Streamlining the Transfer of Digital Files Among Corporations
In today's digital age, managing and retaining electronic documents effectively has become a crucial aspect for businesses and public administration. Electronic Data Interchange (EDI) platforms, such as the one offered by Intesa, play a significant role in this process.
EDI platforms, designed for exchanging commercial electronic documents between companies, provide a standardized and structured environment for document management. This standardization makes the information contained in electronic documents readable and useful for business analysis through a control tower.
The Intesa EDI platform, accessible via common browsers, supports multiple users with different authorization levels, making it an ideal solution for businesses of all sizes. It simplifies the management of commercial document exchange with multiple partners, ensuring compliance with regulations on the retention of electronic documents.
The platform automates the process of managing and archiving all supply chain-related commercial documents, reducing human errors to zero and saving valuable time for resources. It also connects company management systems, translating documents into a standard language pre-agreed between business partners.
The updated AgID guidelines for the retention of electronic documents establish principles and rules regarding the formation, management, and storage of IT documents. These guidelines focus on enabling digital services that are simple, safe, and fast for users while promoting digital awareness and accessibility.
EDI platforms, like the one from Intesa, facilitate compliance with these AgID guidelines by providing a secure environment to manage documents and data electronically. They ensure data integrity, evidential value, and traceability, supporting the permanence and availability required for document retention under AgID rules.
Advanced certification and authentication technologies, such as electronic signatures and secure timestamps, are often incorporated into EDI platforms, increasing the legal validity and evidentiary weight of electronic documents. These capabilities help organizations meet compliance by guaranteeing that documents remain authentic, unaltered, and accessible throughout their required retention period.
Most commercial documents must be transported on specific formats and in specific languages to be retained in accordance with the law. EDI platforms simplify this process, making retention more straightforward and efficient.
The retention of electronic documents can be simplified if the exchange of documents occurs in a structured language and format, as in the case of EDI. For instance, electronic invoices must be retained in accordance with the law, following the guidelines from AgID on the management and retention of electronic documents.
The exchange of commercial documents, including orders, invoices, waybills, and transport documents, is intense in B2B supply chains. EDI platforms facilitate this exchange, ensuring smooth operations and compliance with regulations.
In September 2020, AgID updated the guidelines for retention to unify regulations, add technical and flexible appendices, and adapt to rapid technological innovations. The updated guidelines encourage secure storage, legal compliance, and accessibility of digital documents, all of which EDI platforms support through automation and data standardization.
For precise retention times or detailed procedural instructions, consulting the full AgID “Guidelines on the formation, management and storage of IT documents” document is recommended. The document is available on AgID’s official site.
Lastly, the Intesa EDI platform automatically sends retained documents for 10 years, ensuring compliance with the retention period requirements. Commercial document management and archiving can be done from a single web interface with the Intesa EDI platform, making document management a breeze.
The Intesa EDI platform, a standardized environment for document management, facilitates the exchange and retention of commercial electronic documents in the industry, promoting compliance with regulatory requirements, such as AgID guidelines. This platform, supportive of business-to-business (B2B) supply chains, automates the process of managing and archiving documents, ensuring their legal validity and evidentiary weight, including electronic signatures and secure timestamps. Additionally, data-and-cloud-computing technology integrated into EDI platforms like Intesa's streamlines the process of document retention, making it compliant with technological innovations while maintaining data integrity and traceability.
