site in areas specifically allocated to each individual client in the main data center, and the other in CREDEM bank’s vaults
- Check of the actual legibility of supports at least every two years
- Copy onto a new support if necessary
- Renewal of signatures and timestamps as they approach expiry dates
- Internet display of archived documents and of their state for 10 tax years
- Generation and submission of documents’ hash to tax authorities
- Annual report on archiving activities and, if requested, provision of one or more DVD copies to the client.
The service includes the naming of an individual Responsible for the Legal Archive (Responsabile della Conservazione or RDC) and the carrying out of all bureaucratic compliance procedures. The RDC, assisted by highly-qualified staff, takes care of the legal archiving of all documents, which involves placing the digital signature and timestamp on the documents’ hash and burning the data on DVD optical supports.