Numen, a trust provider

Numen, a trust provider


Operating trusted electronic platforms (signing, workflows, archiving, BPM, ...) goes far beyond the simple ability to host a software solution and process data.
A trust provider pools the demands of its customers and variabilizes the costs with a pay-for-use billing based on employee record, patient record, client file, signed contract, processed invoice…, for example.
But beyond that, being a trust provider consists in delivering to its customer completeness, performance and compliance :

Archiving and dematerialization processes are two pillars of digital transformation that are not exempt from this trilogy.
Discover in this newsletter our understanding and vision of this topic and the reasons why you can trust Numen to help you digitize your business processes.

Numen, more than a partner, a trust provider !

How does eIDAS help european organizations ?

How does eIDAS help european organizations ?


Since the European Directive 1999 / CE / 93, the probative vocation of a natively electronic document is embedded in Europe through the electronic signature. The eIDAS regulation was created in order to reduce the divergences linked to the transpositions in local law and to make the deployment of the dematerialization between and within member states easier. Relating to digital identity and trustworthy services in electronic transactions within the internal market, eIDAS Regulation No 910/2014 of 23 July 2014 provides a regulatory environment to secure and ease electronic interactions between businesses, citizens and public authorities. On 1 July 2016, eIDAS entered into force.


It is important to note that eIDAS is a regulation, not a directive. The regulations represent the laws of the European Union directly applicable in the Member States ! Thus, one of the most important aspects of the new law is its uniform application in all Member States.


In this context, the eIDAS Regulation :

The main objectives of eIDAS are the installation of a new digital trust, the empowerment of commercial and administrative exchanges, the protection of cross-border electronic transactions in the EU and the facilitation of the digital transformation of our economy.

But what does eIDAS bring to us ?


eIDAS regulates at EU level the trust services that have emerged in a number of Member States over the last 15 years.

"Trusted services" include :

Sum of technologies for which the rules are now simple and binding on all member states.

Two essential points remain to be handled by the local legislator:
How to electronically archive these same electronic documents ?
How to dematerialize documents natively paper ?



All the business documents (invoices, contracts, payroll, ...) are subject to national archiving obligations (duration, public / private, health ...), historically paper-oriented, now transposable to the Electronic means. The probative vocation associated with these same archives remains linked to principles of integrity and authenticity of the document, independently of the medium. This probative value is in particular managed by the Electronic Records Management System (ERMS) in the case of a natively electronic document.


Useful precision if necessary : the simple retention of the signatures of an electronically signed document (eIDAS) is not enough and can not replace the electronic archiving of the same document, which remains necessary.

In short, eIDAS defines a set of means to facilitate the growth of the digital economy (eBanking, eProcurement, eCommerce, eInvoicing, eContract ...) and standardize electronic services.

Laws enabling paper documents and archives to be dematerialized are now available in each of the European countries. They make it possible to rethink what Document Management should be in a resolutely digital world.

Luxembourg and Belgium, two precursors of reliable dematerialisation

Luxembourg and Belgium, two precursors of reliable dematerialisation


In Luxembourg, the law of 25 July 2015, which entered into force in 2016, enables destroying an original paper document, provided that it has been dematerialized by a certified service provider in accordance with strict standards, both for its digitization and its conservation. It is the Luxembourg Institute for Standardization, Accreditation, Safety and Quality of Products and Services (ILNAS), which issues the accreditation of Provider of Digitisation and / or Conservation Services (PSDC) to suppliers.
Luxembourg has become one of the first countries to adopt such legislation and has paved the way for a great simplification of the conservation and search of archives. Numen has prepared this PSDC status for several years to help Luxembourg become the electronic safe of Europe and extend its digital practices to neighboring countries.


In Belgium, the Digital Act of July 2016 introduced the notion of digital preservation of electronic (digitized or native) documents and the dematerialization of paper flows in order to constitute 100% electronic files (through substitutions by a faithful and lasting copy). In particular, it introduces a new framework that gives the same legal value to digitized documents compared to paper originals. This digitization can be done in your own or with a service provider.

