At Smartarchives, we understand the unique challenges faced by accounting departments when it comes to managing financial and tax documents.
Our solutions are specifically designed to meet the metadata and document management needs of the accounting industry, offering security, accessibility and compliance.
Specific needs of accounting departments
- Long-term retention: Accounting documents such as invoices, financial statements, bank statements and tax returns need to be kept for several years. Effective management of these documents is essential to ensure their integrity and availability when needed.
- Compliance with Legal Obligations: Accounting departments must comply with strict regulatory requirements in terms of document retention, confidentiality and traceability. Metadata management is crucial to ensure compliance with tax and accounting laws.
- Protecting sensitive information: Accounting documents contain sensitive financial and personal information that must be protected from unauthorized access. Rigorous metadata management helps ensure data security.
- Fast availability: Rapid access to accounting documents is necessary to meet audit requests, tax audits and day-to-day operational needs. Efficient metadata management makes it easy to find the documents you need.
Our customized solutions
for accounting departments
Integrated Metadata Management
We set up specialized indexing for your accounting documents, using criteria such as :
- Document Type: Classification of documents by type (invoices, financial statements, tax returns, etc.).
- Accounting period: organize documents by accounting period for simplified management.
- Customer or supplier reference: associate documents with customers or suppliers for optimum traceability.
Our metadata management system allows you to easily organize and access your accounting documents, while ensuring compliance and security.
Regulatory Compliance
We ensure that the management of your metadata and documents complies with regulatory retention and confidentiality requirements.
Every document is traced, with a complete history of modifications and accesses, facilitating audits and verifications.
Security & Privacy
Our solutions include enhanced security measures to protect sensitive information, such as data encryption and multi-factor authentication.
We define specific access levels to ensure that only authorized persons can view or modify accounting documents.
Accessibility and Reliability
We guarantee re-delivery of your accounting documents within 24 hours, with options to suit your needs:
- To the Office: For ongoing management and internal consultation.
- In case of urgent need: To meet unforeseen requests or verification needs.
Destruction Confidential
We offer confidential destruction processes that comply with current legislation, ensuring that sensitive documents are destroyed securely and responsibly.
A certificate of destruction is supplied for each operation, guaranteeing traceability and compliance with legal standards.
Advantageous pricing
We offer sliding-scale prices tailored to the specific needs of accounting departments, taking into account the frequency of extractions and the volume of documents processed.
to find out more
To find out how Smartarchives can improve your accounting document management and meet your specific needs, contact us today. We’ll be delighted to provide you with customized solutions for your accounting department.