Archiving Spreadsheets & Data Files

The Problem With Archiving Spreadsheets & Data Files

Spreadsheets containing financial projections, pricing models, or project plans are frequently shared and then disputed. Who had which numbers when becomes a critical question.

Cloud folders and local backups preserve files, but they do not independently prove when a specific version existed.

For analysts, accountants, project managers, data teams, this is not a theoretical risk — it is a daily reality. A startup shares financial projections with investors. The investors later claim different numbers were presented. Timestamped spreadsheets prove the exact figures that were shared.

How TimeProof Solves This

When you timestamp spreadsheets & data files with TimeProof, TimeProof uses client-side file hashing (SHA-256). That 64-character value is the unique fingerprint for the exact version you selected, and if even one byte changes, the hash changes too. Your file never leaves your device.

TimeProof proves file existence by anchoring file hashes to the Polygon blockchain. The blockchain records the hash, timestamp, and transaction ID permanently, so anyone can verify the record independently on Polygonscan without relying on editable metadata or a vendor-controlled database.

For analysts, accountants, project managers, data teams, that means creates a long-term archival record you can verify years later without relying on a single platform. timestamping spreadsheets preserves a snapshot of the exact data at a specific moment, proving the data existed in that form before any dispute about numbers arose.

Specific to Spreadsheets & Data Files

Timestamping spreadsheets preserves a snapshot of the exact data at a specific moment, proving the data existed in that form before any dispute about numbers arose. Common file formats include XLSX, CSV, ODS, NUMBERS, TSV, and TimeProof handles all of them. Whether you are using Excel, Google Sheets, LibreOffice, Numbers, the workflow is the same.

The Metadata Problem

Many people assume file metadata is sufficient proof. It is not.

Excel metadata shows last-modified date but not a reliable creation timestamp. Google Sheets version history requires account access. CSV files have no metadata at all.

A blockchain timestamp is independent of your file’s metadata. It is stored on the public Polygon blockchain, which no one controls. Even if every byte of metadata is stripped, your timestamp remains permanent and verifiable.

Step-by-Step: Archiving Your Spreadsheets & Data Files

Anchor important records when they move into retention so the archive preserves both the file and independent evidence of when that version entered the record. Best used at archival handoff. Common files in this workflow include archive packages, audit snapshots, and retention records. Typical reviewers or counterparties include auditors, compliance teams, and regulators.

1. Select the final record set that is entering long-term retention.
2. Timestamp each file or archive package before it is moved into cold storage or a long-term repository.
3. Store the certificate and Polygonscan link with the retention log or archive index.
4. Re-timestamp new record sets when retention periods, versions, or audit snapshots change.

Step 1: Select your file. Open TimeProof and drag your file onto the upload area. TimeProof accepts XLSX, CSV, ODS, NUMBERS, TSV and every other file format. The SHA-256 hash is computed entirely in your browser — your file never leaves your computer.

Step 2: Choose your timestamp type. Use scheduled timestamps for 1 credit per file, or use verified instant timestamps for 2 credits per file when immediate anchoring matters. Both produce permanent, identical proof.

Step 3: Confirm and anchor. Click the timestamp button. TimeProof computes the SHA-256 hash locally, sends it to the Polygon blockchain smart contract, and returns your proof. You pay zero gas fees — TimeProof covers all blockchain costs.

Step 4: Download your proof. You receive a PDF certificate and a direct link to the blockchain transaction on Polygonscan. Verified instant timestamps add a verified identity badge, and Legal-Grade adds the Courtroom-Ready PDF, JSON metadata, JWS identity attestation, and Complete Evidence ZIP.

Step 5: Add Legal-Grade if needed. Legal-Grade is a verified per-batch upgrade. Starter and Pro charge 50 credits for up to 25 files, then +2 credits per file after 25. Business charges 25 credits for up to 25 files, then +1 credit per file after 25. Enterprise includes Legal-Grade. It adds the Courtroom-Ready PDF, JSON metadata, JWS identity attestation, and Complete Evidence ZIP.

What You Receive

Every TimeProof timestamp for spreadsheets & data files includes:

1. PDF certificate - a readable proof document for the exact spreadsheets & data files you timestamped, ready to keep with the project or share when timing becomes disputed.
2. Polygonscan link - direct public verification of the on-chain hash, timestamp, and transaction.

Verified instant timestamps also include: 3. Verified identity badge - the certificate shows the timestamp was created by a verified account, which is useful when delivery timing, authorship, or submitter identity may later matter.

