Main Use Cases of an Electronic Archiving System (EAS)
An Electronic Archiving System (EAS) is designed to ensure the secure preservation, integrity, authenticity, and accessibility of digital documents over the long term, while maintaining their evidential value.
Below are the key use cases and the sectors most concerned:
Main Use Cases
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Legal and Regulatory Archiving
Preservation of documents required by law (invoices, contracts, payslips, HR files, accounting records, etc.), ensuring compliance with administrative, tax, or social audits. -
Contract and Legal Document Management
Archiving of signed contracts, amendments, court decisions, and notarial deeds, guaranteeing evidential value and traceability of any modifications. -
Digitization of Business Processes
Integration with ERP, DMS, or business applications to automatically archive generated document flows (orders, delivery notes, reports, etc.). -
Archiving of Patient Records and Medical Data
Secure preservation of medical files, imaging, and consent forms, meeting healthcare sector requirements for confidentiality and traceability. -
Email and Digital Data Archiving
Secure storage of emails, databases, videos, audio files, and all digital documents that hold administrative, commercial, or historical value. -
Retention Period Management and Controlled Destruction
Automated monitoring of legal retention periods and management of the final outcome (destruction or extended preservation), particularly for personal data. -
Retrieval and On-Demand Access
Instant search and availability of archived documents, whether for internal use, third parties, or in case of litigation.
Sectors Concerned
Although every industry can benefit from an EAS, certain sectors are particularly impacted:
| Business Sector | Examples of Archived Documents |
|---|---|
| Human Resources | Payslips, employment contracts, employee records |
| Accounting and Finance | Invoices, financial statements, accounting records, audits |
| Banking and Insurance | Contracts, policies, statements, regulatory documents |
| Healthcare | Patient files, medical imaging, consent forms |
| Real Estate | Leases, deeds of sale, diagnostic reports, mandates |
| Public Sector and Local Authorities | Council minutes, decrees, public contracts, historical archives |
| Transport and Logistics | Delivery notes, transportation contracts, reports |
| Legal and Notarial | Acts, court rulings, litigation files |
All sectors that produce, receive, or must retain documents with legal or administrative value are concerned, with particularly strong demand in regulated areas such as healthcare, finance, the public sector, and human resources.
An EAS addresses cross-functional needs for preservation, security, and compliance across all industries especially in situations where evidence, traceability, and long-term durability of documents are crucial.
Contact Us to Go Further
Would you like to enhance data security, ensure compliance, or optimize your information management?
Arclib’s experts are ready to design with you a sustainable archiving solution tailored to your operational and regulatory requirements.
Secure the future of your archives: Contact us today.