The Digital Act also defines two levels of service : a "non-qualified" (or "simple") and a "qualified" one. This brings the notion of irrefutability where appropriate and reverse the burden of proof. This obviously does not call into question the vocation N ° 1 of a service of archiving, be it simple or qualified, that is to ensure the integrity and the durability of a document. In order to have a so-called "qualified" service, it is necessary here also to obtain a certification according to a standard expected mid-2017.

France : the digital revolution accelerates

France : the digital revolution accelerates


In France, the digitization movement of organizations is continuing with Decree No. 2016-1673 of 5th December 2016 on the reliability of copies. It specifies the conditions to meet in order to transform a paper document into a reliable digital copy and thus to delete its original paper.

An electronic copy is presumed to be reliable if it results from a process that:

This applies both to organizations digitizing on their own and to service providers. And unlike Belgium or even more in Luxembourg, there is no legal need to certify the scanning chain or the archiving solution. Obviously, this does not detract from the interest of standards and their respect.

This new decree facilitating the destruction of paper comes in addition to the many laws encouraging the digitization of society in all sectors combined.

And you ? Are you ready ?

ISO 14641-1, NF Z 42-013, NF Z 42-026, PSDC..., so what ?

ISO 14641-1, AFNOR NF Z 42-013, NF Z 42-026, PSDC..., so what ?


The interest of a standard is obviously to provide a certain number of guarantees on the respect of the state of the art and the good processes concerning the management over time of the hardware, the software and the services required.


The international standard ISO 14 641-1, derived from the AFNOR French Standard Z42-013, describes what electronic archiving should be. The conformity of an ERMS (Electronic Records Management System) with this type of repository thus provides superior assurance on the respect of the legal purpose expected : the integrity and durability of the archives.


The draft standard Z 42-026 on French territory, "Definition and specification of services for the faithful digitization of paper documents and control of these services", will apply to digitization operators as well as to organizations that implement it on their own. This standard identifies four cases of use according to whether it is the digitization of archives or flows, centralized or decentralized scanning. It complements the archiving standard.
Unlike the PSDC (Paperless Service and / or Conservation Provider) certification in Luxembourg, there are no legal requirements on the use of these two NF standards or the associated NF 461 mark. The recent amendment to Article 1379 of the French Civil Code thus essentially states the finality, not the means :

Nevertheless, the standards provide certain guarantees at the time of "boosting" digital confidence. With the draft standard Z 42-026 in France, PSDC status in Luxembourg, Digital Act in Belgium, eIDAS regulation in Europe, the future ISO standard is emerging ...

Dematerialization and legislation, instructions for use. Insights from a trust provider.

Dematerialization and legislation, instructions for use. Insights from a trust provider.


Deploying solutions for dematerialization and conservation of paper-based documents since it is possible, we are happy to share some conclusions about our customer experiences.


First of all, obviously come the big consumers or users of paper, so major companies, mostly BtoC, essentially institutional, financial or insurance (but is it a surprise ?) that have crossed the course first. Regarding France and Belgium, it is probably 4,500 organizations that will eliminate their paper invoices, contracts or other medical records in 2017.


More surprisingly, but due to compulsory certification on the territory of Luxembourg, this dematerialisation settled without the classic longtail of audits or additional studies, a simple mention of PSDC in the specifications was sufficient. The floor is given back to the business managers in so-called "integral" logics. Indeed, previously the 15% to 20% of documents truly engaging, ie with strong compliance issues, blocked the decision of a total digitization. The Luxembourg law allowed a passage to the act on 100% of the volumes for a large number of these actors.

This revolution was made to the delight of users who are now in a 100% digital, 100% accelerated experience with significantly reduced direct and indirect costs and a spectacular operational added value.

Immediate target: zero paper archive.


