There are several methods by which archives can be uploaded to the CDC Arkhinéo servers and a specific mechanism is applied to meet its commitments.
From your business applications connected to the CDC Arkhinéo platform (by integrating calls to the functions of our REST Web API). In this case your documents are automatically uploaded to our platform and no manual intervention is required.
Once the documents are generated by your business applications, you manually deposit the documents to archive via the MyArkhineo upload portal. The user uploads each document after entering the metadata required to identify the file. The metadata consists of key words used to categorise the documents. E.g. creation date, document type, author, document reference, project, item no., account no., etc... They are defined according to your business logic and types of document.
Via the DocuSign application. The connector established between the two applications enables automatic upload of signed documents from the DocuSign interface on the CDC Arkhinéo platforms.
CLOUD ACCESS FOR SALESFORCE
Via the Cloud Access for Salesforce.com application. The connector established between the two applications enables upload of documents from the Salesforce interface on the CDC Arkhinéo platforms.
Validation at time of deposit
Once the document has uploaded from your business applications or the MyArkhineo upload portal, the EAS carries out two verifications on the document:
1. Verification of metadata
The EAS verifies that all the compulsory metadata is indicated in order to ensure the document can be identified and located this way.
2. Verification of file format and size
We strongly recommend archiving your documents in standard, normalised and sustainable formats in order to guarantee the document remains legible over time.
Some points about verification of file format and size
CDC Arkhinéo provides a list of recommended formats. If you choose one or more formats from the list provided by CDC Arkhinéo, we will be able to verify and validate the format of each electronic document entrusted to us. We will also be able to reject any invalid electronic documents according to the terms agreed between you and CDC Arkhinéo.
If you choose one or more formats that are not on the list of recommended formats, CDC Arkhinéo will be able to store them in line with contractual commitments but will be unable to validate them when they are uploaded. It should be noted that using non-standard formats is likely to affect the sustainability of the documents in terms of their legibility over time.
Do not hesitate to contact us if you want the list of recommended formats.
3. Construction of the archive:
Once the documents are validated, each of them is given:
- A timestamp: the deposited document is given a specific date of deposit.
- A IUA: Unique Archive ID (unique to each archive)
- A fingerprint calculation: this is done by using an algorithm on the entrusted document as well as on its metadata. Each document has its own fingerprint and it is unique (two documents cannot have the same fingerprint). The result obtained from this calculation will be reused for periodic integrity checks and for each consultation.
Once these elements (timestamp, UAI and fingerprint calculation) have been applied to the document, administrative metadata is also added as required by current ISO and AFNOR (French standardisation organisation) standards. This is how the archive is constructed.
For security reasons, the archive is constructed on four supports simultaneously at two separate sites.
In order to make the archive uneditable, a seal is applied in multiple stages:
- Archive chain
CDC Arkhinéo implemented Blockhinéo technology in 2009 enabling it to 'chain' entrusted archives. This creates an inseparable set of interdependent pieces of evidence. CDC Arkhinéo creates a chain of archives (the seal of each archive contains the reference and fingerprint of the archive preceding it chronologically), making it absolutely impossible to substitute, insert or delete an archive without leaving a trace and being visible. The client therefore has an additional guarantee of the probative value and trustworthy storage of each of their archives.
- Signature seal
The seal is an electronic signature file in XAdES format consisting of the archived document and its metadata. The information relates to the deposit of the archive and the archive's life cycle.
- Life cycle log
All the information related to the archive (uploads, consultation, extension of storageperiod, destruction, return) are recorded in a log which can be accessed and stored in the same conditions as the archives.
These mechanisms applied to each archived document guarantee the sustainability, integrity and traceability of the documents.