How do you handle the backup and disaster recovery of your e-invoice archives?

For each invoice that was created and completed. The protocol is to upload the invoice data to our Dynamis AX System(So Gl/AR/AP) can find them. We also PDF each completed invoice and save it to the file that matches the job number for that month and years invoice that was created. Depends on the client preferences on how to received the invoice, we will via email or send the invoice out by mail.

For e-invoice archives, always ensure regular automated backups with a frequent schedule. Store copies off-site, considering cloud storage for accessibility and security. Implement version control and encrypt backup files. Develop and document a disaster recovery plan, regularly testing its effectiveness through simulations. Establish redundancy in both hardware and software components, including geographical redundancy. Use monitoring tools with automated alerts and collaborate with e-invoicing platform providers for support. Periodically review and update the disaster recovery plan and maintain thorough documentation for backup procedures.

Backup and disaster recovery are essential to safeguard e-invoice archives from data loss, corruption, or system failures. In the event of hardware failures, cyberattacks, natural disasters, or human errors, having backups ensures that critical data can be restored quickly to minimize downtime and maintain business continuity.

At Able Engineering Services we billed all Engineering invoices in the last 2 weeks of the month to our clients. My responsibilities are for (California, Chicago, Washington and New York) was my responsibilities. Each invoice regions are Union and Non-Union, we have to include H&W, Pensions, Annuity and Training Funds for Unions an depends on the Non-Union, some have H&W. As each invoice is completed we upload them to our Dynamic-AX and a PDF copy and place it in the correct job site folder. As for purchase order, the only account that i have was from Warner Bros and we do include all with the invoice (work orders, Rebills, and anything that will reflect onto the total amount of the invoice.

Back up all e-invoice archives, including transactional data, metadata, and associated documents. Determine the appropriate backup frequency based on the volume of transactions, data sensitivity, and regulatory requirements. Regular backups, preferably daily or in real-time, help minimize data loss and ensure up-to-date recovery points.

Store backups in secure and redundant locations to mitigate the risk of data loss. Consider using off-site or cloud-based storage solutions for geographically dispersed redundancy. Ensure that backup storage facilities comply with data security standards and provide encryption, access controls, and audit trails to protect sensitive information.

Each department (Billling, AP, AR, GL) does not cross access to one and another. Only Billing can look into AR folders, in case the clients does have concern the invoice amounts. Other than that we do not have access to any other colleague departments folders.

Encrypt backup data both in transit and at rest to prevent unauthorized access or tampering. Use strong encryption algorithms and secure key management practices to safeguard sensitive e-invoice archives. Implement access controls, multi-factor authentication, and regular security audits to protect backup storage infrastructure from cyber threats.

In my experience once we upload our completed invoices to Dynamic-AX and it will generate the taxes(of applicable) Labors/H&W/Annuity/Pensom/Training funds need to match the invoices final number on the invoice. Then we starts puting the PDF invoice into the correct month/years folders before emailing it to the client or mailing it to the clients.

Regularly test backup and disaster recovery procedures to verify data integrity and restore capabilities. Conduct scheduled drills or simulations to simulate disaster scenarios and evaluate the effectiveness of recovery processes. Document test results and address any identified issues or gaps to improve the reliability of backup systems.

In my experience our e-invoice are only being distributed within the United States. Depends on the company, they preferred their own invoice upload websites (required invoice numbers, total amounts, rebill =Back up. But I'd love to learn the international regulations for billing invoices.

Ensure that backup and disaster recovery practices comply with relevant legal and regulatory requirements, such as data protection laws, industry regulations, and contractual obligations. Retain backups for the required retention period and implement data retention policies to manage storage costs and compliance risks effectively.

Select a backup and disaster recovery solution that meets your business needs, budget, and scalability requirements. Evaluate factors such as data protection features, reliability, scalability, vendor reputation, and customer support. Choose a solution that offers flexible deployment options, such as on-premises, cloud-based, or hybrid models, to align with your IT infrastructure and business strategy.