fiskaltrust stands for the security of POS systems. However, we focus not only on the immutability of the data and the traceability of the receipts but also on the archiving, which is of essential importance! We know and understand the European regulations for POS system security and the need for legal compliance. But every country, better every national financial authority, checks the POS operators in respect of these rules.

Secure cash registers and secure auditing

Of course, we stand by our partners in the individual countries  to implement the fiskaltrust.Middleware in the cash registers, to be compliant with the law. We try to do this with the least possible disruption on the day-to-day business, in order to ensure that each POS operator does not have to deal with laws, but can focus on their business.

But the day of the POS system inspection comes! The auditor from the tax authorities stands in front of the POS system and wants to check its compliance! Of course, the solution must be fast, qualified and, above all, error-free. And this is where regular archiving comes into play. An archive with the fiskaltrust.Middleware corresponds exactly to the specifications of the legislator and also of the two French certification bodies. In this way, we ensure that the audit also gives no cause for complaint.

Archive or export or data backup?

Often – also in the legal texts – these three terms are mixed up or not clearly defined. It can be difficult to make sure we’re all talking about the same thing. Let’s take a closer look at what it means.

Data backup

This is a simple process on a POS system. It can be performed by the POS software itself, an operating system function or third-party software. Data, parts or the entire POSs ystem are backed up to a suitable storage medium (e.g. external hard drive). At the end, the “backup copy” is available, which contains the data in redundant form – i.e. as a copy. If old data is needed or the system is damaged, the backup copy can be used to restore the data or the system. However, only the status at the time of the data backup can be restored.

Data export

With an export of data, the stored receipts of a POS system are directly exported. This means that all receipt data is converted into a general format (e.g. csv or xml) and stored on an external data storage device. This also creates a copy of the data, similar to the data backup. Mostly, however, the export is used for data exchange, for example for accounting. The data export can also be used as a backup. However, it is important that a POS system can also import its own export again. Here, too, only the time of the export is restored.

Archive

With an archive, data stocks are fixed for a certain period of time and can be moved to an external medium. Archive data is older document data that the POS operator must keep for at least 7 years (legal retention requirement). These archives must be stored in such a way that they can no longer be changed or any changes made must be proven. Archives can also not be used for data exchange or backups.

The archive from fiskaltrust for a perfect cash register inspection

Of course, the fiskaltrust.Middleware provides an archive. It is also part of the four pillars of a secure POS-System: The ISCA Principles:

• Inalterability
• Security
• Conservation (Data storage)
• Archiving

In France, all total counters are fixed for a certain period of time (maximum one year per operation). A separate chained, hashed and signed receipt is stored in a journal. The receipt contains all these total counters and can also no longer be changed. In addition, a file with all receipt data of the archived period is provided, which must be available (and readable) on an external medium for at least 7 years in the POS operator’s possession.

A secure storage location for the archive

Sure, you can store the archive on an external hard drive, a USB stick or in the POS system itself. But what happens if the data medium is lost or becomes defective? What do you do if your POS system no longer works? Then you are out of luck in the event of a POS system inspection by the financial authorities! Because you can no longer provide the required evidence.

Therefore, the fiskaltrust.Middleware goes one step further. As soon as you create an archive via your POS system, an archive is also created in the fiskaltrust.Cloud. You can then retrieve this archive quickly and at any time via the fiskaltrust.Portal. And the archive is stored for 6 years in addition to the current years.

That is security and convenience taken to the extreme. A fiscal archive cannot be more secure than in a storage location to which you, as POS operator, only have read access. Because in this way, no changes are possible. And an inspection by the financial authorities cannot be more convenient: you log on to the portal and load the cash register certificate and the archive onto a USB stick and hand it over to the auditor. And if, in all the excitement, you no longer know how it works, we have saved a step-by-step guide for you in the fiskaltrust.Portal.