Even in the U.S., while there are no specific legal requirements to keep raw EDI data for specified periods of time, there are definitely significant considerations that need to be given to the subject.
For instance: (1) do the source and/or target applications on both ends keep archived copies of the original and transformed data source? (2) for many financial transactions, there are tax requirements that SOMEONE in the organization keep copies of the data for a minimum of 7 years. This is usually done at the application level, but if not then it falls on someone else in the organization (the EDI group?) I'm sure HIPPA has similar type requirements for some data, i.e. medical records, etc. (3) is there a version control system in place for the EDI translation "maps". In case of SOX and legal disputes, this will usually suffice in place of actual EDI data as admissable evidence for showing how the raw data was altered or transformed. Those are just a couple of the considerations that come into play. It's a very complex issue with no pat or easy answers, but one that should not be treated lightly. Usually it's a good idea to engage your company's legal team in the discussions to get their input as to how tightly they want to cover themselves against any potential legal liabilities. In cases of legal disputes between companies over EDI data content, the company with more substantial documentation to support their position, (i.e. archived copies of raw data, verifiable copies of maps used on the date/time in question, etc.) usually wins the case, so more is usually better. However, there is the monetary tradeoff of cost of archival vs. risk of legal action. It is rare for a dispute to actually make it to the legal system, but on the .01% chance that they do, the financial impact is usually severe. I know this isn't the "easy" answer you were looking for, but hope it helps. Paul Anderson LS&CO [EMAIL PROTECTED] --- Bill Chessman <[EMAIL PROTECTED]> wrote: > Perhaps true in the U.S., but not quite true in other countries. I > know > that in France, for example, there is a requirement to retain raw EDI > (invoice) data in lieu of paper for at least 3 years (on-line, up to > 7 > years total off-line). This is to make it possible for authorities > to > perform tax audits (with a focus on VAT). Companies that do not > comply > with this requirement must keep parallel paper documents > corresponding > to all invoices sent/received via EDI. > > I have heard of other initiatives in Ireland and other European > neighbors but I don't know if any of them have ever gone into force. > > Best regards, > Bill Chessman > Inovis(tm) > > -----Original Message----- > From: [email protected] [mailto:[EMAIL PROTECTED] On Behalf > Of > Michael Mattias/LS > Sent: Wednesday, September 19, 2007 2:11 PM > To: [email protected] > Subject: Re: [EDI-L] EDI legal requirements and Ramifications of not > Archiving EDI raw Data > > 9/19/07 > > > Can anyone out there let me know if there are any legal > requirements > > and ramifications around NOT archiving raw EDI data? > > What is the timeframe on an EDI doc, in its raw form, needs to be > > archived before deletion? > > There are no legal requirements for archiving any EDI data. > > However, the data should be considered as 'business documents' and > should > be archived consistent with how you would archive the same business > documents were they received on paper rather than electronically. > > That is, I suspect you will archive 810 invoices and 820 remittance > advice > documents a bit longer than you will archive 864 text messages or > even > 850 > Purchase Orders. > > Michael C. Mattias > Tal Systems Inc. > Racine WI > [EMAIL PROTECTED] > > > > ... > Please use the following Message Identifiers as your subject prefix: > <SALES>, <JOBS>, <LIST>, <TECH>, <MISC>, <EVENT>, <OFF-TOPIC> > > Job postings are welcome, but for job postings or requests for work: > <JOBS> IS REQUIRED in the subject line as a prefix. > Yahoo! Groups Links > > > > ____________________________________________________________________________________ Building a website is a piece of cake. Yahoo! Small Business gives you all the tools to get online. http://smallbusiness.yahoo.com/webhosting ... Please use the following Message Identifiers as your subject prefix: <SALES>, <JOBS>, <LIST>, <TECH>, <MISC>, <EVENT>, <OFF-TOPIC> Job postings are welcome, but for job postings or requests for work: <JOBS> IS REQUIRED in the subject line as a prefix. Yahoo! Groups Links <*> To visit your group on the web, go to: http://groups.yahoo.com/group/EDI-L/ <*> Your email settings: Individual Email | Traditional <*> To change settings online go to: http://groups.yahoo.com/group/EDI-L/join (Yahoo! ID required) <*> To change settings via email: mailto:[EMAIL PROTECTED] mailto:[EMAIL PROTECTED] <*> To unsubscribe from this group, send an email to: [EMAIL PROTECTED] <*> Your use of Yahoo! Groups is subject to: http://docs.yahoo.com/info/terms/