No more physical stockage for 10, 20, 30, even 50 years. Less physical circulation of credit files, membership files between front office and back office, between agencies or remote locations... Goodbye packages, delays, postage ...

Another interesting element to share : should global players who trade in a cross-border framework wait for the future ISO standard or new decrees ? No, they amend their General Conditions of Sales in favor of a favorable local "domicile" (Luxembourgeoise and henceforth Belgian or French) and of course benefit from the European eIDAS primacy over any local text.

YES, YOU CAN !
Your digital revolution follows a simple methodology:

1. Want and get started : in the case of Luxembourg, with a PSDC certified service provider, in France, whichever you choose, internally with the appropriate platforms (hardware, software) or with a service provider, ideally of quality or even qualified (Belgium)
2. Retain a digitization solution or service to reproduce the paper document in electronic form, respecting the full fidelity of the content (color, content, ...).
3. Digitize or cause to be digitized by associating with each document reproduced in electronic form the information relating to the copy and intended to identify it, specifying its context.
4. Timestamp and sign the document produced via a qualified electronic signature or a qualified stamp (eIDAS).
5. Archive the document and all generated traces (logs, fingerprints, etc.) under conditions that will prevent any alteration of its shape or content with an electronic archiving service able to operate and document possible format migrations.


These few lines take many shortcuts, evade many technical, functional, normative and legal details, but if they have contributed to tell you "YES, IT IS POSSIBLE AND YES THE DIGITAL REVOLUTION ALLOWS US TO GO MORE QUICKLY, FURTHER ", then call us or contact us at experts.numensolutions@numen.fr.


Looking for a software solution? Discover our platform Easyfolder.

Do you need a dematerialization service provider in France? Numen is there for you.

Digitization projects in Luxembourg or Belgium? Numen Europe, "PSDC ready" supports you.

The dematerialization of invoices finally takes off ...

The dematerialization of invoices finally takes off ...


It is first of all keep in mind that invoice is the support for the collection and deductibility of VAT, which makes it a regulated part for taxes. It must be produced in 2 original copies, one for the issuer and the other for the recipient.
 
With the development of dematerialization, it is now possible to issue or receive invoices in electronic format while preserving their fiscal value.
We find classically the EDI (Electronic Data Interchange), the PDF (unstructured format) with electronic signature and recently the CHORUS format for the public sector. Therefore it is now easier to issue customer invoices in digital format.
 
For the public sector, this has even become progressively mandatory since the ordinance of June 26th 2014, which obliges public sector suppliers to issue invoices in electronic format. By symmetry, since 1st January 2017, the State, local authorities and public institutions are obliged to accept electronic invoices.
For the private sector, article 222 of the Macron Act stipulates that if there is no obligation for the company to issue its customer invoices in electronic format, it can no longer refuse to receive them in electronic format from its suppliers.


The electronic invoice will finally become widespread in France.

Numen already offers its customers, starting from their invoice print spools, to send them in multichannel with the expected fiscal solidity. It is then necessary to choose the mode and to respect some characteristics.

1st mode: For unstructured invoices ( PDF)

In order to comply with these conditions, the issuer (or its agent) must ensure the electronic certification by affixing an electronic signature.
 
2nd mode: an exchange of structured EDI messages
 
3rd mode: the Paper
It then requires the establishment of a reliable audit trail.
 
In all 3 modes it is necessary to ensure a probative value archiving that preserves the original character of the electronic invoice, the EDI messages or the originals papers.
 
The same applies to the supplier invoices received. In fact, it is clear that simply digitizing a paper supplier invoice into a digital file does not create an electronic invoice original.
Discarding paper and / or failing to keep its audit trail reliable poses a risk to the deductibility of VAT.
It is better to move quickly to tax dematerialisation, because receiving paper, becomes more constraining and riskier, not counting the costs of re-entry and manipulation of coins.

To sum up,

The dematerialization of your customer invoices constitutes:


The dematerialization of your supplier invoices represents :


Numen processes more than 10,000,000 suppliers or customers invoices, in multichannel (paper or electronic) guaranteeing the fiscal solidity of your programs or receptions.

