Streamlining the Sharing of Digital Files between Corporations
In today's fast-paced business world, the exchange of commercial documents between companies can often be disorganized and prone to human errors. However, a solution to this problem is at hand: Electronic Data Interchange (EDI).
EDI is a technology designed for the exchange of commercial electronic documents between businesses, and it is the most widely used system for facilitating this process. An EDI platform connects the management software of two companies, translating documents into a standard language previously agreed upon by the business partners. This automation of document and information exchange reduces human errors to zero and saves a significant amount of time for resources.
The most commonly exchanged electronic document between companies is the electronic invoice. These must be archived in accordance with the law, following the AgID guidelines on the management and archiving of electronic documents. AgID, the Italian Digital Agency, has renewed these guidelines in September 2020, with the aim of unifying the regulations and making them more flexible based on technological innovations. The guidelines specify which formats, technological standards, and metadata must be used to archive documents in accordance with the law.
Most commercial documents, such as purchase orders, invoices, waybills, and transport documents, are common in B2B supply chains. The sending and receiving of these documents can be managed from a single web interface supported by the most common browsers. The documents and their respective information will then be "recorded" automatically by the respective company systems of the two partners.
Implementing an EDI system offers several key benefits. Real-time data exchange reduces delays by enabling instant transmission of documents, leading to faster order fulfillment and better decision-making. Improved accuracy and reduction of manual errors result from automated data processing, ensuring consistent and validated information. Enhanced supply chain visibility and tracking enable businesses to monitor operations, inventory, and shipments across partners, improving coordination and proactive problem detection.
Cost and time savings through automation reduce administrative overhead, manual labor, and paper handling. Secure, standardized document archiving and compliance ensure documents are stored according to legal and digital preservation standards dictated by AgID, supporting proper audit trails and data accessibility over time. Improved partner relationships due to reliable, streamlined communication enhance trust and collaboration across the supply chain network.
If combined with a control tower, an EDI platform can help analyze business trends and make data-driven decisions. The portal allows for the management of the exchange of commercial documents with multiple partners, signaling any transmission/reception errors.
One example of an EDI platform is that of Intesa, which combines the convenience of EDI with compliance with regulations, automatically sending archived documents for 10 years. This simplifies the archiving process, making it more efficient and less prone to errors.
In conclusion, implementing an EDI system for archiving electronic documents in B2B supply chains, aligned with AgID guidelines, offers a more agile, transparent, and compliant supply chain environment that meets AgID’s guidelines for digital document management and preservation, facilitating operational excellence and regulatory adherence in B2B electronic document archiving contexts.
Data-and-cloud-computing technology plays a crucial role in the implementation of Electronic Data Interchange (EDI) systems, enabling the automation of document and information exchange between businesses. This technological solution facilitates real-time data exchange, improves accuracy, enhances supply chain visibility, and ensures secure, standardized document archiving in accordance with AgID guidelines.
An EDI platform, such as that of Intesa, harnesses the power of technology to simplify the archiving process, making it more efficient and less prone to errors, aligning with AgID's guidelines for digital document management and preservation in B2B electronic document archiving contexts.
