how to keep them digitized and compliant with the law

The development, management and maintenance of social books be greatly simplified by digitization processes. However, as some might think, it’s not just about streamlining the activities of the custodians and users of a set of archives that, by their very nature, are constantly expanding. What is at stake is a real paradigm shift in terms of the mechanisms by which the stored information is made available to the organization and – in the event of an audit – to the competent authorities. Added to this is the possibility of turning the statutory company books into an additional resource a business advantage: The data extracted from each document can actually be turned into useful insights to refine decision-making processes and document flows.

THAT advantages of the digital preservation of company books so there are many, and by striving for these new characteristics, companies can embark on a path of innovation capable of bringing value to all levels of the organization.

What are the mandatory social books?

Before going into the merits of the tools that make it possible to digitize social books, in order to avoid misunderstandings, it is good to narrow down the area we are talking about. By definition, the company books are the registers in which information is reported on the activities carried out by the company and its composition itself.

In addition to the books and other accounting documents referred to in Article 2214 of the Civil Code, the linchpin of the discipline that regulates their treatment, Articles 2421 and 2478 (also of the Civil Code) provide for a series of other compulsory books: from the register of shareholders ( if necessary) to any obligations, reviewing the books of the meetings and resolutions of the various corporate bodies convened at the General Meeting (including the meetings and resolutions of the board of directors, board of directors, audit committee, senior management, board of directors and bondholders) up to the book dedicated to some financial instruments. Compared to the cases mentioned, Art. 2215-bis of the Civil Code provides that books can be created and kept both in paper form and in digital form, that is, with the help of IT tools.

The digitization of company books

adoption a digital platform for the digitization of company books First, it allows you to manage the different books by eliminating paper and physical archives, but also eliminates the manual operations of endorsing and the delicate activities of printing on endorsed books. By applying a digital signature and timestamp to the log, the documents become immediately meaningful and can be kept safe with the guarantee that they remain intact and protected over the long term.

The introduction of an IT platform for managing company books in the company means the cessation of the previously used paper formats on which a formal annotation is required with the deletion of the pages already stamped or numbered and still blank and the affixing at least once a year of the time stamp and the digital signature of the entrepreneur or his agent.

The advantages of digital long-term archiving of social books

Such an approach helps any type of organization, from SMEs to large corporations, to achieve a variety of goals concrete and measurable benefits. The first and most obvious is reducing the management costs of paper archivesto which must be added the savings from reduced spending on consumables.

A fully digital management of archivesPlus, not only is it cheaper, but it’s also more traceable: especially if you adopt one Pay-per-use cloud solution, it is possible to be constantly aware of the costs involved in this type of activity. The accompanying element – but with increasing depth when it comes to dematerialization – is reducing the environmental impact of corporate operations.

As mentioned above, however, organizational agility benefits above all from the digitization of company books. By inserting the BOOKS into appropriately orchestrated document flows, the administration of the company books is simplified and made accessible to users who are not physically present in the company. With the advent of smart working and with the increasing prevalence of meetings, meetings and meetings held remotely in virtual mode, the digital society book represents the ideal complement to any initiative designed and implemented according to the logic of agile work.

Finally, it is worth remembering that the digitization of these documents is also essential for companies that want to transform into data-driven companies, i.e. organizations that use data analytics to enable their decision-makers to make more informed decisions and to inform.

How to digitize social books and store them in compliance with the law: the role of the partner

In addition to the advantages highlighted here, there is also the essential aspect Legal Compliance: the digital preservation of corporate books – typically entrusted to platforms certified by partners with specialized knowledge compliant by design. With this, companies no longer have to worry about setting up ad hoc tools and procedures to ensure that the company books are kept in compliance with the law, but it is sufficient to use the interface that the document management solution of the partners provides correctly.

Partner that does not limit itself to offering only a completely paperless process and a web solution accessible from the browser: the role of a system integrator is indeed essential to understand what kind of needs the organization manifests and translate them into an offer – and much more comprehensive than a technological implementation – with the aim of minimizing the impact of new tools on the user experience of the corporate population and maximizing their usefulness. By examining the existing procedures and agreeing with the various stakeholders on the most effective course of action to take corporate bookkeeping activities into the digital dimension, the partner thus becomes a real pivot in the complex game of digital transformation.

The eWitness solution for digitizing social books

It does exactly that eWitness, which designs platforms in the field of digital preservation and offers services that support companies, freelancers and public administration in the innovation of business processes in order to comprehensively master the challenges of digital transformation. By combining identification, authentication, certification and retention solutions, integrated with electronic signature technologies, eWitness has created a proprietary system capable of bringing full legal and probative value to corporate books and enabling more agile and efficient operations management than on Paper to enable administration, guarantee all security aspects and set up a document portal for file inspection.

More specifically, the eWitness web platform:

  • allows the computerized creation of the minutes of the various books and the digital signature by all interested parties;
  • ensures that the minutes and books are kept properly;
  • allows the collection of the signature of the legal representative within the established deadlines and the affixing of the time stamp (based on the digital keeping of the book);
  • it is integrated into the digital storage system in accordance with the law;
  • offers, on request, the possibility of providing a versioning environment for sharing the preparatory work for the protocol;
  • It is natively integrated with a governance platform.

The system of keeping social books in the eWitness system thanks to the presence of a notary public who holds the position of head of the Monument Preservation Service, also offers the possibility to create notarial excerpts from these books on request.

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