GoBD-compliant storage of data

Many companies already archive their documents and records electronically. But there are legal requirements for the digital storage of data. Many of these requirements are formulated in the principles for the proper management and storage of books, records and documents in electronic form as well as for data access – in short: GoBD.

TeamDrive ensures that your files/data are always stored in a legally secure manner, i.e. in compliance with GoBD.

Activity log (audit trail)

The traceability of data flows and data changes is particularly important when several people collaborate digitally.

It is often helpful and important to know who made changes to which files and when. This traceability is guaranteed by an activity log integrated into TeamDrive as standard – also called an audit trail.

This log not only records changes to documents and data, but also the time of the change, identity, user role and access rights of the accessing user. In addition, its behavior (trail) and the device used to access it.

Legal documentation obligations in process flows are fulfilled through Audit Trail. This is important, for example, for quality assurance and for checking and securing evidence.

According to GoDB, the unchangeable recording of digital activities on sensitive data is even mandatory for the professional work of those keeping secrets.

Using Audit Trail, processes can be verified in an audit-proof manner during audits by external audit bodies such as authorities.

Retention periods

In addition, the GoBD, among other things, stipulates retention periods for electronic documents.

With TeamDrive you can ensure the requirements of the GDPR for automatic deletion and meet all the requirements of the tax authorities for unchangeable archiving and traceability of all processes.

You can choose to delete or archive all documents that you use via TeamDrive.

For individual documents or entire data folders (TeamDrive Spaces), you can specify how long this file or files should be archived in this folder or when they should be deleted. The archiving period can be set as desired, from a few days to 10 years or more.

If retention periods have been reached, you can either have TeamDrive notify you that the end of the period has been reached, or have TeamDrive delete the data independently and without further feedback.

Immutable archiving

One requirement of the GoBD is the traceable and unchangeable archiving of electronic data.

With TeamDrive you can easily manage and archive your data and documents in an audit-proof and GoBD-compliant manner – and thus also replace manual procedural documentation.

Because TeamDrive creates a new version of this file whenever there is a change to an existing file. These file versions are indelible, the content cannot be changed and can easily be retroactively checked by tax authorities etc.