dhpg guides companies on GoBD-compliant, tamper-proof archiving

Consulting firm dhpg has released guidance for companies aiming to implement GoBD-compliant and tamper-proof electronic archiving. These principles for proper electronic record-keeping and data access (GoBD) are becoming increasingly vital for digital business operations.

The shift towards remote work and increased digitalization, accelerated by the pandemic, necessitates that companies ensure their document management adheres to legal requirements. Tamper-proof archiving involves storing documents electronically for the legally mandated retention period, ensuring they are traceable, retrievable, and unalterable. The system must also be protected against unauthorized access. As highlighted by company expert Fabrice Voigt, this also encompasses data protection and the safeguarding of trade secrets.

Many businesses perceive the implementation of GoBD-compliant archiving as a significant undertaking due to decentralized files and varying IT systems. dhpg emphasizes that digital document management offers substantial benefits, including enhanced flexibility, time savings, and streamlined workflows by reducing the need for manual document retrieval and handling.

The recommended starting process involves mapping all accounting-relevant processes and digital documents. Subsequently, companies should identify areas where digital document flow would provide the most significant support. dhpg advises engaging an expert for the assessment phase and prioritizing the implementation of smaller, high-impact partial processes.

When selecting an archiving or document management system (DMS), dhpg stresses the importance of aligning the system with the company's specific needs. Key considerations include integration with the existing IT landscape, data security, access control, and the system's scalability. Thorough testing and staff training are recommended before full deployment.