Is your administrative data protected in a manner that meets audit requirements?
Archiving digital files in an audit-proof manner
Violations of retention requirements can result in fines running into the millions
For public administrations, digital transformation means not only more efficient processes but also new responsibilities: files, notices, and records—provided they are now available in digital form—must be retained for many years. However, this is precisely where a series of challenges begins.
Why aren’t standard file systems sufficient?
Standard systems allow for modifications or accidental deletions, which jeopardize the integrity of sensitive administrative data. In a worst-case scenario, such vulnerabilities can affect not only individual documents but also severely disrupt entire processes. Even minor manipulations or accidental deletions can lead to inconsistencies, compliance violations, and significant additional effort during the recovery process.
Did you know?
- Government agencies are subject to the German Commercial Code (HGB), the German Principles of Proper Bookkeeping (GoBD), and the General Data Protection Regulation (GDPR), among other regulations, when it comes to storing digital data.
- An electronic record (e-record) must be tamper-proof, traceable, and complete.
- Violations can lead to legal consequences, lawsuits, or a loss of trust.
What needs to be considered?
Government agencies face the complex challenge of keeping vast amounts of sensitive data legally compliant, tamper-proof, and available for the long term—all while dealing with limited resources, heterogeneous IT systems, and a growing flood of data.
Legal
Government agencies are required to retain electronic documents - such as official notices, tax records, or civil registry records - in their original form for many years. Laws such as the German HGB, the German GoBD, and the GDPR mandate long-term retention.
Technically
Standard file systems do not provide true protection. Files can be deleted, overwritten, or modified—often without anyone noticing right away. As a result, the integrity of important administrative data is not protected.
Specific to Public Administration
Government agencies work with massive amounts of data from a wide variety of specialized systems. On top of that, there is a multitude of IT systems. As a result, complex archiving solutions are virtually impossible to implement.
Solution Path
A modern archiving system must integrate seamlessly into existing structures. WORM (Write Once, Read Many) technology ensures that data cannot be altered once it has been stored.
The benefits of FileLock
Government agencies are choosing FileLock
Audit-proof and simple
The solution meets all legal retention and compliance requirements, such as those under the German Commercial Code (HGB), the German Principles of Proper Bookkeeping (GoBD), or the General Data Protection Regulation (GDPR). Data remains unchanged, complete, and traceable at all times throughout the required retention periods. At the same time, archiving can be activated with just a few clicks—without the need to set up new infrastructure. This makes getting started much easier and saves valuable IT resources.
Flexible, traceable, and cost-effective
FileLock runs on standard Windows systems and is compatible with common business processes, allowing the solution to integrate seamlessly into existing IT environments—without the need for system changes or data discontinuities. All operations are automatically logged, ensuring maximum transparency and security during internal audits or external inspections.
