Business

I tried using “PlusFind” to make Dropbox Business compatible with the revised electronic book law requirements

In January 2022, the Electronic Book Storage Law (Electronic Book Law) was revised. The Electric Book Act is a law that makes it possible to store national tax-related documents as electronic data. Enforced in July 1988, the conditions have been relaxed over the years. In the 2022 revision, the conditions for electronic storage have been further relaxed, such as the need to apply to the tax office for electronic storage of received paper documents.

On the other hand, there are some things that have been made obligatory by this revision. A particularly big one is the mandatory electronic storage of documents exchanged as electronic data with business partners. For example, bills received by e-mail and receipts published on the Web must be saved as electronic data instead of printed out. As a general rule, national tax-related documents must be kept for seven years, which is a little longer than a computer’s internal hard drive.

In addition, as one of the storage requirements, it is also stipulated that documents converted to electronic data can be searched by three items: “transaction date”, “transaction amount”, and “customer”.※note. Large companies can clear this requirement by introducing systems such as ERP (integrated enterprise system), but small and medium-sized companies find it difficult to make large IT investments.

*Note: In addition to this, due to the relaxation of the requirements this time, even if the document is not time-stamped, it is now possible to meet the requirements if the document is saved in a system that allows confirmation of correction/deletion history.

In August 2022, MTI released “PlusFind” as a simple solution to address such issues.

PlusFind is a cloud service that works with “Dropbox Business” to upload, manage, and search documents in a way that satisfies the search requirements of the revised Electronic Book Act.※note. Dropbox Business is suitable for secure long-term storage of files, and it is an image of a simple tool that “pluses” (adds on) only functions that support the electronic book law.

*Note: Dropbox Business recommends adding the “Data Governance Add-on” to ensure that the requirement of “storage for 7 years in principle” is met. The “Extended Version History (EVH)” included in the Data Governance Add-on satisfies the file storage requirements of the Electric Book Act.

This time, I was asked to prepare a test account, so let me introduce a review that I actually used.

Usage image of “PlusFind”. By linking with Dropbox Business, it simply satisfies the storage requirements of the Electronic Book Act.

“PlusFind” website (https://www.plusfind.jp/)

The first step is to apply for use. PlusFind is sold through distributors, so please contact your Dropbox Business distributor. After signing a contract and issuing an account, access PlusFind and click “Update current Dropbox account information” under “Dropbox linkage” to link with the Dropbox Business account used by your company.

Connect PlusFind with Dropbox Business

PlusFind has three main functions: “user management” that manages users, “storage destination issue / electronic book compliance” that allows you to set and access the storage destination folder (called “storage destination case”), and upload and upload documents. There is an “upload/search” function that allows you to search.

First, the administrator should register the employees to be used in “User Management”. At that time, you can set usage rights for the above three functions for each user. All functions should be enabled for administrators and employees related to accounting, and only “upload/search” should be enabled for other general employees.

Register an employee account.You can also set permissions

Create a folder in which documents are stored in Dropbox Business in advance. Next, click “Switch function” in Plus Find, and click “Register Dropbox folder to storage case” on the “Register Storage Destination” screen. A list of folders on Dropbox Business will be displayed, so select a folder to save to from there. Finally, enter the storage case name (display name on PlusFind) and click “Register storage case” to complete the registration. .

Note that Dropbox Business administrator privileges are required for the operation of registering a storage case. Also, since you can set multiple storage cases, you can sort by document type or year.

After registering the storage case, a “shared URL” will be issued. Communicate this URL to employees by e-mail, etc., and have them register as storage destinations in their individual user accounts. As a result, storage cases will be displayed as upload destinations for each user.

Click “Register Dropbox folder to storage case”

Create a folder to save documents and register it as a PlusFind storage case

General users receive the URL of the storage case and paste it to the registration destination

Now that the settings have been completed, let’s actually register the documents.

Open the “Upload” screen and drag and drop the file to the storage case. The new document registration screen will be displayed, so enter search information such as “upload name (subject)”, “registrant”, “contract date/issue date”, “client”, “amount”, and “document category”. If you do not enter this correctly, you will not meet the search requirements of the Electric Book Law, so let’s make sure that users are aware of this as well.

By the way, the file to be uploaded does not have to be a PDF file. You can also save and manage files in image, Word, and Excel file formats. Also, I’m grateful that I can give myself a subject when uploading here, instead of a file name. The file names for invoices and receipts vary from business partner to business partner. This is because it can be just an “invoice”, a number, or even the name of your company.

After entering everything, click “Upload”. The entered search information is recorded in association with the file body, and becomes a tag during search.

Register files by drag and drop

Completely enter search information such as date of issue, business partner, etc.

Click “Upload” to save

Then try the search function. On the “Search” screen, users can search and view data uploaded by themselves. Click “Details” to check the search information you entered. Then click “Go to original” to open Dropbox Business and see a preview of the file’s contents. By the way, at the moment it is not possible to modify the search information once entered, but in the future it is planned to enable editing and management of information.

You can check the documents you have uploaded on the “Search” screen.

You can check the search information in “Details”

You can check the file on Dropbox Business by clicking “Go to original file” (billed amount is fictitious)

In addition, users who have been given the authority of “receiving destination issue/compliance with electronic book law” can also search for files uploaded by all users from “company-wide search”. Of course, according to the search requirements of the Electronic Book Act, it is also possible to narrow down the search by items such as “transaction date”, “transaction amount”, and “customer”.

You can search from all data with “company-wide search”

I narrowed down the invoices received by the name of the business partner

The usage fee for PlusFind varies depending on the number of users, so please contact a Dropbox Business sales agent for details. In addition, contracts and usage fees for Dropbox Business and data governance add-ons are required separately from PlusFind.

PlusFind’s interface is so simple that any employee can use it without hesitation. Since it is a “plus” to the Dropbox Business that you usually use, it will be easy for companies that are unable to introduce a large-scale system to comply with the Electronic Book Law.

(Courtesy of Dropbox)




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