Electronic Records
What are electronic records?
Electronic records are records created, stored, transmitted or received in digital form.
In international trade, electronic records can include transaction data, trade documents, approvals, instructions, messages, payment records and evidence of agreement between parties.
Why do electronic records matter?
Electronic records matter because digital trade depends on reliable evidence.
Buyers, sellers, logistics providers, customs authorities and financial services providers need to know what was agreed, when it was agreed, which documents were provided and whether obligations were met.
Without reliable electronic records, digital trade can become just as fragmented as paper-based trade.
What can electronic records include?
Electronic records may include:
transaction terms
document versions
approvals
buyer and seller confirmations
shipment updates
payment obligations
timestamps
audit trails
communication history
Common mistakes
Common mistakes include:
relying only on email threads
losing version history
storing documents without transaction context
failing to capture approvals
separating records across multiple systems
assuming all digital files are reliable records
How iTradeDigital helps
iTradeDigital helps create a single source of truth for international trade transactions. By connecting transaction data, documents, workflows and collaboration history, it helps buyers and sellers maintain clearer electronic records.
Related terms
Electronic trade document
Digital trade transaction
URDTT
MLETR
Payment obligation
Trade documentation
FAQs
Are electronic records the same as electronic documents?
Not always. Electronic documents are one type of electronic record. Electronic records can also include approvals, timestamps, messages and transaction data.
Why are electronic records important for payment?
They help evidence whether the conditions for payment have been met.
Can electronic records replace paper records?
In some cases, yes, but this depends on the type of record, the transaction and applicable law.