Digital archiving

Software for paperless archiving, searching & utilization

The archiving of important documents and data has been an important part of our society going back several centuries. It ensures that information is stored and preserved, either temporarily or permanently, and made available if necessary. With our archiving software, we help companies to implement this process. Electronic (or digital) archiving has many benefits. It's a space-saving long-term solution with a virtually limitless capacity for extension.

Document archiving

More than just a legal obligation

As the digital transformation progresses, companies are increasingly switching to paperless document archiving systems: Documents are worked on and managed electronically, for instance with document management systems (DMS), while files and documents are stored securely using archiving software. The result: Companies reduce their administrative workloads, cut costs and save time and space compared with the paper-based archiving of documents and invoices, etc.

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5 great reasons to use document archiving

Still don't have end-to-end document archiving in place at your company? Read our practical overview to find out why you should (digitally) archive all relevant documents and how electronic archiving benefits you.

Avoid tax setbacks

The German principles for properly maintaining and storing books, records and documents in electronic form and for data access (GoBD) as well as the fiscal (AO) and the commercial (HGB) codes contain legal requirements that apply to document archiving in electronic archive systems. By choosing ECM software certified in accordance with GoBD and IDW PS 880, companies can rest assured that all relevant documents are archived in line with audit requirements. Not only can all information be retrieved at any time, but it is stored securely, completely, correctly, immutably, reproducibly, in machine-readable form and loss-free. Companies are able to directly provide internal and external auditors the documents they need, thus avoiding tax setbacks and legal ramifications.

Secure company knowledge

A central digital archive is the basis for pooling all of a company's know-how: It is a repository of important experiences and delivers information to employees when and where they need it. Electronic files add further useful functions. They bundle together information in the right business context — for instance on specific business processes and topics — to help employees easily find what they need and expedite work processes. Ideally, the DMS software supplements the archive with electronic files.

Minimize liability risks

With electronic archiving, companies have round-the-clock access to all important documents — e.g. relating to production, testing, inspections, deliveries, occupational health and safety, quality compliance and more. These documents are archived in line with audit requirements, meaning they can be accounted for at all stages of their lifecycle. Everything is logged, from when and how the document was created, to who changed what and how it was archived. This can offer crucial protection against legal and financial consequences in the event of liability issues.

Protect documents

With the right precautions in place, digital archiving (including audit-proof archiving) can protect information against destruction, loss, manipulation and theft. A comprehensive archiving solution tackles this in a number of ways, for example with authorization concepts. Companies can specify who is authorized to view, edit and delete which information.

Meet deadlines

When it comes to legal retention periods, not all business documents are equal: Different document types and forms are subject to different retention rules. Automatic retention periods and deletion deadlines are useful tools that help companies to ensure their archiving is fully compliant. They prevent early or accidental erasure and, when documents do need deleting (such as those containing personal data in accordance with EU GDPR), they provide proof of deletion.


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Electronic archiving | Document archiving with ECM

In addition to a digital archive, modern ECM systems offer a comprehensive range of document management functions. Version management ensures all changes to a document are seamlessly logged and saved. Companies can also choose to integrate technical and business applications such as email programs, ERP, accounting systems, CRM, HR, CAD and more. The result: Emails, data, technical drawings, images, multimedia objects and much more besides are all stored in the central digital archive.

An ECM system such as Doxis4 also supports business process management (BPM): Companies can generate, manage and archive document-driven workflows plus all the associated documents. This enables employees to search documents, process instances and all other related information in the right business context using a single piece of software.

Document archiving with Doxis4 at a glance

Flexible archiving scenarios

Audit-proof, electronic archiving of information, temporarily or permanently, centrally or in separate systems if required — e.g. for HR eFiles (multitenant architecture)

Secure

Fulfill compliance requirements, e.g. with access rights, automatic deletion deadlines and retention periods

Traceable

Seamless documentation of all actions undertaken in documents and in the process instance

Seamless storage across all media

Archive and retrieve images, documents, invoices, multimedia objects, emails, records, data from business applications and much more, regardless of format

Information in its context

Archive, manage, search and provide documents, data and process instances in the right business context with eFiles and comprehensive storage and search functions

High user acceptance

Digital archive function for Windows, web and mobile devices as well as intuitive user interfaces with multilingual capability

Modern technology

Supports all common storage systems and functions to prevent system failure, data loss, unauthorized exercising of rights and much more

Scalable

Add users, tenants and business applications at any time and work with higher document and data volumes as needed.

Do you have any questions?

We will be happy to answer your questions about electronic archiving with Doxis4.

Would you like to see our software solution in action? We would be happy to present Doxis4 to you in person - in a live demo or directly at your company! We look forward to your request!