Implement compliant electronic accounting archives management to boost safe and efficient corporate development

Facing the latest revision of the Accounting Law, enterprise accounting archives management personnel should consider formulating response strategies from the following key areas:

Understand and comply with regulations:Enterprises should promptly understand and study the specific provisions of the new Accounting Law and the Measures for the Management of Accounting Archives (Order No. 79 of the Ministry of Finance and the National Archives Administration) to ensure compliance in accounting archives management;

Establish or update management systems:According to the requirements of the new Accounting Law, establish or update the enterprise's internal accounting archives management system, and clarify the processes and responsibilities of archives management;

Strengthen technical support:Strengthen the application of information technology in electronic accounting archive management, such as using encryption technology, access control, and other means, to ensure archive security;

Train employees:Train finance and archives management personnel to improve their awareness and capability in accounting archives management;

Periodic review and evaluation:Periodically inspect and evaluate the management and storage of accounting archives to ensure compliance with the latest legalregulatory requirements;

Establish emergency plans:Formulate emergency plans for situations such as loss or damage of accounting archives, ensuring rapid response and measures to reduce losses;

Use professional services:Consider using external professional services, such as accounting information system suppliers and archive management consultants, to help enterprises improve their accounting archive management level.

The revised "Accounting Law" also added a provision that "the state strengthens the construction of accounting informatization and encourages the lawful adoption of modern information technology to carry out accounting work, with specific measures to be formulated by the finance department of the State Council together with relevant departments." As early as 2015, China made clear through the "Measures for the Management of Accounting Archives" that "electronic accounting materials formed internally by a unit and electronic accounting materials received from outside may, when certain conditions are met, be archived and preserved in electronic form only," marking recognition at the policy and regulatory level of the legal validity of electronic accounting archives. As the newly revised "Accounting Law" further strengthens policy support for accounting informatization, and given the widespread application of fully digitalized e-invoices in enterprises' daily operations, we have reason to believe that the informatization of enterprise electronic accounting archives has become an irreversible trend. This transformation not only meets the requirements of the times but also provides enterprises with more efficient and safer accounting management tools, indicating that the digital transformation of the accounting industry is accelerating. It is recommended that enterprises consider and plan the informatization of their electronic accounting archives from several aspects: archive compliance assurance, archive archiving organization, data standard implementation, information system integration, and institutional and regulatory development.

Archive compliance assurance：The legal attributes of electronic accounting archives require the implementing enterprise to possess strong professional management capabilities for electronic accounting archives, ensuring that the full lifecycle management of electronic accounting materials—from generation, collection, organization, preservation, utilization, to disposal—complies with the Archives Law of the People's Republic of China, the Electronic Accounting Archives Management Specifications, and other relevant laws and regulations, safeguarding the authenticity, integrity, usability, and security of electronic accounting archives.

Archive Filing Review：The core of electronic accounting archives construction is to comprehensively collect and preserve accounting materials with preservation value in the enterprise's business process. It requires the enterprise itself to have extremely strong internal control capabilities for business and financial management, and to complete a comprehensive review of internal financial processes and business processes in the early stage of application construction, clarifying business processes and related review elements, the scope of archiving, attachment requirements, business management specifications, and other content, ensuring the reasonable and comprehensive collection of electronic accounting materials.

Data standard execution：The construction of electronic accounting archives involves standardized and normalized processing of relevant accounting information on various enterprise information systems, such as: layout file generation, metadata collection, four-qualities testing, metadata, data interfaces, and other standards. It requires the electronic accounting archives application construction team to have extensive experience in electronic accounting archives construction and to be able to provide reasonable suggestions based on the enterprise's actual situation to ensure effective project implementation.

Information system integration：Electronic accounting archives data comes from different information systems. Electronic accounting archives construction requires integrated integration of the enterprise's involved information systems to achieve standardized processing, online circulation, and associated collection of all business documents for accounting materials, while ensuring data transmission security and ensuring that accounting materials are authentic and valid.

System and standard development：Electronic accounting archives are an emerging matter. In the process of application promotion, there are a series of related issues such as changes in archive content, changes in archiving processes, changes in management models, changes in job responsibilities, and changes in operating habits, requiring enterprises to establish a complete set of systems and specifications for constraints to ensure the security and compliance of electronic accounting archives. If system and specification construction is incomplete or implementation is not rigorous, it is easy to bring management risks to the reliability and integrity of archives.

Kailing Technology Electronic Accounting Archives:

Collection and Archiving

With automatic collection as the main method and manual upload as an auxiliary means, it can quickly aggregate mixed paper and electronic documents and associate them without financial integration, enabling documents to automatically match business processes and achieve real-time pre-archiving.

Archive viewing

The system supportsOnlineSearch all archived vouchers, reports, ledgers, fixed asset cards and electronic invoices by period range and organization range，Supports export of original files. Kailing Technology's original "Star Chain Map" feature canJointly query related documents, attachments, invoices, and other original vouchers.

Physical management

Digital archive cabinets can be established in the system, with a simulated UI design close to reality. Archive cabinets can be added by oneself, realizing online-offline linked management of archives and making it easier for enterprise employees to use and understand. It supports routine operations such as boxing paper archives, shelving, and archive transfer, building an effective linked index between electronic archives and offline paper archives, thereby ensuring the consistency of accounting archives online and offline.

The informatization construction of electronic accounting archives is not only an innovation of traditional archives management methods, but also an important path for enterprises to improve operating efficiency, reduce risks, and enhance competitiveness. By ensuring archives compliance, sorting out archive archiving, implementing data standards, achieving information system integration, and building systems and specifications, enterprises can ensure the authenticity, integrity, and usability of accounting materials while laying a solid foundation for future sustainable development.

Kailing Technology provides enterprise business-finance-tax digital product lines according to enterprise needs:

Solutions for businesses including sales contract management system, procurement contract management system, fully digitalized Leqi interface project, output automatic invoicing system, employee expense control and reimbursement system, input VAT invoice management system, supply chain collaborative reconciliation system, image OCR recognition system, automatic financial bookkeeping system, and electronic accounting archives system, professionally and efficiently supporting the transformation and upgrading of enterprise business-finance-tax digital management.

If you have any business-finance-tax digital transformation needs, welcome to contact us. Beijing Kailing Technology will serve you wholeheartedly.