Document archiving
Secure your documents in an audit-proof digital archive
The digital workplace: digital, secure and clever archiving
With the dataglobal Group’s digital archiving software, your documents are securely stored on a central platform.
Information from archived documents can be found quickly and easily.
You can access stored documents and files at any time from your digital workplace, edit them or share them with your employees.
Get a better overview and benefit from further advantages with our solution for audit-proof archiving.
Paperless office with document archiving from the dataglobal Group
Digitization saves space, as documents with a retention period are no longer stored in filing cabinets, but are archived digitally and ensure secure storage . And digital archiving is more than just a storage location for files and data: Centralized digital storage means you can find all information quickly and easily.
With your paperless office
- optimize operational processes,
- reduce paper consumption in the workplace,
- act sustainably
- and make a contribution to environmental protection.
Advantages of document archiving
Central availability through electronic archiving
Transparency of all stored data
Efficient workflows
Audit-proof and GoBD-compliant archiving
Efficient and optimized processes
Compliance with retention periods
Paperless office
Archive independent of user and storage location
Benefit from digital document archiving
Smart archiving of your documents with the dataglobal Group solution allows you to link your systems, storage locations and associated software directly to the document archive.
The fast search function (full-text recognition or keyword search) allows you to find the documents you need immediately.
Digital document archiving accesses the interfaces directly thanks to seamless integration.
Documentation, receipts and files therefore no longer need to be stored separately in the archive.
The software automatically pulls all information through the network so that it can be archived quickly and securely.
Faster processing times mean time and cost savings.
As storage costs are reduced when documents are stored centrally in digital form, electronic document archiving and document management offer a high savings potential.
Audit-proof archiving
When archiving business-related documents, security is the top priority.
Not a single document must be lost and storage must be audit-proof.
Audit compliance means that all archived information, insofar as it is relevant to the business, is available at all times.
- unauthorized access and
- Changes
are protected.
This requirement is prescribed by law and is set out in the “Principles for the proper keeping and storage of books, records and documents in electronic form”(GoBD), among other things.
In addition, the provisions of the EU General Data ProtectionRegulation (GDPR) must be taken into account with regard to the protection of personal data.
Always on the safe side
Our software provides you with a digital archive in which documents are stored and secured properly and in a legally compliant manner.
Avoid the risk of cyber theft by protecting your data and restricting user access.
Decide for yourself who should have access to your files by assigning access control or authentication.
Document archiving according to your requirements
With our archiving solution, you can tailor the archiving of your documents precisely to your requirements.
We work with you to set up the archive and ensure that your applications are simple, smart and transparent.
Archiving data and documents in digital form prevents breaches of compliance requirements.
The rights concept, which is perfectly tailored to the needs of your company, also increases data protection with regard to personal data.
Once the statutory retention periods have expired, you can automatically delete your documents in compliance with the law.
Simply store the relevant retention periods and rules in the software solution.
What you can save in the archive
In principle, all information or documents can be archived as long as they are available in digital form.
Examples of this are
- Incoming mail such as commercial and business letters, fax messages and e-mails
- Important documents such as contracts, invoices, delivery bills, orders, books, records and annual financial statements
- Scanned documents from older holdings
- Digital photos, movies and audio files
- Complex CAD design drawings
- Documents in all common file and graphic formats such as pdf, docx, xlsx, ppt, jpeg, png, psd and many more
- Data from third-party applications such as ERP and CRM systems
Programming interfaces & integration
Does your company have different applications, archives and office systems?
The lack of transparency can be easily remedied by connecting all existing systems directly to the central document archive.
Seamless integration of your files and data with the dataglobal Group’s document archiving software enables efficient and distributed working.
Integrate all your company-related information and data into a single digital database.
Interfaces for established applications such as MS Office, SAP, MS Dynamics and Salesforce are integrated.
The integration of further interfaces is possible on request.
FAQ: Frequently asked questions
What is document archiving?
In the digital age, documents are usually archived in electronic form.
SAP archiving enables permanent, controlled and legally compliant archiving of digitized files, documents and data.
Without the support of appropriate software, the mandatory archiving of annual balance sheets, personnel documents, accounting documents, inventories, commercial and business letters, management reports and all other business-relevant records causes a considerable amount of work.
Are there legal regulations for document archiving?
The legal regulations on the respective retention periods that you must observe for digital archiving are described in detail in the GoBD (Principles of proper management and storage of books, records and documents in electronic form and for data access).
What is the difference between archiving and document management?
Archiving means storing documents in a specific storage location, usually in an office cupboard or archive, for an unlimited period of time.
Searching for documents in the archive usually takes a lot of time.
Document management, on the other hand, is a database-supported administration of electronic documents.
The smart archiving solution from the dataglobal Group can be linked directly to your document archive so that your data is available at all times.