Do you have an invoice dematerialization project ? Contact us.

Discover the Numen offers dedicated to finance services.

The challenges of data anonymisation at the Open and Big Data era

The challenges of data anonymisation at the Open and Big Data era


In France, within the framework of the accelerated movement by the law on a digital Republic, the Open Data raises the need to find relevant solutions for the anonymisation of decisions in jurisprudence. But more broadly, the issue of anonymisation ultimately arises on all documents containing nominative data, whether they are public or private documents (belonging to companies for example).


The development of Big Data processing to extract names of people and functions, and thus to detect links of responsibility between companies, local authorities, associations and many other structures, requires, for the good of the protection of personal data, to put in place robust and effective anonymization solutions, in a reasonable economic equation.

Drawing on its long experience on the anonymisation of court decisions of the Courts of Appeals, as well as the decisions of the Court of Auditors, the Regional Chambers of the Court of Auditors, the Administrative Courts of Appeal and Tribunals of major authorities, Numen has 3 convictions :

As a document engineering company specialized in structuring and extracting data contained in documents, Numen Digital offers a complete anonymization service that integrates a high-performance algorithm allowing a very wide automation. The environment is full web, accessible anywhere and allows to the holder of the funds to deal with the doubts identified, in order to ensure an optimal quality and anonymity measurable.


Do you have an anonymization project ? Contact us.

The Colruyt Group entrusts the dematerialization of its payslips to Numen

The Colruyt Group entrusts the dematerialization of its payslips to Numen


The Colruyt Group is a major player in the retail sector (food and non-food) in Belgium, France and the Grand Duchy of Luxembourg. It has called on Numen to harmonize and modernize its HR platform.

The solution deployed by Numen makes it possible to dematerialize and secure pay slips, information by nature highly confidential, while reducing costs and facilitating access to documents for both the employee and the employer.

The intuitiveness of the interfaces, the recognized expertise in secure archiving and the ability to manage hybrid processes (paper and electronic) were decisive in the choice of the Colruyt Group.

"We were looking for a partner who could help us deploy a more modern, more efficient and secure process that could easily be used by HR teams and employees," said Aline Ocquet, Application Manager, HR / Payroll, Colruyt Group Services.

Read the testimony of the Colruyt Group.

Discover all the Numen solutions to HR departments.

News : back to an exceptional evening

News : back to an exceptional evening


On 6th December, Numen received 100 of his main customers and partners at the Petite Halle de la Villette for an unformal cocktail before attending the concert given by Murray Perahia at the Philharmonie de Paris.

A highlight moment after a successful year 2016 in the field of sensitive document processing, data extraction, business process automation platforms, ...

A privileged framework for strengthening relationships, sharing needs and convictions, developing synergies and continuing to innovate together !

New : Easyfolder 6.7, a hybrid archiving system

New : Easyfolder 6.7, a hybrid archiving system

 

Numen Solutions complements its Easyfolder Electronic Content Management (ECM) platform with physical archive management.

Easyfolder unifies electronic and physical archiving. Deposits and borrowing, locating and physical archiving are now managed.

Contact us


📞 Call back

✉️ More information

🌏 Visit our website numen.fr/en

February 2017

Index

  • Numen, a trust provider
  • How does eIDAS help european organizations ?
  • Luxembourg and Belgium, two precursors of reliable dematerialisation
  • France : the digital revolution accelerates
  • ISO 14641-1, NF Z 42-013, NF Z 42-026, PSDC..., so what ?
  • Dematerialization and legislation, instructions for use. Insights from a trust provider.
  • The dematerialization of invoices finally takes off ...
  • The challenges of data anonymisation at the Open and Big Data era
  • The Colruyt Group entrusts the dematerialization of its payslips to Numen
  • News : back to an exceptional evening
  • New : Easyfolder 6.7, a hybrid archiving system
  • Contact us

Events