Legally Compliant Digital Archiving

Ensure the long-term legal validity of your digital documents while eliminating printing, storage, and paper-archiving costs.

Legally compliant digital archiving is an IT procedure regulated by the Digital Administration Code (CAD, Legislative Decree 82/2005, Art. 44), which defines the authenticity and integrity requirements for digital documents. The current technical rules are set out in the AgID Guidelines on the creation, management, and archiving of digital documents (in force since 2022), which replaced the previous DPCMs.

This module of the webgate400 suite is the next step after the electronic archiving managed by Database Link. It is especially useful for companies that produce large volumes of tax-relevant documents or send electronic invoices to the Public Administration and must retain them for several years under current regulations.

Beyond legal archiving: practical support for business organization

Legally Compliant Digital Archiving lets you generate properly organized volumes containing files in different formats, providing a complete and indisputable representation of every document issued, received, sent, or produced.

But its uses go beyond regulatory obligations. You can give your sales team offline access to all documents, invoices, orders, and other materials related to their customers. You can create a catalog with technical item information or collect all documents for a specific job order. Everything is quick and simple, using volumes created with custom selection criteria, even when no legal validity is required.

How it works: from document selection to volume closure

Document identification

Document classes, categorization fields, and the attachment creation date are defined. At this stage, it is already possible to view the documents that meet the set criteria and apply further filters based on title, description, and three keyword fields.

Digital signature

Documents are digitally signed, individually or in bulk, with automatic reporting of any errors.

Physical creation of the volume

Signed documents are copied to an IFS directory; the volume is then closed, signed, and timestamped, making it tamper-proof and unmodifiable over time.

Optional verification

You can verify the validity of documents that are already signed and included in the volume. During this phase, the system also checks the continuity of the document sequence based on the first categorization field specified.

Access, verify, and distribute volumes at any time

Volumes are generated in a specific Power IFS directory, containing the attachments and an XML file that describes their attributes. Documents can be searched and accessed through the Digital Signature Manager, which also lets you view and verify the validity of the signature and the volume. The same tool can be used to view documents signed by third parties (PDF or P7M).

Volumes can be copied to another machine or burned to disc while maintaining full legal validity. You can also create “collections”—sets of multiple volumes—in addition to the standard maintenance functions.

Automate imports with WG Signer Scheduler

Thanks to the WG Signer Scheduler, the user only needs to handle the initial definition, creation, and closing of the volume. All documents are automatically imported into the volume at the configured frequency. For example, after each billing cycle, documents archived in Database Link are automatically imported into the relevant volume.

Prerequisites

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