Secure Document Archive
It is essential for any organisation to ensure a secure archiving system capable of protecting and preserving critical documents — from financial and commercial documentation to employee records, contracts, confidential information and all other strategic content.
To guarantee the integrity of this information, organisations need a repository that is organised, structured, secure and rigorously controlled, preventing loss, improper handling or any type of compromise.
Digitisation and protected digital archiving eliminate dependence on paper and all associated risks and costs.
No more piles of documents on desks, misplaced files, unnecessary printing or physical storage requirements.
Information becomes accessible, searchable and protected at all times.
With a single, centralised and properly catalogued repository, all relevant information is immediately available for internal or external audits.
Fast searches, consistent metadata and complete history facilitate compliance, reduce preparation time and streamline evidence presentation.
When documents are stored securely, with uniform criteria and consistent processes, it becomes easier to ensure compliance with internal policies, industry standards and national or international legal requirements.
Where applicable — such as for fiscal archiving — certification and digital integrity guarantee full legal validity.
Natural disasters, infrastructure failures or cyberattacks can severely impact organisations that rely on physical archives or fragmented systems.
A secure digital archive is the foundation of a robust disaster recovery plan, drastically reducing risk and enabling rapid operational recovery while keeping information safe.
Filedoc is designed to be a reliable and scalable repository, capable of archiving all types of content — scanned documents, PDFs, emails, Microsoft Office files, images and other compatible formats.
Communication takes place through HTTPS, and documents may be encrypted to ensure full confidentiality.
Detailed access, profile and permission management ensures users only see the information they are authorised to access.
Filedoc uses Microsoft Azure datacentres in the EU and the US, in shared or dedicated infrastructures.
Geographical replication and redundancy can be configured to guarantee that information is never lost and that recovery is fast and effective in case of disaster.
Every action is recorded:
- document creation,
- new versions,
- annotations,
- field changes,
- approvals and rejections,
- workflow steps.
This searchable history ensures full traceability and comprehensive auditing throughout the entire document lifecycle.
Filedoc fully complies with the GDPR, ensuring the protection of personal data, strict access controls, retention policies and anonymisation mechanisms when needed.
Confidentiality, integrity and privacy are guaranteed at all stages.
Frequently asked questions about document retention
Answers to common questions about retention periods, preservation, archiving, final disposition and control of the document lifecycle.
Digital archiving focuses on the storage, consultation, and preservation of documents in electronic format. Document management is broader: it includes capture, classification, search, access control, versions, workflows, deadlines, retention, and integration with processes. Digital archiving can be part of document management, but it does not replace the full management of the document lifecycle. Both should be aligned to preserve information and support future consultation.
Legal digital archiving is the electronic preservation of documents with requirements for integrity, authenticity, readability, traceability, and long-term preservation. It may involve formats such as PDF/A, access controls, action history, retention rules, and integrity verification mechanisms. In Portugal, some tax-relevant documents require specific attention to DL 28/2019. Validity depends on technical requirements, procedures, and the applicable legal framework.
Yes. Filedoc allows document retention periods to be managed by associating documents with preservation rules, archive phases, owners, physical or digital location, and final destination. When a document reaches a defined phase or deadline, the system can support notifications, phase changes, secure destruction, or permanent archiving according to configured rules. This feature is important for compliance, risk reduction, archive control, and the traceable removal of obsolete information.
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