As a specialist in document management, we regularly receive questions about the storage or destruction of documents. How should I save an invoice in pdf, can I throw away my signed transmission notes, can I print invoices that I receive digitally and then scan them back? A laundry list of questions to which the legislator tried to give an answer by means of the circular AOIF 16 2008 for the invoicing section.
The circular what? Indeed, the government does not always make the most comprehensible and simple texts. Therefore a few basic principles on invoicing. There are two elements that are important in the digital administration.
- A first rule is that the document management system used must allow a number of rules to be applied. You can determine in the application who is allowed to add documents, who can consult or delete documents. Can documents be kept indefinitely? A document management system should be able to fulfil its role as gatekeeper for documents. Simply storing (or scanning) documents is therefore not enough. In addition, the legislator also expects an extensive search option.
- A second aspect is the description of the rules or the creation of procedures. In a procedure we describe, for example, who is allowed to add documents and how this should be done correctly (there are different rules for documents received on paper than for e.g. digital or electronic invoices). We tell you at what resolution you should scan documents (300 dpi for black and white, 200 dpi for colour) and how long you should keep scanned documents after scanning (one month). We ensure that all outgoing invoices (and all other communications) are automatically stored according to collaborative and legal procedures.
Complex? Not at all, the Smartdoc staff will be happy to advise you on digital administration. Implementing a digital document management system should only take a few days. And it pays for itself easily. But you don’t have to take our word for it, just give us a call or drop us a line and we will contact you for more information or a demo.