Clear, practical terminology
Terms that come up in audits, due diligence and renewals, explained through their consequences for everyday operations.
Preservation and evidence
What helps demonstrate later that a document remains the same.
- The continuous record of responsibility for a file, from its origin through its use, with no gaps in ownership.
Chain of custody
- Evidence that a digital document has remained intact since a specific date.
Preservation certificate
- The Mexican standard governing digital document preservation so that its content remains demonstrable over time.
NOM 151
NOM-151-SCFI-2016
Signatures
Who expressed their consent, and how that expression can be supported.
- An electronic signature uniquely linked to the signatory, under their exclusive control, that makes later changes to the signature or document detectable.
Advanced electronic signature
- An electronic signature that identifies the signatory and expresses approval, without meeting the reliability requirements that the law sets for an advanced signature.
Simple electronic signature
Regulatory
Registrations and standards you need to demonstrate.
- The decentralized body of Mexico’s Ministry of Health responsible for health regulation, control and oversight. Its authorizations must be available as evidence; some, including health registrations, expire.
COFEPRIS
Federal Commission for Protection against Health Risks - The international standard for information security management that large clients often use when assessing a provider holding their records.
ISO 27001
ISO/IEC 27001 - The STPS registration required for individuals or companies providing specialized services or work, renewed every three years.
REPSE
Register of Providers of Specialized Services or Specialized Works
Document practice
The concepts that organize a legal team’s work.
- Reviewing a company’s records before a transaction, where missing documentation can affect the price.
Document due diligence
- One authoritative document record for a matter, rather than separate copies across departments.
Single record
- The attributes that turn a standalone document into a record: what it is, who it belongs to, its start and end dates, and who is responsible.
Legal identity
- An automatically generated record of who changed a document, what changed and when, including the previous and new values.
Document traceability
- The period during which a document takes effect, managed as part of its record rather than a personal reminder.
Document validity
Reactive compliance served its time.
Today’s environment rewards control.
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