Verifiability of data

The verifiability of data is one of the key tenets of most new compliance legislation.

Revision-secure as standard

All data must be completely verifiable and should not be susceptible to falsification or deletion before the end of the mandated retention period. The consequences speak for themselves:

"Whoever knowingly alters, destroys, mutilates, conceals, covers up, falsifies, or makes a false entry in any record, document, or tangible object with the intent to impede, obstruct, or influence the investigation or proper administration of any matter within the jurisdiction of any department or agency of the United States ..... shall be fined under this title, imprisoned not more than 20 years, or both."

Section 802(a) of the Sarbanes-Oxley Act, 18 U.S.C. § 1519.

In FILERO, not only is all ‘compliance content’ securely archived, but all changes are recorded by time, date, user and the exact changes made. This history of changes cannot be altered, even by the administrator. Comprehensive and powerful access rights only allow users with the relevant permission to edit data.

The main principles of GoBS

In Germany, similar legislation applies. GoBS (Principles of adequate and orderly accounting) is a German compliance law introduced in 1995. GoBS regulates the handling of electronic data which is legally required to be stored for a minimum period of time.

In essence, the principles outlined in GoBS form the basis for other legislation regarding digital archiving. Some of the most important principles of GoBS are outlined below.

A secure process

All data should be securely archived. No document should be lost during the transfer process or during migration to new software versions, media or platforms.

FILERO is extremely secure. It is designed to meet the very strict European Union (EU) privacy and security requirements, and the back-end database is used in many security-critical applications. An SSL certificate on the server is used for browser and SOAP communications. The data being transferred is as secure as the user credentials and data connections used in the transfer scheme.

Original format

All documents must be stored in their original format and be able to be recalled or printed.

All documents in FILERO are stored in their original format. In FILERO, documents are stored as bit streams and can be retrieved unchanged from their original state. As documents are stored as bit streams, they can still be retrieved even when the support of older file types has been withdrawn by software manufacturers.

Mandated retention

Data must not be deleted during the legally specified period of retention.

FILERO's high scalability means that all data can be stored. Storing data for long periods of time is therefore not a problem. FILERO is completely adaptable to an organization's needs - retention options can be designed specifically according to company policy and local legal requirements.

Traceability

All documents must be able to be found again.

All data can be recalled easily and quickly in FILERO, as long as the user has the corresponding access permissions. Excellent full-text search options and a clear, logical structure which is fully adapted to the organization's requirements mean that data can be found with just a couple of clicks. In addition, FILERO can search all versions of a document or data object, so even if the document name has been changed, it can still be found.

Protection from falsification

All documents must be revision-secure archived.

FILERO is completely revision-secure. All actions are tracked by user, date, time and changes made. All revisions are traceable. Not even the system administrator can subvert these protections. Access rights can also be set so that only certain users have the right to edit information. All new versions of a document are fully versioned and all previous versions can be accessed.

Unlike other systems where documents are stored separately from metadata, documents and metadata are all stored together on the same secure database. Metadata can not therefore be tampered with.

Protection from loss

No documents should be lost.

FILERO runs on an extremely secure database and regular back-ups of data are recommended.

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