IT Glossary
What is electronic archiving?
Electronic archiving means keeping company documents in digital form, under conditions that guarantee their integrity, legibility and legal validity for the whole retention period.
A whole room of ring binders, rent paid on floor space for paper, and an hour spent hunting for a contract from 2019: that is the archive many companies still operate, and it is exactly what electronic archiving replaces. It is more than scanning. Proper electronic archiving keeps documents under conditions that preserve their legal weight: guaranteed integrity, so a document cannot be altered unnoticed; time-stamping; electronic signatures where required; and controlled access for the entire statutory retention period. Romanian law recognises electronically archived documents in dealings with the authorities and in court, provided the legal requirements for archiving are met. For your company the stake is twofold. There is the obligation to retain invoices, payroll records and accounting documents for years under the applicable legislation, and there is the hidden cost of paper: floor space, search time, and the risk of losing everything to a fire or a flood. A properly archived document is found in seconds and never burns.
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Why it matters for your business
Documents found in seconds
Searching by client, date, amount or document type replaces leafing through binders — anything an auditor or inspector asks for appears on screen immediately.
Retention periods handled automatically
The system applies statutory retention by document category and flags what may be destroyed and what must be kept, removing decisions made from memory.
Protection against disaster and loss
Backups replicated to separate locations mean a fire, a flood or a badly managed office move no longer erases the company's history.
Frequently asked questions
Do electronically archived documents carry the same legal weight as paper originals?
Yes, provided the legal requirements are met: guaranteed integrity and legibility throughout the retention period, and for certain categories an electronic signature and a time stamp. A phone photograph dropped into a folder does not meet those conditions; a compliant archiving system does.
How long must accounting documents be kept?
Retention periods differ by category — accounting records, payroll, supporting documents — and are set by the accounting and tax legislation in force, ranging from a few years to very long periods for personnel files. A well-configured archiving system applies the correct period to each category automatically.
Can we abandon paper archiving completely?
For documents born digital — e-Factura, Romania's mandatory business-to-business e-invoicing system, or electronically signed contracts — paper is simply unnecessary. For historical paper records, legislation in many cases allows certified digitisation with legal validity, although certain special instruments may still require the original to be retained.
Let’s talk about your project
Message us on WhatsApp or send an email — you talk directly to a developer.
office@northdan.com · +40 752 070 247