Digital archive and secure document storage: what is kept, who sees it and when it is deleted
During treatment a patient's documents end up scattered across ten places: the phone's photo gallery, messenger chats, email attachments and a bureau's computer. Every such copy is uncontrolled, and every one of them is special category data protected by law. This page describes how that mess becomes a single encrypted case managed by its owner: who opened it, when it was shared, how long it is kept and with what confirmation it was deleted. For clinics and bureaus the same archive is a separate space under a data processing agreement.
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Encrypted at rest and in transiteven the server administrator cannot read the content
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The access log is in the owner's handsevery opening, download and share, with name and time
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Deletion on schedule, with confirmation30 days by default, a longer period only by the owner's written choice
What happens to a page from the scanner to deletion
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Scanning and recognition
300 dpi, colour, both sides if there is a stamp on the back; text recognition in Georgian, English and Russian so the case can be searched; every document is a separate bookmarked PDF and is placed in chronological order in a single case PDF.
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Case structure
Originals, translations, certifications, apostilles, correspondence, delivery confirmations, receipts: each in its own folder, each file named with its date and issuer. The consent form is the first document in the case.
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Access and sharing
The owner signs in with two factors, named persons see only the folders shared with them, and third parties (a clinic, an embassy, a fund) get an expiring link that also limits the number of openings. The fact of sharing stays in the log even after the link expires.
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Expiry, reminder, deletion
At the end of the period the owner receives a reminder; if there is no reply, the files, backups and links are deleted and a confirmation of deletion is sent. All that remains is the invoice and a log entry recording that the deletion took place, with no medical content.
What the law requires and how the archive meets it
Georgia's Law on Personal Data Protection follows the European regulation and protects health data as a special category. The table shows which function fulfils which obligation.
| Requirement | What it means for health data | How the archive meets it |
|---|---|---|
| Lawful basis | Special category data only on a basis set by law, including written consent | A consent form stating the purpose and period is the first file in every case |
| Purpose limitation and minimisation | Only what the purpose requires, and only until the purpose is achieved | A 30-day default period, shareable versions with data redacted |
| Security | Measures proportionate to the risk: encryption, access control, record-keeping | Encryption at rest and in transit, two-factor sign-in, log |
| Individual rights | Obtaining a copy, correction, deletion, stopping processing | A full copy or deletion on a single request, with dated confirmation |
| Incident | Informing the supervisory authority and the person within the period set by law | An incident procedure and contact person in the agreement |
| Processor | We process clinic and bureau data only on their written instructions | Data processing agreement, list of sub-processors, return or deletion at the end |
The hosting country, provider and encryption standard are stated in the agreement; we notify the owner in advance of any change. The supervisory authority in Georgia is the State Audit Office, and the individual always has the right to apply to it.
Frequently asked questions about the digital archive
Where are the files stored and who has access to them?
The files are stored on a secure server in encrypted form, which means that even the server administrator cannot read their content, and they travel over an encrypted channel when transferred. Access is split into three levels: the owner (the patient or their representative) sees the whole case, the persons they name see only the folders shared with them, and of our staff only one assigned coordinator, and only while the case is in progress. Every sign-in uses two factors, and every opening, download or share of a file is recorded in the access log with the name, date and time, which the owner can view at any time. The hosting country and provider are stated in the contract, and we notify the owner in advance if they change.
How long are documents kept and how are they deleted?
The default rule is strict: files containing health data are deleted 30 days after the service ends, because the law allows special category data to be kept only until its purpose has been achieved. If the owner wants longer storage, for example for the whole course of treatment or for future visa applications, they request it in writing and choose the period themselves: 6 months, 1 year or longer, with a reminder at the end of each period. Deletion means deleting the file, its backups and its links, after which the owner receives a dated confirmation of deletion. The owner can at any time request early deletion or download a full copy, and either is done on a single request. Only what we are required by law to keep remains, such as invoices, and they contain no medical content.
What does special category data mean and what obligations come with storing it?
Georgia's Law on Personal Data Protection treats health, genetic and biometric data, as well as criminal records and beliefs, as a special category, following the same logic as the European regulation. Such data may be processed only on grounds set by law, including the person's written consent for a specific purpose, and additional obligations apply: keeping a record of processing, security measures proportionate to the risk, informing the supervisory authority and the person of an incident within the period set by law, and the person's right to obtain a copy, correct or delete the data at any time. The structure of the archive itself fulfils these obligations: a consent form accompanies every case, the log records processing, deletion is automatic and we answer requests from a single address.
Can a clinic or translation bureau use our archive for its own clients?
Yes, on one condition: the clinic or bureau is the data controller, responsible for the relationship with the patient and for consent, and we are the processor, handling the data only on its instructions and only for the agreed purpose. This relationship is set out in a written agreement which, as the law requires, defines the purpose and duration of processing, security measures, the use of sub-processors, the procedure for notifying incidents, and the return or deletion of data when the agreement ends. The agreement template has been reviewed by an Advocat.Ge lawyer and is completed together with the clinic's legal counsel. In practice the clinic gets a separate space under its own brand, with staff roles and expiring links for patients, and our staff cannot see the clinic's files unless the clinic itself opens temporary access for technical support.
What most often goes into the archive
- Medical document package An indexed package that becomes the backbone of a single case in the archive.
- Corporate services The archive as part of a clinic or insurer contract, together with translation and courier.
- Privacy policy What data we process on the site, on what basis and how to exercise your rights.
One case, one owner, one log
Open an archive for your case or get a quote for your company together with the agreement template. What is kept, who sees it and when it is deleted is always your decision.