Selecting an SAE is a strategic decision to ensure the preservation, security, and evidential value of your digital documents. Below are the essential criteria to evaluate before making your choice.
1. Compliance with Standards and Certifications
Reference standards:
Choose an SAE that complies with NF Z42-013 (France) or ISO 14641:2018 (international). These standards define the requirements for preservation, integrity, and evidential value of electronic archives.
Certifications:
Make sure the provider holds official certifications (e.g., independent audit, Cofrac accreditation) that demonstrate compliance with legal and regulatory requirements.
2. Data Security
Encryption:
Ensure the SAE provides encryption for data both at rest and in transit.
Access management:
The system should offer fine-grained rights management, strong authentication (MFA), and full traceability of user access and actions through audit logs.
Cyber protection:
Firewalls, intrusion detection, regular security testing, and compliance with standards such as ISO/IEC 27001 are signs of a robust solution.
3. Durability, Scalability, and Reversibility
Scalability:
Your SAE must accommodate growing data volumes and adapt over time to evolving organizational needs.
Reversibility:
Ensure you can easily retrieve your archives and metadata if you change service providers, avoiding any technical lock-in.
Format management:
The SAE should guarantee long-term document readability by managing open and durable file formats.
4. Ease of Integration and Use
Compatibility:
Check whether the solution integrates smoothly with your existing business tools, ERP systems, GED, or other information systems.
User interface:
A well-designed, user-friendly interface supports faster adoption across teams.
Search and indexing functions:
A high-performance search engine and advanced indexing capabilities are essential for quickly retrieving stored documents.
5. Data Location and Sovereignty
Storage location:
Prefer a provider who specifies the physical location of data (France, Europe, etc.), ensuring compliance with GDPR and sovereignty requirements.
Legal compliance:
Confirm that data storage and processing strictly comply with regulations relevant to your industry.
6. Cost and Economic Model
Pricing:
Compare subscription fees, storage costs, and any additional services to ensure they align with your expected volumes and usage patterns.
Transparency:
Choose clear, predictable pricing models with no hidden costs and offers tailored to your organization’s size.
7. Support and Guidance
Assistance:
Responsive technical support and expertise in digital archiving are essential for successful implementation and daily management.
Training:
Check for available training programs to empower your teams in using and managing the system effectively.
To choose the right Système d’Archivage Électronique, focus on compliance, security, scalability, ease of integration, data localization, cost transparency, and quality support.
Meeting these criteria will ensure the longevity, evidential value, and compliance of your electronic archives over the long term.
Contact Us to Learn More
Do you have questions, specific needs, or want to enhance your digital archiving strategy?
The Arclib team is here to guide you toward a secure, reliable, and standards-compliant solution.
Build a lasting digital legacy: Contact us today.
