Arcsys software ensures the document governance of organisations by guaranteeing the proper storage of documents, in accordance with legal and regulatory requirements, while ensuring their accessibility and reliability.
Arcsys is integrated transversally into the organisation and plays a key role in the long-term archiving of documents with legal, fiscal, accounting or historical value, meeting strict conservation and proof requirements.
Document Lifecycle Management
Arcsys enables the implementation of structured processes to ensure optimal management of the lifecycle of each flow entering the system. It guarantees compliance with the rules defined by the Record Manager, in line with the company’s requirements, from the creation of the document to its destruction.
Classification and indexing of documents
Arcsys supports a wide variety of elements, whether documents, directories or data, without restrictions related to their format, size or structure.
The software applies different levels of indexing, which can be customised according to requirements, in order to classify and facilitate document searches:
- Personalised metadata: Unlimited in number and type, they allow each document to be labelled according to its field of activity for optimal searching.
- ‘Relevant’ indexing based on machine learning: This consists of identifying the most significant words and expressions in a document within a corpus of documents.
- Full-text indexing: This allows for an exhaustive search of the content of documents.
- Technical metadata: Information such as size, format and digital fingerprints, used for the management, control and preservation of documents.
Arcsys also integrates entry points at different stages of the document life cycle, enabling external modules to be called up. This makes it possible to integrate Automatic Document Reading (ADR), document analysis or Artificial Intelligence tools in order to control, classify, index and enrich documents according to specific needs.
Retention period
Arcsys allows you to define and manage an unlimited number of retention policys tailored to the organisation’s needs.
These policies are based on several criteria, such as the start date of retention, the duration of retention, the final fate of documents and the management of triggering events.
Thanks to this flexibility, Arcsys guarantees compliance with legal obligations and business rules regarding document retention.
Storage and availability
The storage of documents raises fundamental issues for a Records Management system:
- For the end user: guaranteeing optimal availability and total data reliability.
- For operators: ensuring backup, performance, and the implementation of a Business Continuity Plan (BCP) and a Disaster Recovery Plan (DRP), while anticipating migrations.
Arcsys meets these requirements thanks to a robust and scalable infrastructure:
- Multi-site and multi-component architecture ensuring continuous availability, even in the event of component failure.
- Unitary document integrity control, site by site, guaranteeing the absolute reliability of stored data.
- Automated media migration with integrity control and traceability for risk-free long-term preservation.
- Hybrid management of storage media, allowing an optimal balance between performance and cost.
Document destruction
Arcsys retention policies allow for the planning and management of document deletion at the end of the cycle, with the possibility of integrating validation by a management authority before their destruction.
Arcsys guarantees retention in accordance with regulatory deadlines and current standards, thus ensuring secure and controlled document management.
Search and Quick Access
Arcsys offers fully customisable graphic interfaces to meet the specific needs of users. The main features include:
- High performance: The product’s scalable architecture guarantees unrivalled performance.
- Navigation and search: The tree structures allow you to explore the archive stock and search for documents via their metadata or full text. Search results can be exported.
- Batch operations: A basket function simplifies the execution of collective operations such as selection, export, download and deletion.
- Integrated viewing: An integrated viewer allows content to be displayed, read or listened to directly without the need for downloading.
- Responsive design: Designed to offer an optimal user experience on PC, tablet and smartphone.
Compliance
Compliance plays a crucial role in preventing legal risks, preserving the company’s reputation and ensuring its optimal functioning in a complex regulatory framework. Arcsys offers advanced configuration capabilities, enabling the efficient implementation of rules tailored to sectoral or internal compliance.
With regard to regulatory requirements, Arcsys meets the obligations of applicable standards, such as the GDPR, ISO 15489, ISO 14721, eIDAS V2 and NF Z42-013, guaranteeing rigorous compliance with current standards.
The solution guarantees the evidentiary value of documents in accordance with the legal texts in force in the European Community.
In addition, Arcsys ensures complete traceability of all activities carried out on the system, accompanied by total auditability, thus offering increased transparency and security for the respect of legal and organisational obligations.
Electronic Archiving and Sustainability
Documents are generally frozen once validated in order to preserve their integrity and authenticity. However, Arcsys offers the possibility of managing different versions of the same document.
To meet very long-term conservation needs, Arcsys includes features for identification, format validation and, if necessary, conversion.
Integration and Interoperability
Arcsys offers robust APIs and dedicated connectors for seamless communication with existing business systems.
The solution is designed to operate in different environments (on-premise, cloud, hybrid), thus guaranteeing maximum flexibility to meet the constraints and strategies of companies.