With the Legal-Grade upgrade, you also receive the core evidence-package components documented by TimeProof: PDF, JSON, JWS identity attestation, and a ZIP bundle.

4. Courtroom-Ready PDF - a presentation-ready evidence certificate for disputes around archive it with immutable, independently verifiable proof, payment, originality, or formal review.
5. JSON Metadata - machine-readable timestamp data for technical teams, audit trails, or structured evidence review.
6. Identity Attestation (JWS) - a signed proof that ties the timestamp to a verified identity and can be verified through /.well-known/jwks.json.
7. Complete Evidence ZIP - one bundle containing the Courtroom-Ready PDF, JSON Metadata, Identity Attestation (JWS), and supporting proof materials so counsel, clients, or reviewers can inspect the complete record in one place.

Why Blockchain vs Other Methods

TimeProof uses Polygon because analysts, accountants, project managers, data teams need proof that is fast to create, inexpensive to repeat, and easy for third parties to verify.

TimeProof proves file existence by anchoring file hashes to the Polygon blockchain. This gives reviewers a public record they can inspect independently on Polygonscan.

• Speed: about 2-second block times when verified instant proof matters.
• Cost: users do not buy crypto or manage gas fees because TimeProof covers blockchain costs.
• Public verification: counterparties, clients, auditors, or counsel can inspect the record independently on Polygonscan.
• Security: the record sits on a public, tamper-resistant network aligned with Ethereum.
• Permanence: the timestamp remains verifiable long after the spreadsheets & data files have been shared, reposted, or challenged.

Real-World Scenario

A team can store records internally, but later audit, compliance, or litigation review still asks when the exact archived version entered the record and whether it changed later. The files at issue are often archive snapshots, retention bundles, and audit records. Typical reviewers or counterparties include auditors, compliance teams, and regulators.

A startup shares financial projections with investors. The investors later claim different numbers were presented. Timestamped spreadsheets prove the exact figures that were shared.

Internal storage timestamps, backup logs, or vendor audit trails are not treated as sufficient independent proof. The archive record gains an external, tamper-resistant timestamp that sits outside the storage platform itself.

Related Comparisons

These comparisons help you measure this proof path against common alternatives that solve part of the problem but not the full timing-and-integrity chain.

• TimeProof vs Arweave: Compare external archive-entry proof with permanent storage networks when the question is when a retention record became fixed.
• TimeProof vs Google Drive Version History: See why workspace revision logs are not the same as independent evidence that a retention copy existed at a specific time.
• TimeProof vs Cloud Storage Timestamps: Compare storage-provider metadata with anchored public proof for audit-sensitive archive snapshots.

Related Guides

Use these related pages to go deeper on the legal, verification, or pricing context behind this workflow.

• Preserve Chain of Custody for Legal Documents: Extend archive proof into custody-sensitive handling when retained records may later move between teams or reviewers.
• Timestamp Legal Documents for Compliance: Use a more explicitly audit-focused workflow when archived records are maintained for regulated review or recurring signoff.
• How Blockchain Timestamping Works: Review the technical model behind independent archive-entry proof and later verification.

Pricing

TimeProof uses one unified credit balance, so you can archive spreadsheets & data files as part of normal work instead of waiting for a dispute.

• Scheduled timestamps: 1 credit per file - available to everyone, with proof available within 6 hours.
• Instant timestamps: 2 credits per file - available to verified subscribers, anchored in about 2 seconds.
• Legal-Grade: Starter and Pro: 50 credits up to 25 files, then +2/file. Business: 25 credits up to 25 files, then +1/file. Enterprise: included.

One-time packs start at $15 for 100 credits. Verified monthly plans start at $19/month and include identity verification for instant timestamps and Legal-Grade.

Timestamp key business spreadsheets using 1 scheduled credit each. Twelve monthly models would use 12 credits per year. Use scheduled timestamps for routine protection, verified instant timestamps when timing must be immediate, and Legal-Grade when the record may be challenged formally.

For spreadsheets & data files, the cost is based on the number of files you anchor, not the file size. Scheduled timestamps use 1 credit per file, while verified instant timestamps use 2 credits per file.

Privacy

Your spreadsheets & data files never leave your computer. TimeProof uses client-side file hashing (SHA-256). Only the 64-character hash string is sent for anchoring. Because SHA-256 is one-way, it is not possible to reconstruct the original file from the hash. That lets analysts, accountants, project managers, data teams protect client work, unpublished material, and high-value source files without exposing the underlying content.